9CA3109_Exhibit B-3_HOTDG.pdf

November 2020

HEARINGS OPERATIONS

TECHNICAL DESIGN GUIDE

[This page intentionally left blank.]

THE SOCIAL SECURITY ADMINISTRATION

HEARINGS OPERATIONS TECHNICAL DESIGN GUIDE

i HOTDG – November 2020

EXECUTIVE SUMMARY

The Office of Hearings Operations (OHO) occupies space that is ever evolving to meet the internal and external demands of the people who work for and conduct business with the Social Security Administration (SSA). Our hope is that the Office of Realty Management (ORM) can come along side and 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 Hearings Operations Technical Design Guide (HOTDG) was 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 HOTDG 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 Hearings Operations locations.

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, which are primarily to assist with the development of construction documents.

ACKNOWLEDGEMENTS

We would like to express our sincere appreciation to all the OHO Headquarters and Regional Staff who participated in developing this guide. Without this team effort, this guide would not have been possible.

With utmost thanks and gratitude, The ORM HOTDG Team ii HOTDG – November 2020

POINT OF CONTACT

For all inquiries related to this guide, including the schedule for updating this evolving document, please contact:

^DCBFQM OFLM AE Services FO Support or DCBFQM.OFLM.AE.Services.FO.Support@ssa.gov

This inbox is monitored by the DID Team, on behalf of the Division of Architectural and Engineering Services.

The DID Team is a group of qualified designers, who specialize in the design and review of DIDs for agency locations throughout the ten regions. In coordination with the architects and engineers in 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 Office of Realty Management’s hub pages, accessed on the component’s intranet site.

iii HOTDG – November 2020

TABLE OF CONTENTS

Point of Contact ii Common Acronyms v

SECTION 1. NARRATIVE

About the Office of Hearings Operations 1 Types of Hearings Operations 1 Blending and Colocation 4 Agency Space Standards 4 Applicable Codes 4 Administrative Requirements 5 Accessibility 6 Acoustics 6 Interior Finishes and Materials 6 Furniture, Systems Furniture, and Equipment 7 Mechanical 7 Plumbing 7 Electrical and Telecommunications 7 Fire Protection and Life Safety 8 Security 9 Environmental Hazards 9

SECTION 2. SPACE LAYOUTS

Hearing Office (HO) / Satellite Office (SO) Layout Diagram 11 Permanent Remote Site (PRS) Layout Diagram 12

A. Public Areas

A.1 Claimant Entrance/Exit 13 A.2 Reception/Waiting Area 14 A.3 Attorney/Claimant Consultation Room 15 A.4 Claimant Restroom 16

B. Shared Areas B.1 Reception Window/Master Docket Area 17 B.2 Hearing Room 18

C. Employee Areas C.1 Employee Entrance/Exit 19 C.2 Multi-Purpose Room (MPR) 20 C.3 Break Room 21 iv HOTDG – November 2020

C.4 Interactive Video Training (IVT) Room 22 C.5 Storage/Mail Room 23 C.6 Office with JOV 24 C.7 Office 25 C.8 Conference Room 26 C.9 Focus Room 27 C.10 Open Office Area 28 C.11 Employee Restrooms 29 C.12 Data Communications Room (DCR) 30

D. Reference Sheets D.1 Equipment Service Connections 31 D.2 Doors and Hardware 32 D.3 Finish Recommendations 37 D.4 Furnish and Install Information 38

SECTION 3. OFFICE COMPONENTS

Listing of Components by Division 39

08 10 00 Doors and Frames 40 08 56 59 Reception Window Units 41 09 21 16 Drywall Assemblies 42 09 51 00 Acoustical Ceilings 43 09 60 00 Flooring 44 09 80 00 Acoustic Treatment 45 09 91 23 Interior Painting 48 10 22 26 Operable Partitions 49 12 24 13 Roller Window Shades 50 12 51 00 Office Furniture 51 12 52 00 Seating 52 12 59 00 Systems Furniture 54 22 42 00 Plumbing Fixtures 56

23 00 00 HVAC 57

26 00 00 Electrical 62 27 00 00 Telecommunications 70 28 00 00 Electronic Safety and Security 78

SECTION 4. APPENDICES

Appendix A: Color Schemes and Flooring Chart Appendix B: Example Construction Details v HOTDG – November 2020

