6ID0103 RLP plus Exhibits.pdf

For the best experience, open this PDF portfolio in

Acrobat X or Adobe Reader X, or later.

Get Adobe Reader Now!

http://www.adobe.com/go/reader

MARCH 2024

PUBLIC FACING OFFICES TECHNICAL

DESIGN GUIDE

THE SOCIAL SECURITY ADMINISTRATION

PUBLIC FACING OFFICES TECHNICAL DESIGN GUIDE

i POTDG – 2024

EXECUTIVE SUMMARY

The Social Security Administration (SSA) occupies space in all regions of the country that is always evolving to meet the internal and external demands of the people who work for and conduct business with the agency. Our hope is that the Office of Realty Management (ORM) can assist the regional facilities personnel in the critical work they do in service to the American public by providing this design guide to facilitate design and construction.

The purpose of this design guide is to promote collaboration between ORM and the regional teams by providing guidance for the physical space, such that it facilitates the SSA mission and supports the connection between visitors and SSA employees.

The Public Facing Offices Technical Design Guide (POTDG) replaces the information from the former Field Office Technical Design Guide (FOTDG), Hearing Office Technical Design Guide (HOTDG) and the Cooperative Disability Investigation (CDI) Unit Technical Design Guide (CUTDG) into one resource developed to:

ASSIST the agency and external groups with facility design and construction, BENEFIT the agency by capturing lessons learned to enhance facility design and construction, UNIFY the agency through flexible guidelines for the design and construction of facilities that are at the forefront of serving the American public.

The POTDG is organized into four main sections, each one geared toward a specific audience. The focus shifts from an internal to an external audience as the guide progresses, with all sections containing information that may be beneficial in understanding the design and construction of Public Facing Offices.

Section 1.

Section 2.

Section 3.

Section 4.

Narrative – provides general information explaining why each area and discipline is important, and benefits all parties involved, from Field Services Team (FST) to the General Services Administration (GSA), and the Lessor’s Architectural and Engineering (A/E) Team.

Space Layouts – provides specific information defining the functional needs of each space and room and is primarily focused on providing the regional facilities personnel with the information needed to lay out each space for the Design Intent Drawings (DIDs).

Office Components – provides detailed information needed to implement the infrastructure of each office and is primarily focused on providing the A/E Team with the information required to develop construction documents.

Appendices – provides examples and details to assist with the development of construction documents.

ii POTDG – 2024

POINT OF CONTACT

For all inquiries related to this guide, including the schedule for updating this evolving document, please contact DCBFM.OFLM.ORM.DSM.Regional.Interior.Design.Support@ssa.gov.

This inbox is monitored by the Regional Interior Design (RID) Team, on behalf of the Division of Space Management (DSM). The RID Team is a group of qualified interior designers, who specialize in the development and review of DIDs for agency locations throughout the ten regions. In coordination with architects and engineers from the Division of Architectural and Engineering Services (DAES), this team responds to all requests for DID development, and answers questions related to the design, infrastructure, and construction of regional agency locations.

Additional internal agency guidance may be found on the ORM’s HUB page, accessed on the component’s intranet site.

mailto:DCBFM.OFLM.ORM.DSM.Regional.Interior.Design.Support@ssa.gov iii POTDG – 2024

TABLE OF CONTENTS

Executive Summary i Point of Contact ii Common Acronyms vi

SECTION 1. NARRATIVE

Field Offices 1 Cooperative Disability Investigations (CDI) Units……………………………………………………………………… 2

Office of Hearings Operations 3 Types of Hearings Operations Sites 3 Blending and Collocation 6 Agency Space Standards 6 Applicable Codes 6 Administrative Requirements 6 Accessibility 7 Acoustics 7 Interior Finishes and Materials 8

Furniture and Equipment 9 Mechanical 9 Plumbing 9 Electrical and Telecommunications 10 Relocating Wireless Network…………………………………………………………………………………………………….10 Fire Protection and Life Safety………………………………………………………………………………………………… 11 Security 12 Locks/Keys 13 Environmental Hazards 14

SECTION 2. SPACE LAYOUTS

Field Office Required Adjacencies 15 CDI Unit Required Adjacencies………………………………………………………………………………………………...16 Hearing Office (HO)/Satellite Office (SO) Required Adjacencies 17 Permanent Remote Site (PRS) Required Adjacencies 18

A. Public Areas

A.1 Field/Hearing Office Public Entrance/Exit 19 A.2 CDI Unit Main Public Entrance/Exit…………………………………………………………………………….20 A.3 Reception/Waiting 21 A.4 Visitor Intake Processing (VIP) Area 22 A.5 Screen Wall 23 A.6 Attorney/Claimant Consultation Room 24 iv POTDG – 2024

A.7 Public Restroom 25 A.8 Visitor Interview Corridors 26

B. Shared Areas

B.1 Reception Window/Master Docket Area 27 B.2 Hearing Room 28 B.3 Service Interview Bay (SIB) 29 B.4 Retrofit Barrier Wall Station 30

B.5 Self Help PC Station (SHPC) At the Barrier Wall 31 B.6 Self Help PC Station (SHPC) Away from the Barrier Wall 32 B.7 Shared Services Room (SSR) 33 B.8 CDI Unit Interview Room 34

C. Employee Areas

C.1 Employee Entrance/Exit 35 C.2 CDI Unit Employee Vestibule Entrance/Exit 36 C.3 CDI Unit Employee Interior Entrance/Exit 37 C.4 Multi-Purpose Room (MPR) 38 C.5 Break Room 39 C.6 Interactive Video Training Room (IVT) 40 C.7 Storage/Mail Room 41 C.8 CDI Unit Evidence and Workroom 42 C.9 CDI Unit Secure File and Storage Room 43 C.10 Collocated CDI Unit/OI/Field Office Security Zone 44 C.11 OI Field Office Evidence/ Armory/Workroom 45 C.12 Collocated OI/Field Office and CDI Unit (Evidence, Armory, Workroom) 46 C.13 Private Office 47 C.14 ALJ Office 48 C.15 Conference Room 49 C.16 Focus Room 50 C.17 Open Office Area 51 C.18 Employee Restrooms 52 C.19 Data Communications Room (DCR) 53