COMMON ACRONYMS

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

Accessibility Standards AC: Articulation Class ACT: Acoustical Ceiling Tile 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 AO: Administrative Office ASTM: American Society for Testing and

Materials BTU/H: British Thermal Units per Hour CAC: Ceiling Attenuation Class CATV: Community Antenna Television C.L.: Center Line COV: Claimant Only Video 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 DRAP: Digital Recording and processing DW: Decision Writer FPE: Fire Protection Engineer FPS: Federal Protective Service 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

HVAC: Heating, Ventilation and Air Conditioning

IDS: Intrusion Detection System IVT: Interactive Video Training IWS: Individual Work Station

(Computer and peripherals JOV: Judge Only Video LALJ: Lead Administrative Law Judge LAN: Local Area Network LEC: Local Exchange Carrier MFD: Multi-Function Device MPR: Multi-Purpose Room NC: Noise Criteria NCAC: National Case Assistance Center NFPA: National Fire Protection Association NHC: National Hearing Center NIC: Noise Isolation Class NRC: Noise Reduction Coefficient NVR: Network Video Recorder OHO: Office of Hearings Operations 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 RT: Reverberation Time SCM: Supervisory Case Manager SF: Square Foot/Square Feet SO: Satellite Office SSA: Social Security Administration SSTV: Social Security TV system STC: Sound Transmission Class VHR: Verbatim Hearing Reporter VOIP: Voice Over Internet Protocol VSD: Video Service Delivery VSS: Video Surveillance System WAN: Wide Area Network vi HOTDG – November 2020

HEARING OFFICE TECHNICAL DESIGN GUIDE

1 HOTDG – November 2020

FUTURE UPDATES:

The Social Security Administration (SSA) uses the Hearing Office Technical Design Guide as a way to communicate information with the Regional teams and the Architectural and Engineering teams that are involved in the design and construction of the Hearing Offices. As each revised version is released, additional information continues to be received, documented, and implemented. Therefore, the SSA Headquarters’ staff can anticipate items that may need to be updated/revised for future releases of the HOTDG.

Some of the anticipated items for future versions include:

Electrical Updates

Door Hardware and Automatic Door Opener Application

Furniture Procurement Information

Construction Blocking Details

Square footage application for areas such as Restrooms

Acoustical Details

The HOTDG team is always open to discussions about ways to improve the Guide. If you have any other topics or information to share, please send an e-mail to our team at DCBFM.OFLM.AE.Services.FO.Support@ssa.gov

Thank you!

The HOTDG Team mailto:DCBFM.OFLM.AE.Services.FO.Support@ssa.gov

1 HOTDG – November 2020

1. NARRATIVE

ABOUT THE OFFICE OF HEARINGS OPERATIONS

FUNCTION

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. Headquartered in Falls Church, Virginia, OHO is one of the largest administrative adjudication systems in the world, and we 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

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 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.

Public Areas:

Claimant Entrance/Exit

Reception Area, including a Guard Station

Attorney-Claimant Consultation Room (with COV)

Claimant Restroom(s)

Shared Areas:

Reception Window

Hearing Room(s)

2 HOTDG – November 2020

Employee Areas:

Employee Entry/Exit

Multi-Purpose Room (MPR)

Break Room

Interactive Video Training (IVT) Room

Storage/Mail Room

Offices

Conference Room

Focus Rooms

Open Office Area

Employee Restrooms

Data Communications Room (DCR)

SATELLITE OFFICE (SO)

Satellite Offices are full office build-outs whose function is comparable to a Hearing Office, but on a smaller scale. Satellite Offices are separated into Public Areas, Employee Areas, and Shared Areas, which are accessible to both claimants and employees.

Public Areas:

Claimant Entrance/Exit

Reception Area, including a Guard Station

Attorney-Claimant Consultation Room (with COV)

Claimant Restroom(s)

Shared Areas:

Reception Window

Hearing Room(s)

Employee Areas:

Employee Entrance/Exit

Multi-Purpose Room (MPR)

Break Room

Interactive Video Training (IVT) Room

Storage/Mail Room

Offices

Conference Room

Focus Rooms

Open Office Area

Employee Restrooms

Data Communications Room (DCR)

3 HOTDG – November 2020

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.

Public Areas:

Reception Area, including Guard Station

Attorney-Claimant Consultation Room (with COV)

Claimant Restroom

Shared Areas:

Hearing Room(s)

Employee Areas:

Preparation Space (Open Office Area)

Employee Restroom (if not in shared space)

Area for DCR equipment (if not in shared space)

NATIONAL HEARING CENTER (NHC)

The National Hearing Center is a part of the Agency's strategy to address the historic hearings backlog and reduce case processing time by increasing adjudicatory capacity and efficiency with a focus on an electronic hearings process (Video Hearings). The NHC intends to be an evolving organization that will utilize and evaluate both technology and process improvements for possible implementation in the Hearing Offices.

Employee Areas typically include:

Employee Entrance/Exit

Guard Station, as needed

Multi-Purpose Room (MPR)

Break Room

Interactive Video Training (IVT) Room

Storage/Mail Room

Offices

Focus Rooms

Open Office Area

Employee Restrooms

Data Communications Room (DCR)

NATIONAL CASE ASSISTANCE CENTER (NCAC)

The National Case Assistance Center resides in the Office of the Chief Administrative Law Judge (OCALJ) and aims to reduce case processing time. In doing so, NCAC provides assistance to multiple offices within OHO as needed. The core workload includes decision writing and case pulling. In addition, NCAC routinely assists with special projects typically geared towards addressing pending high workload.

4 HOTDG – November 2020

Employee Areas typically include:

Employee Entrance/Exit

Guard Station, as needed

Multi-Purpose Room (MPR)

Break Room

Interactive Video Training (IVT) Room

Storage/Mail Room

Offices

Focus Rooms

Open Office Area

Employee Restrooms

Data Communications Room (DCR)

BLENDING AND COLOCATION

Hearings Operations sites may be blended or colocated with other agency offices, such as Field Offices, or other federal agencies. SSA offices of different types may share rooms, such as the Data Communications Room or Multi-Purpose Room. Colocation 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, the offices, and the furniture workstations is fixed. The square footage of all other rooms and areas may be adjusted for the location’s specific factors, as long as the total square footage allocation is not altered.

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 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 and leased facilities will be designed to comply with all applicable codes recognized by the local and/or state authority having jurisdiction.

5 HOTDG – November 2020

ADMINISTRATIVE REQUIREMENTS

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

FIRE PROTECTION ENGINEER

In addition to the GSA Lease requirements, the Lessor is strongly recommended to engage a Fire Protection Engineer (FPE) who will be a registered Professional Engineer in Fire Protection, and have six or more years of developmental experience in code analysis and fire protection engineering to include ensuring compliance with local codes and Federal Government standards, such as the General Services Administration’s (GSAs) P100 Chapter 7 for these facilities, as applicable.

At completion of the project’s design, and prior to submission for permit, the FPE will provide a signed and sealed letter certifying that they have reviewed the project, including all submittals, security requirements, and calculations, and that the project meets applicable codes. The FPE should be available to answer any questions from the AHJ.

The FPE’s review is not limited to, but may include, the following:

1. Design of all fire protection and life safety systems, including, but not limited to

Fire alarm system where applicable

Water-based fire extinguishing system(s) where applicable

2. Analysis of

Building construction

Occupancy classification

Means of egress, exit discharge path, including any door hardware conflicts with security requirements

Fire alarm system

Water-based fire extinguishing system(s)

Adequacy of fire protection water supply

Non-water-based fire extinguishing system(s)

3. Calculations for

Building construction

Occupancy classification

Audibility of fire alarm system

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, including all disciplines, with markups indicating any and 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.

6 HOTDG – November 2020

ACCESSIBILITY

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 issue accessibility standards under the ABA. GSA's current implementing standard is the Architectural Barriers Act Accessibility Standard (ABAAS). ABAAS was made effective May 9, 2006 for new construction and alterations, and February 7, 2007 for all other leased facilities. ABAAS replaces the Uniform Federal Accessibility Standards (UFAS), which was GSA’s previous standard for accessibility.

Unless specifically exempted by ABAAS, all public use areas, common use areas, and employee areas will be accessible, and accessible routes will connect all accessible spaces. Facilities designed, built, altered, or leased before the effective dates of the ABAAS may be subject to prior standards. This guide recommends the universal design approach that all aspects of the location will be accessible, to the extent possible. Universal design is the design and composition of an environment so that it can be accessed, understood, and used to the greatest extent possible by all people regardless of their age, size, ability, or disability. The latest version of the ABA Standards is available online at the United States Access Board website.