D. Reference Sheets D.1 Equipment Service Connections 54 D.2 Doors and Hardware – Field Office Site 56 D.3 Doors and Hardware – CDIU Site 60 D.4 Doors and Hardware – OHO Site 63 D.5 Finish Recommendations – Field Office Site 68 D.6 Finish Recommendations – CDIU Site 69 D.7 Finish Recommendations – OHO Site 70 D.8 Furnish and Install Information 71 v POTDG – 2024

SECTION 3. OFFICE COMPONENTS

Listing of Components by Division 72

08 10 00 Doors and Frames 73 08 56 00 Special Function Window 74 08 56 59 Interviewing Windows: SIB Transaction Window 75 09 21 16 Drywall Assemblies 76 09 51 00 Acoustical Ceilings 77 09 60 00 Flooring 78 09 80 00 Acoustic Treatment 79 09 91 23 Interior Painting 83 10 22 26 Operable Partitions 84 10 55 16 Collection Boxes 85 12 24 13 Window Roller Shades 86 12 32 00 Manufactured Casework 87 12 51 00 Office Furniture 88 12 52 00 Seating 89 12 59 00 Furniture Workstations 90 22 42 00 Plumbing Fixtures 92

23 00 00 HVAC 93

26 00 00 Electrical 98 27 00 00 Telecommunications 106 28 00 00 Electronic Safety and Security 114

SECTION 4. APPENDICES

Appendix A: Color Schemes and Flooring Chart Appendix B: Example Construction Details Appendix C: Sample Office Layouts Appendix D: Additional SSA Requirements and Specifications vi POTDG – 2024

COMMON ACRONYMS

AA: Administrative Assistant AAJ: Administrative Appeals Judge ABA: Architectural Barriers Act ABAAS: Architectural Barriers Act

Accessibility Standards AC: Articulation Class ACCR: Attorney Claimant Consultation

Room ACT: Acoustical Ceiling Tile ADM: Assistant District Manager A/E: Architectural and Engineering AFF: Above Finished Floor AFGE: American Federation of Government

Employees AHJ: Authority Having Jurisdiction AI: Articulation Index AIMS: Administrative Instructions Manual

System ALJ: Administrative Law Judge ANSI: American National Standards

Institute AO: Administrative Office AP: Access Point ASAC: Assistant Special Agent in Charge ASTM: American Society for Testing and

Materials BTU/H: British Thermal Units per Hour CAC: Ceiling Attenuation Class CATV: Community Antenna Television CDI: Cooperative Disability Investigations CDIU: CDI Unit CFP: Candle Foot Power C.L.: Center Line CMR: Center for Materiel Resources COV: Claimant Only Video CRI: Color Rendering Index CS: Claims Specialist CSR: Customer Service Representative DAES: Division of Architectural and

Engineering Services DCC: Data Communications Closet DCR: Data Communications Room DFS: Division of Furniture Support DID: Design Intent Drawing DMR: Division of Material Resources

DSM: Division of Space Management DRAP: Digital Recording and Processing DW: Decision Writer EIA: Electronic Industry Alliance ePACS Electronic Physical Access Control

System ESS: Electronic Security Systems FPE: Fire Protection Engineer FPS: Federal Protective Service FSL: Facility Security Level FST: Field Services Team GS: Group Supervisor GSA: General Services Administration HO: Hearing Office HOCALJ: Hearing Office Chief Administrative

Law Judge HOD: Hearing Office Director HOSA: Hearing Office Systems

Administrator HR: Hearing Room HSPD: Homeland Security Presidential

Directive HVAC: Heating, Ventilation and Air

Conditioning IDS: Intrusion Detection System IG: Isolated Ground ISC: Interagency Security Committee IVT: Interactive Video Training IWS: Individual Workstation

(Computer and Peripherals) JOV: Judge Only Video K: Kelvin LALJ: Lead Administrative Law Judge LAN: Local Area Network LEC: Local Exchange Carrier LOP: Level of Protection MC: Metal Clad MFD: Multi-Function Device MPR: Multi-Purpose Room NC: Noise Criteria NEC: National Electrical Code NECA: National Electrical Contractor’s

Association NEIS: National Electronic Installation

Standards vii POTDG – 2024

NFPA: National Fire Protection Association NSD: National Service Delivery NIC: Noise Isolation Class NRC: Noise Reduction Coefficient NVR: Network Video Recorder OHO: Office of Hearings Operations OI: Office of Investigations OEST: Office of Electronic Services and

Technology OEHOS: Office of Environmental Health and

Occupational Safety OPSOS: Office of Public Service and

Operations Support ORM: Office of Realty Management OSEP: Office of Security and Emergency

Preparedness PACS: Physical Access Control System PII: Personally Identifiable Information PRS: Permanent Remote Site PSO: Protective Security Officer RMP: Risk Management Process RT: Reverberation Time SCM: Supervisory Case Manager SF: Square Foot/Square Feet SO: Satellite Office SIB: Service Interview Bay SSA: Social Security Administration SSN: Social Security Number SSTV: Social Security Television System STC: Sound Transmission Class SWA: Security Work Authorization TIA: Telecommunications Industry

Association UL: Underwriters Laboratories UTP: Unshielded Twisted Pair VHR: Verbatim Hearing Reporter VIP: Visitor Intake Processing VOIP: Voice Over Internet Protocol VSD: Video Service Delivery VSS: Video Surveillance System WAN: Wide Area Network

1 POTDG – 2024

1. NARRATIVE

FIELD OFFICES

FUNCTION

The Social Security Administration (SSA) employs a network of accessible1 community-based facilities, tailored to provide a full range of public services. Field Offices (FO) are full-service facilities that provide a physical location for customers to conduct face-to-face Social Security business. In addition to FOs, in sparsely populated service areas, the agency utilizes Contact Stations (CS), as well as Resident Stations (RS) as an alternative means to conduct face-to-face Social Security business. The agency may provide the physical space for these CS and RS locations, and this guide may be adapted to address these locations.