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. When taking into account the acoustical implications inherent in design and construction, it is important to consider the entire envelope 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.).

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 offices and the open office space; and

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

INTERIOR FINISHES AND MATERIALS

At the region’s discretion, materials and finishes to be used in CDI Units may be selected based on the basis of design provided for 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.

http://www.access-board.gov/ada-aba/aba-standards-gsa.cfm http://www.access-board.gov/ada-aba/aba-standards-gsa.cfm http://www.access-board.gov/guidelines-and-standards/buildings-and-sites/about-the-aba-standards/background/ufas

7 HOTDG – November 2020

FURNITURE, SYSTEMS FURNITURE, AND EQUIPMENT

The various types of furniture and equipment in a location are provided and installed by different components within SSA:

Employee furniture workstations and office furniture are standardized, provided, and installed by the Division of Furniture Support (DFS). Furniture workstations include all necessary power infrastructure and raceways for installation of data and security items, and are furnished as a package that may come with standard items such as monitor arms. Refer to Section 3: 12 59 00 Systems Furniture for standard finishes.

The Region coordinates procuring and installing the remaining furniture, including but not limited to:

waiting area seating, MPR and IVT tables and chairs, filing cabinets, and storage shelves.

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

Equipment includes but is not limited to: printers, fax machines, multi-function devices (MFDs), network equipment, Voice Over Internet Protocol (VOIP) telephones, and computers and associated peripherals.

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 in order to properly size the HAVC 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 of the location will include plumbing:

Water Fountains

Restrooms

Kitchenette

Janitor’s closet, if needed

ELECTRICAL AND TELECOMMUNICATIONS

8 HOTDG – November 2020

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 provided power to general purpose receptacles, lighting, mechanical loads, and other miscellaneous loads. Technical Power or Panel TP, provided 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 any and all purposes should be circuited to the General Bus Bar.

The furniture workstations provided by DFS 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 for an example layout.

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 Architectural and Engineering (A/E) Team will include information on the construction documents 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.

When applicable codes require two dedicated egress doors from the Public Area or Employee Area, the recommendation is that egress will not pass from one to the other. In situations where it is impractical to have dedicated visitor and employee egress doors, egress may pass from one to the other, provided that the egress path, exit access, and exit doors are in compliance with applicable codes.

FIRE PROTECTION

9 HOTDG – November 2020

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 should be code compliant. If an existing fire protection system is present and is not code compliant, the system should be brought into code compliance. Any code required fire protection systems should be shown on the construction drawings for the Lessor’s FPE to review, regardless of whether the system requires a modification or not.

Portable fire extinguishers will be provided and located as required by applicable codes and SSA component guidelines. All fire extinguishers in the Public Area should be in recessed locked break glass cabinets.

EMERGENCY LIGHTING

In addition to emergency lighting code requirements, there may be additional emergency lighting required by OSEP, which may be coordinated directly with an OSEP representative.

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 SCREENING

A security screening operation may need to be accommodated. 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, 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), a Video Surveillance System (VSS), an Intrusion Detection System (IDS), a 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 Design Intent Drawing (DID).

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 is to 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.

10 HOTDG – November 2020

11 HOTDG – November 2020

11 HOTDG – November 2020

2. SPACE LAYOUTS

SPACE LAYOUT DIAGRAMS

Reception/ Waiting Area

Claimant

Entry/ Exit

Claimant Restroom

Guard Desk

Open Office Area

Employee Restrooms

Offices

IVT

Room

Multi- Purpose Room

DCR

Storage/ Mail/ Copy/ Print Areas

H E

A R

IN

G

S A

T E

L L

IT

E

O

F F

IC

P A

C

L

A Y

O U

T

D

IA

G

R

M

Entry/

Exit

Hearing Rooms

Reception Window

Attorney/ Claimant Rooms

Focus Rooms

Break

Room

KEY

Public Area Shared Area

Employee Area

Location Dependent

Conf.

Room

12 HOTDG – November 2020

Reception/ Waiting Area

Claimant

Entry/Exit

Claimant Restroom

Guard Desk

ALJ Preparation Area

Employee Restroom

P E

R M

A N

E N

T

R

E M

O T

IT

E

P R

S

L A

Y O

U

D

IA

G

R

M

Entry/ Exit

Hearing Rooms

Attorney/ Claimant Rooms

KEY

Public Area Shared Area

Employee Area

Location Dependent

13 HOTDG – November 2020

A.1 CLAIMANT ENTRANCE / EXIT

The Claimant Entrance/Exit is the primary entry to and exit from the facility for claimants and visitors.

EXAMPLE LAYOUT

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, the recommendation is that egress will not be through the Employee Area. Where it is impractical to have dedicated visitor egress doors, the egress path, exit access, and exit doors should be in compliance with applicable codes.

ACOUSTICS EQUIPMENT

No additional considerations. N/A

MECHANICAL, ELECTRICAL, PLUMBING FURNITURE

No additional considerations. N/A

SECURITY REFERENCE SHEETS

Security cameras and access controls may be located 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 D.3 Finish Recommendations D.4 Furnish and Install Information

14 HOTDG – November 2020

A.2 RECEPTION / WAITING AREA

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

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

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

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

ACOUSTICS EQUIPMENT

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

May include SSTV

Guard desk may include:

- Telephone, duress button, IDS keypad

- Computer and peripherals

- Equipment for the implementation of PS5

- Lock box for prohibited items

- OnSite Notification (OSN) Phone

MECHANICAL, ELECTRICAL, PLUMBING FURNITURE

Consider power and data needs when locating guard desk.

When possible, avoid locating lighting controls in public areas.

Beam Seating

Guard Desk (with drawers) and Chair

SECURITY REFERENCE SHEETS

A configuration that allows clear sight lines from the guard desk is preferred.

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

D.1 Equipment Service Connections D.2 Doors and Hardware

15 HOTDG – November 2020

A.3 ATTORNEY / CLAIMANT CONSULTATION ROOM

The Attorney/Claimant Consultation Room is available for Claimants to confer with their attorneys, and may also be used for remote hearings.

If visibility at the doors is preferred, a side light or window in the door may be included, but should be coordinated with OSEP.

9’-0” minimum room depth to accommodate furniture and required ABA clearances.

ACOUSTICS EQUIPMENT

Speech Privacy and Speech Intelligibility are important. Provide Speech Privacy enclosure.

Refer to Section 3: 09 80 00 Acoustic Treatment.

Computer(s) and peripherals

Telephone

Printer

COV and DRAP equipment

Duress button at VHR seat

MECHANICAL, ELECTRICAL, PLUMBING FURNITURE

Temperature control may be provided. Table

Chairs

Printer table

SECURITY REFERENCE SHEETS

Coordinate specific security requirements with

OSEP.

D.1 Equipment Service Connections D.2 Doors and Hardware

16 HOTDG – November 2020

A.4 CLAIMANT RESTROOM

Separate restroom facilities may be provided for claimants and visitors. If the location includes shared tenant restrooms in the building, these facilities may be used for claimants or employees, to be determined by GSA and the regional facilities personnel.

Single user restrooms for claimants and visitors may be unisex, depending on applicable codes.

Fixtures and accessories to be in compliance with applicable codes and GSA Lease.

Ensure visual privacy of restroom entrance from adjacent areas whenever possible.

Regional facilities personnel will determine whether paper towels or hand dryers are preferred, as well as whether to install baby changing stations. If installed, baby changing stations should be in both the men’s and women’s rooms.

ACOUSTICS EQUIPMENT

Sound isolation and Reverberation Time are important. Refer to Section 3: 09 80 00 Acoustic Treatment.

N/A

MECHANICAL, ELECTRICAL, PLUMBING FURNITURE

Exhaust venting, controls, and fire alarm strobe light per applicable codes.

Consider dual sensor lighting controls in restrooms.

Recommend location near existing plumbing supply and drain lines.

If required by applicable codes or GSA Lease, include water fountains. Recommend location near existing plumbing supply and drain lines. Refer to Section 3:

22 42 00 Plumbing Fixtures for additional information.

Any floor drains should include automatic trap primers, or regular manual trap priming.

N/A

SECURITY REFERENCE SHEETS

No additional considerations. D.1 Equipment Service Connections D.2 Doors and Hardware

17 HOTDG – November 2020

B.1 RECEPTION WINDOW / MASTER DOCKET AREA

The Reception Window provides a place for claimants to check in when they arrive for a hearing.

The Master Docket receives and processes all new requests for hearings, remanded claims, and permanent case transfers from other hearing offices.