LAYOUT OVERVIEW

A Field Office is organized into two primary areas, the Public Area, and the Employee Area, with a Barrier Wall that creates a physical separation between the two areas. The security enhanced design of the Interview Bays at the Barrier Wall provides a space where visitors and employees can safely and effectively interact. The intent is for all new Field Office locations to use drywall to construct the Service Interview Bay(s) (SIB) at the Barrier Wall.

The SIB may be used as the employee’s permanent furniture workstation. Guidelines are provided in the May 2015 AFGE Barrier Wall Settlement Agreement. Associated addenda spell out when it is necessary to consult OFLM on succeeding lease projects and projects where an existing barrier wall is being modified. For barrier wall drawings, refer to the Service Interview Bay (SIB) drawing located in Appendix B: Example Construction Details and the ORM Hub page.

Guidelines for the layout of each Field Office space are provided in Section 2, however, each location may require adjustments based on its size and site, which will be determined on a case-by-case basis.

The Public Area typically includes:

• Visitor Entrance/Exit

• Visitor Intake Processing (VIP) Area

• Waiting Area, including a guard station

• Visitor Restrooms

• Visitor Interview Corridors

• Shared Service Room (SSR)

1 Accessible- Able to be entered or be used by everyone. “accessible.” Dictionary.Cambridge.org. 2024.

https://dictionary.cambridge.org/dictionary/english/accessible (26 March 2024).

2 POTDG – 2024

The Barrier Wall may include:

• Service Interview Bay (SIB)

• Retrofit Barrier Wall Stations

• Self-Help PC (SHPC)

• Full Plexiglas glazing panels

The Employee Area typically includes:

• Employee Entrance/Exit

• Multi-Purpose Room (MPR)

• Break Room

• IVT Room

• Storage/Mail Room

• District Manager (DM) Office

• Assistant District Manager (ADM) Office

• Focus Rooms (may serve as Lactation Room when needed)

• Open Office Area

• Employee Restrooms

• Data Communications Room (DCR)

COOPERATIVE DISABILITY INVESTIGATIONS (CDI) UNITS

The Social Security Administration (SSA), the Office of the Inspector General (OIG), and the State Disability Determination Services (DDS), administer the Cooperative Disability Investigation (CDI) project. The program consists of CDI units nationwide, whose mission is to obtain evidence sufficient to resolve questions of fraud in SSA's disability programs. This mission supports the Agency's strategic goal of ensuring the integrity of Social Security programs, with zero tolerance for fraud.

CDI Units investigate individual disability claims and identify third parties who facilitate disability fraud. Claims and post-entitlement actions are referred to the CDI Units by DDS examiners and SSA field office personnel who suspect fraudulent activity based on suspicious behavior or other indicators of high risk for fraud or similar fault.

The results of these investigations are presented to the State DDSs and OHO for their use in making timely and accurate disability determinations and to Federal and State prosecutors for consideration of prosecution.

The term CDI Unit is used to refer to the group of people who make up the unit, as well as the physical location of the unit. Members of the public enter a CDI Unit very rarely, and only when escorted by an employee, for an interview or other purpose related to an investigation.

3 POTDG – 2024

LAYOUT OVERVIEW

A CDI Unit is utilized by employees and will include employee only areas unless collocated or blended.

A CDI Unit location will typically include:

• Main Entrance/Exit

• Vestibule with transaction window, AI Phone and security camera

• Multi-Purpose Room (MPR)

• Secure Evidence Room

• Secure File Room

• Manager/Team Leader Office

• Focus Room

• Open Office Area

• Public Restrooms

Depending on the location and whether it is blended, collocated, or stand alone, it may also include:

• Break Area

OFFICE OF HEARINGS OPERATIONS

The Social Security Administration (SSA) operates its own administrative adjudication system, which has original jurisdiction when claims are denied in part or in full. The Office of Hearings Operations (OHO) is the office that administers the hearings and appeals program for SSA. OHO is one of the largest administrative adjudication systems in the world and are committed to providing prompt due process under the Social Security Act. At locations throughout the United States, decisions are issued by Administrative Law Judges and Senior Attorney Adjudicators, who hear and decide challenges to SSA decisions. Dissatisfied claimants can appeal to OHO's Appeals Council, and if still dissatisfied can appeal to U.S. District Court.

TYPES OF HEARINGS OPERATIONS SITES

HEARING OFFICE (HO)

Hearing Offices are staffed with a cadre of Administrative Law Judges (ALJ), each supported by at least one decision writer (staff attorney or paralegal specialist), case technicians, and two or three clerical staff. In addition, Hearing Offices may also have positions such as the Hearing Office Director (HOD), a Hearing Office Systems Administrator (HOSA), an Administrative Assistant (AA), and Group Supervisors (GS).

A hearing, conducted by an ALJ, is a full due process hearing in which witnesses, including vocational and medical experts, may be called. The claimant is usually represented and may also provide witnesses on his/her

4 POTDG – 2024

behalf. The number of individuals, including the ALJ, Verbatim Hearing Recorders (VHRs), and other OHO personnel in attendance at a hearing, averages five to nine people.

Hearing Offices are separated into Public Areas, Employee Areas, and Shared Areas, which are accessible to both claimants and employees.

HO LAYOUT OVERVIEW

Public Areas:

• Public Entrance/Exit

• Reception Area, including a Guard Station

• Attorney-Claimant Consultation Room with Claimant Only Video (COV)

• Public Restroom(s)

Shared Areas:

• Reception Window

• Hearing Room(s)

Employee Areas:

• Employee Entry/Exit

• Break Room

• IVT Room

• Storage/Mail Room

• Private Offices

• Conference Room

• Focus Rooms (may serve as Lactation Room when needed)

• Open Office Area

SATELLITE OFFICE (SO)

Satellite Offices are full office buildouts whose function is comparable to a Hearing Office, but on a smaller scale.

They are separated into Public Areas, Employee Areas, and Shared Areas, which are accessible to both the public and employees.

• Public Entrance/Exit

• Reception Area, including a Guard Station

• Attorney/Claimant Consultation Room

• Public Restroom(s)

• Reception Window

5 POTDG – 2024

• Break Room

• IVT Room

• Storage/Mail Room

• Private Offices

• Conference Room

• Focus Rooms

• Open Office Area

PERMANENT REMOTE SITE (PRS)

A PRS is a small site built to accommodate Hearing Rooms, but with no permanently assigned employees.

Judges will travel to the PRS to hold hearings while being permanently assigned elsewhere. Permanent Remote Sites are separated into Public Areas, Employee Areas, and Shared Areas, which are accessible to both claimants and employees.

• Reception Area, including Guard Station

• Attorney/Claimant Consultation Room

• Public Restroom

• Preparation Space (Open Office Area)

• Private employee restroom

• Area for DCR equipment (if not in shared space when collocated)

NATIONAL SERVICE DELIVERY (NSD)

National Service Delivery provides virtual support to OHO offices across the country, through increased adjudicatory capacity and by efficiently delivering quality, policy compliant work products in a timely manner.

Employee Areas typically include:

• Guard Station, as needed

• Multi-Purpose Room (MPR)

• Break Room

• IVT Room

• Storage/Mail Room

• Private Offices

6 POTDG – 2024

• Focus Rooms

• Open Office Area

BLENDING AND COLLOCATION

Sites may be blended or collocated with other agency offices. SSA offices of different types may share rooms, such as the Data Communications Room or Multi-Purpose Room. Collocation with other federal agencies may require separately demised premises.

AGENCY SPACE STANDARDS

The Space Allocation Standards (SAS) and Space Computation Worksheet (SCW) are internal agency documents, developed and maintained by ORM, that provide guidance on square footage requirements for Hearing Offices, Field Offices, and other agency spaces. The SAS provides the criteria and calculations that determine the assigned square footage for each room and area within the office. The SCW is an interactive tool that provides a place to input office parameters to determine the square footage for each room, the circulation space needed, and the total square footage calculated for that location. The square footage of the overall space, private offices, furniture workstations, and Service Interview Bays (SIBs) is fixed. The square footage of all other rooms and areas may be adjusted to not exceed the total approved square footage.

Approved square footage can go up by, but no more than an additional 5%.

The most current SAS and SCW are located on the ORM Hub page.

APPLICABLE CODES

The intent of this design guide is not to reiterate applicable code requirements, but rather to highlight items that are above typical code, including all ABAAS requirements.

SSA sites located in Government owned or leased-to-own facilities will be designed to comply with the GSA Public Buildings Service (PBS) P-100 “Facilities Standards for the Public Buildings Service.” The Authority Having Jurisdiction (AHJ) will be GSA.

SSA sites located in privately owned leased facilities will be designed to comply with all applicable codes recognized by the local and/or state AHJ.

ADMINISTRATIVE REQUIREMENTS

The intent of this design guide is to identify recommendations beyond what is already included in the GSA Lease.

7 POTDG – 2024

RECORD DRAWINGS AND AS-BUILT PLANS

Upon completion of each project, the region will provide ORM with Record Drawings electronically, consisting of a scanned construction set (PDF), including all disciplines, with markups indicating all field changes. In addition, the region will provide ORM with an As-Built Plan, in CAD format, updated with actual locations of all walls, doors, and millwork. This As-Built Plan will include a plan of the space, and any adjacent common areas and egress paths to exits.

Submit the as-built documents to the DCBFM.OFLM.ORM.DSM.Regional.Interior.Design.Support@ssa.gov

ACCESSIBILITY

Along with the required FPE engagement for life safety review, ORM provides an accessibility compliance review for all code review and design requests. This collaborative approach by DAES and DSM ensures the health, safety, and welfare remain top priority and bring awareness of any code compliance issues.

The Architectural Barriers Act (ABA) covers facilities designed, built, altered with Federal funds, or leased by Federal agencies. GSA is one of four Federal agencies authorized by Congress to establish accessibility standards under the ABA. GSA's current implementing standard is the Architectural Barriers Act Accessibility Standard (ABAAS). Unless specifically exempted by ABAAS, all public use areas, common use areas, and employee areas will be accessible, and accessible routes will connect all spaces.

The ABAAS covers all new construction and alterations, including leased facilities and replaces the Uniform Federal Accessibility Standards (UFAS), which was GSA's previous standard for accessibility. ABAAS was made effective May 9, 2006, for new construction and alterations, June 30, 2006, for lease-construction facilities, and February 7, 2007, for all other leased facilities. Facilities designed, built, altered, or leased before the effective dates should be brought up to current ABAAS compliancy where feasible. The latest version of the ABAAS is available online at the United States Access Board website.

This guide recommends the universal design approach that all aspects of the location will be accessible.

Universal design is the design and composition of an environment so that it can be accessed, understood, and used by all people regardless of their age, size, ability, or disability.