Provide an ABA compliant ledge at seated height on the claimant side of the window.

Ensure the employee side of the window provides an appropriate reach range for the employee to give and receive documents.

ACOUSTICS EQUIPMENT

Speech Privacy and Speech Intelligibility are important. Refer to Section 3: 09 80 00 Acoustic Treatment. Solutions to minimize reverberation and increase speech privacy may be determined on a case by case basis.

Window construction should facilitate clear communication between claimant and employee.

Computer(s) and associated peripherals

Telephone

MFD or printer

Fax Machine

Duress button at reception station

MECHANICAL, ELECTRICAL, PLUMBING FURNITURE

No additional considerations. Furniture workstation Work surface and filing as needed for Master

Docket Area

SECURITY REFERENCE SHEETS

Security cameras and/or duress buttons may be located within this space. Coordinate location of and requirements for all security devices with

OSEP.

D.1 Equipment Service Connections D.2 Doors and Hardware

18 HOTDG – November 2020

B.2 HEARING ROOM

The Hearing Room is where hearings are held.

EXAMPLE LAYOUTS

The judge sits on a 6” high platform. Provide an ABA compliant ramp at the judge’s entrance for at least one hearing room. All hearing rooms must be able to be made ABA compliant with minimal renovation.

Provide a railing to separate the judge’s platform from the rest of the space. Refer to Appendix B.

Consider the judge’s line of sight to the JOV equipment on the opposite wall. Minimize obstructions such as columns or shafts.

Provide accent wall behind judge’s bench to assist with camera focusing; color to be a light blue, selected based on location specific factors. Refer to Appendix A.

ACOUSTICS EQUIPMENT

Speech Privacy and Speech Intelligibility are important. Provide Speech Privacy enclosure.

Refer to Section 3: 09 80 00 Acoustic Treatment.

Computer(s) and associated peripherals

Telephone JOV equipment

DRAP equipment Duress buttons at Judge’s and VHR’s desk

MECHANICAL, ELECTRICAL, PLUMBING FURNITURE

This room will be separately zoned, with temperature control located adjacent to the judge’s entrance.

Refer to Appendix B for example light fixtures and layout.

Judge’s bench and ergonomic chair Fax table

VHR/DRAP desk and chair Claimant and visitor tables and chairs

SECURITY REFERENCE SHEETS

Security cameras and/or duress buttons may be located within this space. Coordinate location of and requirements for all security devices with

OSEP.

D.1 Equipment Service Connections D.2 Doors and Hardware

19 HOTDG – November 2020

C.1 EMPLOYEE ENTRANCE / EXIT

The Employee Entrance/Exit is the primary entry to and exit from the facility for employees.

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

When applicable codes require two dedicated employee egress doors, the recommendation is that egress will not be through the Public Area.

In conditions where it is impossible to have dedicated employee egress doors, egress may be through the Public Area, provided that the egress path, exit access, and exit doors are in compliance with applicable codes.

ACOUSTICS EQUPIMENT

No additional considerations. N/A

MECHANICAL, ELECTRICAL, PLUMBING FURNITURE

No additional considerations. N/A

SECURITY REFERENCE SHEETS

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

OSEP.

A means of notification when deliveries arrive at this door may be desired.

D.1 Equipment Service Connections D.2 Doors and Hardware

20 HOTDG – November 2020

C.2 MULTI-PURPOSE ROOM (MPR)

The MPR is used for a variety of purposes, including employee breaks and staff meetings.

If the location does not include a Break Room, the MPR may include a kitchenette area. Refer to C.3 Break Room, for additional considerations.

MPR and IVT Room may be connected with an operable partition. Refer to Section 3: 10 22 26 Operable Partitions for more information.

ACOUSTICS EQUIPMENT

Speech Intelligibility and noise isolation are important. Provide Speech Privacy enclosure.

Refer to Section 3: 09 80 00 Acoustic Treatment.

Consider locating the MPR away from Offices and Focus Rooms, due to noise concerns.

Equipment in this room may include:

No additional considerations. Tables Chairs

SECURITY REFERENCE SHEETS

Security devices may be required. Coordinate location of and requirements for all security devices with OSEP.

D.1 Equipment Service Connections D.2 Doors and Hardware

21 HOTDG – November 2020

C.3 BREAK ROOM

The Break Room includes a kitchenette for employee use.