ACOUSTICS

Good acoustical design is important to support speech privacy and the protection of Personally Identifiable Information (PII), as well as to support the safety and comfort of the employees. Considering the acoustical implications inherent in design and construction, it is important to consider the entire sound environment of a particular room or area, including the plenum space and mechanical design within it. The intent is not complete privacy between spaces, but to maximize speech privacy to the extent that is practical, while still achieving design goals for other disciplines (mechanical, physical security, etc.).

mailto:DCBFM.OFLM.ORM.DSM.Regional.Interior.Design.Support@ssa.gov http://www.access-board.gov/ada-aba/aba-standards-gsa.cfm http://www.access-board.gov/ada-aba/aba-standards-gsa.cfm

8 POTDG – 2024

Sound Transmission Class (STC) is the laboratory-measured sound isolation of a building element (wall, window, door, etc.), as measured and calculated in accordance with ASTM E90-09 & E413-10. A higher number indicates a higher degree of sound attenuation provided by the building element. A minimum of STC 45 should be reached.

The acoustical goals for Field Offices are:

• Provide clear speech intelligibility between the visitor and employee in the SIBs.

• Maximize speech privacy between adjacent SIBs, between the bays and adjacent visitor areas, and between the offices and the open office space.

• Provide guidance in retrofit situations to improve existing Field Office acoustics.

• Provide appropriate levels of speech privacy in the employee office and support areas in accordance with best design practices.

The acoustical goals for Hearings Operations spaces are:

• Provide clear speech intelligibility within the Hearing Room.

• Maximize speech privacy between the Hearing Room and any adjacent spaces, as well as between the private offices and the open office space.

• Provide appropriate levels of speech privacy in the employee office and support areas in accordance with

The acoustical goals for CDI locations are:

• Provide clear speech intelligibility through the view panel window in the vestibule.

• Maximize speech privacy between the CDI Unit and any adjacent spaces, as well as between the private offices and the open office space.

• Provide guidance in retrofit situations to improve existing CDI Unit acoustics.

• Provide appropriate levels of speech privacy in the employee office and support areas in accordance with

An acoustical consultant may be required. Contact DAES for any post construction sound transmission concerns.

INTERIOR FINISHES AND MATERIALS

At the region’s discretion, materials and finishes to be used in facilities may be selected based on existing conditions and the use of one of the three-color schemes provided in Appendix A of this guide. Site conditions and constraints in existing or new locations may require the use of alternate colors, materials, or finishes, which may be determined on a case-by-case basis.

9 POTDG – 2024

FURNITURE AND EQUIPMENT

The various types of furniture and equipment are provided and installed by different components within

SSA:

• Employee furniture workstations for the open office, the SIB, and private office furniture are standardized, provided, and installed by the Division of Furniture Support (DFS). This includes all necessary power infrastructure and raceways for installation of data and security items and are furnished as a package that comes with standard items. Refer to Section 3: 12 59 00 Systems Furniture (furniture workstations) for standard finishes.

• DFS also provides auxiliary furniture such as waiting area seating, multi-purpose room tables and chairs, filing cabinets, and storage shelves.

• Required equipment is coordinated by the Region and provided by various components within SSA.

Equipment may include printers, fax machines, multi-function devices (MFDs), network equipment, Voice Over Internet Protocol (VOIP) telephones, and computers and associated peripherals. Refer to Section 2, D.1 Equipment Service Connections.

MECHANICAL

All mechanical systems will comply with applicable codes and GSA lease requirements. It is recommended that a preventive maintenance program for all HVAC systems be established and implemented by a qualified HVAC contractor per industry standards and manufacturer’s recommendations.

The BTU/H heat load calculations for the equipment housed in the Data Communications Room (DCR), as required by the GSA Lease, will need to be determined on a case-by-case basis to properly size the HVAC units serving this room. DAES is available to assist with this process; refer to Points of Contact for more information.

PLUMBING

All plumbing systems will comply with applicable codes and GSA lease requirements. The following areas will include plumbing:

• Water Fountains and Water bottle refill stations

• Restrooms

• Kitchenette

• Janitor’s closet, where applicable

10 POTDG – 2024

ELECTRICAL AND TELECOMMUNICATIONS

Historically, there were two types of power distribution systems, General Purpose power and Technical Power, and each system had a specific purpose. General Purpose power or Panel A provides power to general purpose receptacles, lighting, mechanical loads, and other miscellaneous loads. Technical Power or Panel TP provides power to computers, as well as other equipment that may have needed Isolated Ground (IG) protection and could not be switched off for energy saving measures. Going forward, IG protection is not needed, and switched and unswitched circuits will not need to originate from separate panelboards.

Existing locations with two separate panelboards may choose to maintain this existing configuration. Panel TP may be relabeled as Panel B, or the next available letter. If switched receptacles are required by code, those receptacles may originate in either panelboard, but should not be used for equipment that needs to have continuous power.

Locations with existing IG systems may also choose to maintain this existing system. Existing receptacles with an IG wire may remain and/or be replaced with isolated ground receptacles to maintain the same wire configuration. The relabeled Panel B will have two bus bars: the General Power Bus Bar with an equipment ground (EG) conductor and the IG Bus Bar with an IG conductor. These two bus bars will act as regular grounding bars, but new receptacles for all purposes should be circuited to the General Bus Bar.

The furniture workstations provided by DFS, and the SIB have specific power needs that are required to be included in the electrical design. Refer to Section 3: 26 00 00 Electrical.

This guide includes specific recommendations related to the network equipment in the DCR and its layout. Refer to Section 2: Data Communications Room for minimum room dimensions, Section 3: 27 00 00 Telecommunications for equipment, and Appendix B: Example Construction Details for an example layout.

RELOCATING WIRELESS NETWORK

To verify if an office has a wireless network, visit Office of Systems Operation and Hardware Engineering Networking Database, and enter the Site Code. Select “Find Office” and if “wireless” is included in the Office Tags, the office has the SSA Wireless network installed.

For new sites, the lessor is responsible for providing & installing CAT6 data runs from Access Point (AP) locations to the DCR Room patch panel. The quantity to be determined by the Division of Network Engineering (DNE).

During the first stages of construction document development, an AutoCAD drawing of the final DID should be submitted to the DNE Wireless Team from the regional staff. Include the Office Code, old and new address, and a description of the ceiling (height and type). DNE will complete a predictive survey and return a drawing with the locations where APs should be installed for inclusion in the CD package.

If an office already has the SSA wireless network installed, a certified DID shall be sent to the DNE. They determine AP locations and should also be consulted if there is a major renovation that includes relocating walls and ceilings.

11 POTDG – 2024

All cabling shall:

• Be CAT6 or greater and shall not exceed 100 meters (328.08 feet).

• Be labeled and tested per standards set forth in cabling requirements for the location.

• Have runs to include a 15-foot service loop in the ceiling at the AP location.

• Terminate with standard male RJ45 connector at the AP location and on the patch panel in the LAN room.

For a major remodel, the lessor will relocate existing APs if existing service loops are sufficient to reach new locations. They will also provide & install CAT6 data runs from new AP locations to the DCR Room patch panel. This would be for additional APs or locations where service loop is not sufficient for relocation.

The installing agency shall provide ceiling brackets and APs. They shall also provide for any additional APs needed as identified in the design process.

FIRE PROTECTION AND LIFE SAFETY

Refer to the Administrative Requirements section for information on required project review by a licensed Fire Protection Engineer (FPE).

MEANS OF EGRESS

The A/E Team will include information on the DIDs indicating which doors are required for egress and may not be locked. Any conflict between egress and security requirements must be identified and resolved, to the satisfaction of the A/E team and FPE reviewer. Sprinklered buildings provide additional flexibility related to life safety and means of egress when planning a code compliant layout. Means of egress shall meet GSA PBS P100 (see ORM Hub Page for link) for GSA/government owned facilities. For privately owned/leased facilities, means of egress shall meet all applicable and adopted codes by the local AHJ.

When applicable codes require two means of egress from the Public Area or Employee Area, the recommendation is that the egress system from each space will be independent from each other and not pass through the Barrier Wall when practicable. In situations where it is impracticable to have independent egress systems, egress may pass through the Barrier Wall, provided that the egress path, exit access, and exit doors follow applicable codes. Balance and coordinate security and life safety requirements with all applicable codes.

FIRE PROTECTION

When a fire protection system is required by applicable codes, e.g., sprinkler, fire alarm, smoke detection systems, the system that is existing or to be installed must be code compliant. If an existing fire protection system is present and is not code compliant, the system must be brought into code compliance. Any code required fire protection systems should be shown on the construction drawings from the Lessor’s A/E design team for the Lessor’s FPE to review, regardless of whether the system requires a modification or not.

12 POTDG – 2024

All fire extinguishers in the Public Area should be in recessed locked break glass cabinets. Provide and locate portable fire extinguisher(s) throughout the office as required by NFPA 10 and SSA Administrative Instructions Manual System (AIMS) 13.04.09 Attachment B.

A panic bar alarm should be placed on the doors for egress to alert personnel that the door has been engaged/opened. Emergency exit door hardware at all levels should have audible annunciators to provide notification of door use.

SECURITY

This guide provides general guidelines for the infrastructure that may be needed for security equipment. All security items and decisions will be based on applicable OSEP guidelines and documents, which will provide specific guidance relating to the infrastructure required for their equipment.

SECURITY LIGHTING

Security lighting may be required in accordance with the Interagency Security Standards. This may be coordinated directly with an OSEP representative.

SECURITY SCREENING

A security screening made need to be accommodated. Security requirements will vary by location. Depending on the location size and threat level, the security screening area may include, but is not limited to, a hand-held magnetometer and screening area, a walk-thru magnetometer, bag check, x-ray equipment, and an area to visually inspect bags and other carry-in articles.

SECURITY EQUIPMENT

Refer to Section 2: D.1 Equipment Service Connections, and Section 3: 28 00 00 Electronic Safety and Security.

The Lessor may be responsible for providing security building infrastructure conduit, cable, power, and junction box systems to accommodate an electronic Physical Access Control System (PACS), Video Surveillance System (VSS), Intrusion Detection System (IDS), Duress System, and/or any other required security equipment. This location specific work will be based on applicable OSEP guidelines and documents and indicated on the site drawing.

Magnetometers and X-Ray machines for Field Offices should be purchased/leased through the Federal Protective Service (FPS). FPS contracts for guard services in the field and has their own requirements for the units. Generally, they will purchase a magnetometer and lease an X-Ray machine (with maintenance included). The region will use a Security Work Authorization (SWA) to transfer the funds to FPS for the purchase/lease.

Additional security screening equipment will be determined by FPS and based on the layout, space available and the Facility Security Level (FSL).

Offices involved in the PS5 program have adopted standard equipment, installation, maintenance, and support services for video surveillance systems, IDS, and duress alarms. Much of the equipment enhances

13 POTDG – 2024

the security practices found in the interior of the office. A video surveillance system, integrated IDS, and duress alarms provide compatibility with the agency’s network and FPS requirements for monitoring.