Locating the kitchenette function outside of the MPR allows for uninterrupted use of the MPR for meetings and other purposes.

Kitchenette includes wall and base cabinets with countertop, sink, and faucet.

Minimum room width of 7’-0” to accommodate 5’-0” ABA clearance in front of cabinets.

ACOUSTICS EQUIPMENT

Speech Intelligibility and noise isolation are important. Provide Speech Privacy enclosure.

Refer to Section 3: 09 80 00 Acoustic Treatment.

Consider locating away from Offices and Focus Rooms, due to noise concerns.

Equipment in this room may include:

Telephone

Refrigerator

Microwave Oven

Coffee Maker Vending Machine

MECHANICAL, ELECTRICAL, PLUMBING FURNITURE

Exhaust fan venting and controls to be compliant with applicable codes.

May include a garbage disposal and/or Insta- Hot.

Consider locating kitchenette near existing plumbing to leverage plumbing adjacency.

Consider dual sensor lighting controls.

May include table and chairs, based on layout and regional preference.

SECURITY REFERENCE SHEETS

Security devices may be required. Coordinate location of and requirements for all security devices with OSEP.

D.1 Equipment Service Connections D.2 Doors and Hardware

22 HOTDG – November 2020

C.4 INTERACTIVE VIDEO TRAINING (IVT) ROOM

The IVT Room is used for employee training, and may also be used for meetings.

Code compliant furniture layout at the discretion of the Region.

Consider sight lines to the front of the room when determining room size and layout.

The MPR and IVT Room may be connected with an operable partition. Refer to Section 3:

10 22 26 Operable Partitions.

ACOUSTICS EQUIPMENT

Speech Intelligibility and noise isolation are important. Provide Speech Privacy enclosure.

Refer to Section 3: 09 80 00 Acoustic Treatment.

Telephone Computer(s) and associated peripherals

MECHANICAL, ELECTRICAL, PLUMBING FURNITURE

Recommend lighting with dimming capability to accommodate video presentation. Refer to Section 3: 26 00 00 Electrical.

Provide a power and data connection at each seat for connection to Adobe Connect.

Recommend that tables are located against a wall to avoid cables becoming a tripping hazard.

Provide power and data connection at the front of the room for presentation equipment.

Tables; cable management trays are recommended

Chairs

SECURITY REFERENCE SHEETS

Security devices may be required. Coordinate location of and requirements for all security devices with OSEP.

D.1 Equipment Service Connections D.2 Doors and Hardware

23 HOTDG – November 2020

C.5 STORAGE / MAIL ROOM

The Storage/Mail Room provides filing and office supply storage, as well as space for mail sorting, processing, and distribution.

Recommend locating this room near an Employee Entrance/Exit for delivery access.

Recommend providing 5’-0” ABA clearance in front of storage.

ACOUSTICS EQUIPMENT

Refer to Section 3: 09 80 00 Acoustic Treatment.

Postage Equipment, as needed

HVAC security measures may be required by OSEP; refer to Section 3: 23 00 00 HVAC for additional information.

Provide power and data connections for the postage machine, as needed.

Consider dual sensor lighting controls.

Furniture in this room may include:

Filing Cabinets

Mail Storage

Tables Storage Shelves

SECURITY REFERENCE SHEETS

Security devices may be required. Coordinate location of and requirements for all security devices with OSEP.

Coordinate with OSEP for required signage associated with mail rooms.

D.1 Equipment Service Connections D.2 Doors and Hardware

24 HOTDG – November 2020

C.6 OFFICE WITH JOV

The office with JOV provides private working and meeting space, and may be used for remote hearings.

No additional considerations.

ACOUSTICS EQUIPMENT

Speech Intelligibility and Speech Privacy are important. Provide Speech Privacy enclosure.

Refer to Section 3: 09 80 00 Acoustic Treatment.

Computer and associated peripherals

JOV equipment

Telephone

Printer

And may include: CCTV monitor, duress button, IDS keypad

MECHANICAL, ELECTRICAL, PLUMBING FURNITURE

Each office to have individual temperature control.

Furniture provided by DFS, to include desk, lateral file with bookcase hutch, 2 guest chairs and an ergonomic task chair.

SECURITY REFERENCE SHEETS

Security devices may be required. Coordinate location of and requirements for all security devices with OSEP.