Information on the PS5 equipment may be requested from the OPSS representative.2

LOCKS/KEYS

All locks on interior doors, except the DCR/LAN room, District Manager’s (DM) office and Assistant District Manager’s (ADM) office doors, are to be keyed alike with two keys provided. The DCR and Manager Office(s) door locks are to be keyed separately with two keys provided. All exterior doors are to be keyed alike with two keys provided. All locks shall be master keyed, and the Government shall be furnished with at least two master keys for each lock. All keys must be stamped/marked “Do Not Duplicate” and will be provided to the SSA District Manager upon acceptance of the space. Hearing Office Chief Administrative Law Judge (HOCALJ) Office, Hearing Office Director (HOD) Office, and line Administrative Law Judge (ALJ) Private Offices also must be keyed separately from other doors. For information on high security locks refer to American National Standards Institute (ANSI) A158.30, Key Locks, ANSI A156.30-2020, American National Standard for High Security Cylinders.

Recommend using a latch monitor for public restrooms that have automatic door openers. When the latch monitor is installed, it will disengage the automatic door opener when the deadbolt is engaged. When the deadbolt is disengaged it reactivates the automatic door opener. This will help ensure privacy for the occupant.

HEARING ROOMS

Require door locks that can be remotely unlocked by the guard.

The public entry door:

• Should be equipped with a Federal Identity, Credential, and Access Management/Homeland Security Presidential Directive (HSPD)-12 compliant card reader and electric strike or electric lockset locking mechanism to restrict public access to the room from the reception area.

• Should not require an access card to exit the space, i.e., the handset should allow retraction of the latch so a person can exit from inside the room without any type of key/card.

• Should be equipped with a metal key override capability in the door lock set located on the reception area/public corridor side.

• Should have automatic door closers.

• Install two (2) wide angle door scopes/door viewers/peepholes in each door at the public & ALJ entrances;

one at 60" Above Finished Floor (AFF) and one at 42" AFF. The door scopes/door viewers/peepholes should be installed on both entrances to the hearing rooms looking into the hearing rooms from areas outside the hearing rooms.

• Must have inaccessible hinge pins or non-rising, fixed hinge pins.

• Coordinate hardware and installation requirements with the OSEP contractor assigned to perform the work.

• Hearing room within the same office should have the entry door programmed the same to allow users to exit all hearing rooms with the same HSPD-12 credential.

2 Handbook Office of Security and Emergency Preparedness Physical Security (November 11, 2023), Chapter 5

14 POTDG – 2024

A hard-wired duress button will be installed at the ALJ bench and attached to the adjustable table once the table is set in place by the Lessor’s security contractor. Wireless duress buttons are not permitted at the ALJ bench.

A hard-wired duress button is required at the VHR seat and should be placed under the desk or counter by the security contractor once it is set in place.

A card reader should be installed on the door behind the judge on hearing side of the door. The door would unlock in the event the duress button is pushed.

ENVIRONMENTAL HAZARDS AND INFORMATION

An assessment of any hazardous materials present, such as asbestos and lead paint, is required prior to construction and renovation activity. The Lessor will be responsible for ensuring that renovations or alterations in the space do not involve hazardous materials by conducting necessary surveys prior to any such work. All work involving hazardous material shall be conducted in accordance with applicable local, state, and federal regulations. The Office of Environmental Health and Occupational Safety (OEHOS) may be consulted as necessary, and can provide information on health, safety, and environmental issues.

15 POTDG – 2024

2. SPACE LAYOUTS

FIELD OFFICE REQUIRED ADJACENCIES

Security Screening Reception/Waiting

Area

Public Entry/ Exit

Restrooms

SSR

Guard Station

Open Office Area

VIP

SHPC

Employee

DM

Office

IVT Room

Multi-Purpose Room DCR

Storage/ Mail/ Copy/ Print Areas

ADM

Entry/Exit

Focus Rooms

Break

KEY

Area Shared Area Employee

Location

Dependent

Conference

Service Interview Bays Dotted line denotes barrier wall separation.

16 POTDG – 2024

CDI UNIT REQUIRED ADJACENCIES

Multi-Purpose/Break

Manager/ Team Leader

DCR

Evidence, Secure File, Workroom, &

Storage

Entrance/

Exit

Entrance/Exit

Interview

OIG

Supervisor

17 POTDG – 2024

HEARING/SATELLITE OFFICE REQUIRED ADJACENCIES

Reception/ Waiting Area

Public Entry/

Restroom

Offices

IVT

Multi- Purpose

DCR

Storage/ Mail/ Copy/ Print Areas

Entry/

Hearing Rooms

Reception Window

Attorney/ Claimant

Break

Conference

18 POTDG – 2024

PERMANENT REMOTE SITE (PRS) REQUIRED ADJACENCIES

Reception/ Waiting Area

Entry/Exit

ALJ Preparation

Entry/

Hearing Rooms

Attorney/ Claimant

19 POTDG – 2024

A.1 FIELD/HEARING OFFICE PUBLIC ENTRANCE/EXIT

The public entrance/exit is the primary entry to and exit from the facility for claimants and visitors.

A vestibule shall be provided at public entrances wherever entry to the space is directly from outside of the building. In the event of negative air pressure conditions, provisions shall be made for equalizing air pressure.

ARCHITECTURE

• Vestibules are required by applicable codes in some jurisdictions. The example layout shows a code compliant vestibule.

• When applicable codes require two dedicated visitor egress doors from the Public Area, when practicable, egress should not pass through the Employee Area. Where it is impracticable to have dedicated visitor egress doors, the egress path, exit access, and exit doors should follow applicable codes.

• All public entrances shall be compliant with applicable ABAAS requirements.

• Recommend automatic door openers.

• The Lessor shall provide permanent entryway systems (such as grilles or grates) to control dirt and particulates from entering the building at all primary exterior entryways.

ACOUSTICS EQUIPMENT

• No additional considerations. • Collection box, refer to Section 3: 10 55 16

Collection Boxes.

MECHANICAL, ELECTRICAL, PLUMBING FURNITURE

• No additional considerations. • N/A

SECURITY REFERENCE SHEETS

• Security cameras and access controls may be in this area. Coordinate location of and requirements for all security devices with OSEP.

• A security screening operation may need to be accommodated. Coordinate all security measures with OSEP, including screening signage as needed.

D.1 Equipment Service Connections D.2 Doors and Hardware – Field Office Site D.4 Doors and Hardware – OHO Site D.5 Finish Recommendations – Field Office Site D.7 Finish Recommendation – OHO Site D.8 Furnish and Install Information

EXAMPLE LAYOUT

20 POTDG – 2024

A.2 CDI UNIT PUBLIC ENTRANCE / EXIT

The public facing vestibule entry is a high security space where the public may enter to access the transaction window, safely exchange documents, enter the Interview Room, and where the staff enters the open office area.

• Provide space for 2-4 occupants, office case load dependent.

• Locate IDS alarm system within the Field

Office/CDIU.

• At entries/exits, provide solid wood core bullet resistant walls, doors, and windows.

• Install a Cypher Lock at the public entry.

• Transaction window should be a solid shield with a counter inset lockable deal tray for safe document passage.

• Provide direct access into the Open Office area and the Interview Room.

• Install camera with full room view from the Assistant Special Agent in Charge (ASAC) and CDIU Supervisor offices.

• Install PIV card reader that uses the last four Social Security Numbers (SSN) for entry at the vestibule, Interview Room, and the Open Office entrances.

• Install AIPhone for visual and audio communication.

Handsets to be located at the ASAC, CDIU Supervisors and Open Offices areas entrances.

• Speech privacy and intelligibility is important.

• Provide Speech Privacy enclosure.

• Refer to Section 3: 09 80 00 Acoustic Treatment.

• PIV Card readers

• Cypher Lock

• Security Camera

• AIPhone

• Refer to the SSA OSEP PS5 Standards.

• Refer to Interagency Security Committee (ISC) Risk

Management Process (RMP) Level of Protection (LOP) Underwriters Laboratories (UL) 752 rated Level III.

D.3 Doors and Hardware – CDIU Site D.4 Furnish and Install Information

21 POTDG – 2024

A.3 RECEPTION / WAITING

The Reception/Waiting Area provides seating for visitors, and typically includes a guard station.

• Recommend beam seating to facilitate a safe and accessible seating area.

• Include ABAAS compliant mobility impaired space(s), with adjacent companion seat(s).

• Recommend all required printed media be contained on one drywall wall.

• A writing counter may be provided, at the discretion of regional facilities personnel. Refer to Section 3: 12 32 00 Manufactured Casework for additional considerations.

• The Guard Desk should be located away from VIP.

• Speech intelligibility and sound isolation are important. Provide sound masking. Refer to Section 3: 09 80 00 Acoustic Treatment.

• In Field Offices, acoustically separate the Reception/Waiting Area from the interview areas.

Refer to A.5 Screen Wall.

• Social Security Television System (SSTV)

• Drop Box, refer to Section 3: 10 55 16 Collection

Boxes

• Guard station may include telephone, duress button, IDS keypad, computer and peripherals, equipment for the implementation of PS5, lock box for prohibited items determined by 18 United States Code Section 930, Onsite Notification Phone at the guard desk

• Consider power and data needs when locating guard station.

• Avoid locating lighting and thermostat controls in public areas. Provide lockable covers when necessary for public installations.

• For information on public address system, refer to Section 3: 27 00 00 Telecommunications.

• Beam Seating

• Guard station with drawers and chair

• Locate guard station to ensure clear visibility of reception area and Interview Bays, and to be free from distraction of incoming visitors.

• Coordinate specific security requirements with OSEP, including guard station (placement, type, and equipment), and all security systems needs and equipment locations.

D.3 Doors and Hardware – CDIU Site D.4 Doors and Hardware – OHO Site D.5 Finish Recommendations – Field Office Site D.6 Finish Recommendations – CDIU Site D.7 Finish Recommendations – OHO Site

22 POTDG – 2024

A.4 VISITOR INTAKE PROCESSING (VIP) AREA

The VIP Area includes one or more Visitor Intake Processing (VIP) kiosks for the visitor to use, and sufficient space for those waiting to use it.

• The kiosk should be easily identified from the Visitor

Entrance.

• For visitors who have completed the VIP process, a direct path from the VIP to the Waiting Area is recommended.

• Recommend that clear space accommodates ABAAS compliant approach. The kiosk may need to be located away from the wall to accommodate required clearances.

• Recommend using the layout of architecture and furniture to guide queuing.

• The kiosk should be oriented to provide visual privacy, protect PII, provide queuing space, and follow ABA required clearances (ABAAS Sections 304, 305, 306, 308).

• No additional considerations. • VIP Kiosk, associated computer, and peripherals

• Power and data connections will typically originate in the wall and may need cable management. Consider a power pole or recessed floor mounted power/data if there will be circulation on all sides of the kiosk.

• N/A

• No additional considerations. D.1 Equipment Service Connections

D.5 Finish Recommendations – Field Office Site

23 POTDG – 2024

A.5 SCREEN WALL

The Screen Wall provides acoustical separation between the Reception/Waiting Area and Visitor Interview Corridor. A Screen Wall is recommended when appropriate separation to protect PII cannot be achieved solely through the architectural layout.

ELEVATION AND PLAN EXAMPLE

• Screen Wall should extend from the floor to the underside of the installed ceiling, with glazing 30”-32” AFF 48” to 50” high.

• Used to acoustically isolate the interviewing areas when the visitor side of the Interview Bay opens onto the Reception/Waiting Area.

• Speech Intelligibility and sound isolation are important. Refer to Section 3: 09 80 00 Acoustic Treatment.

• SSTV (if located at the screen wall)

• SSTV may be hung from the structure above, not the drywall partition, and mounted to be located above the ribbon windows. The lessor to provide the appropriate size ceiling mount.

N/A

• Include glazing that…