D.1 Equipment Service Connections D.2 Doors and Hardware

25 HOTDG – November 2020

C.7 OFFICE

The Office provides private working and meeting space.

STANDARD ACCESSIBLE

ACOUSTICS EQUIPMENT

Speech Intelligibility and Speech Privacy are important. Provide Speech Privacy enclosure.

Refer to Section 3: 09 80 00 Acoustic Treatment.

Computer and associated peripherals

Telephone

Printer

And may include: CCTV monitor, duress button, IDS keypad

MECHANICAL, ELECTRICAL, PLUMBING FURNITURE

No additional considerations. Furniture provided by DFS, to include desk and ergonomic task chair.

SECURITY REFERENCE SHEETS

Security devices may be required. Coordinate location of and requirements for all security devices with OSEP.

D.1 Equipment Service Connections D.2 Doors and Hardware

26 HOTDG – November 2020

C.8 CONFERENCE ROOM

The Conference Room is used for meetings.

ACOUSTICS EQUIPMENT

Speech Intelligibility and Speech Privacy are important. Provide STC 45 enclosure. Refer to Section 3: 09 80 00 Acoustic Treatment.

Equipment in this room may include:

Telephone or conferencing phone Audio-visual equipment

This room may be set up for audio/video conferencing or presentation equipment, and/or be fitted out for cable television.

Coordinate power and data needs and locations based on specific equipment to be installed.

Tables Chairs

SECURITY REFERENCE SHEETS

Security devices may be required. Refer to applicable OSEP guidelines and documents for all security devices.

D.1 Equipment Service Connections D.2 Doors and Hardware

27 HOTDG – November 2020

C.9 FOCUS ROOM

The Focus Room provides a quiet space that can be used for a variety of purposes, including but not limited to: focused work, small meetings, phone/conference calls, lactation.

ABA compliant millwork table to be built-in.

Ensure there is 3’-0” clear space on both sides of the millwork table, to allow an accessible approach.

Door hardware must include a security lock.

If the room includes any glazing, it must also include blinds or a shade to provide complete visual privacy.

Consider adjacency to the kitchenette area for access to a sink.

ACOUSTICS EQUIPMENT

Speech Intelligibility and Speech Privacy are important. Provide Speech Privacy enclosure.

Refer to Section 3: 09 80 00 Acoustic Treatment.

Telephone

MECHANICAL, ELECTRICAL, PLUMBING FURNITURE

Include at least one electrical receptacle above the table, compliant with ABA reach ranges.

Consider dual sensor lighting controls.

Chairs

SECURITY REFERENCE SHEETS

Security devices may be required. Coordinate location of and requirements for all security devices with OSEP.

D.1 Equipment Service Connections D.2 Doors and Hardware

28 HOTDG – November 2020

C.10 OPEN OFFICE AREA

The Open Office Area contains employee furniture workstations, Employee Person Storage (EPS) Units, and equipment.

The considerations for this area may be adapted for the preparation area in a PRS.

Consider dead end corridor situations when laying out corridors. Adhering to maximum corridor length per applicable codes may avoid the need for additional egress doors.

Some access corridors may need additional width to allow for open file storage and printer/copier areas.

ACOUSTICS EQUIPMENT

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

Telephone, computer and associated peripherals at furniture workstations

Supervisor furniture workstation may also include a computer and peripherals for VSS, duress button, IDS keypad, and/or a printer

MFD, copier, printer, scanner Fax machine, shredder

MECHANICAL, ELECTRICAL, PLUMBING FURNITURE

Avoid powering equipment in the support center from the furniture workstations; provide separate power supply.

Furniture in this area may include:

Furniture workstations

EPS Units, Each EPS (Employee Personal Storage) Unit contains 4 individual lockable compartments or Employee Personal Storage Spaces (EPSS)

Filing cabinets

Tables or stands for equipment

SECURITY REFERENCE SHEETS

Coordinate door hardware and access with applicable codes and OSEP when conditions require egress doors into the public areas.

Coordinate location of and requirements for all security devices with OSEP.

D.1 Equipment Service Connections D.2 Doors and Hardware

29 HOTDG – November 2020

C.11 EMPLOYEE RESTROOMS

Separate restroom facilities may be provided for employees. If the location includes shared tenant restrooms in the building, these facilities may be used for claimants or employees, to be determined by GSA and the regional facilities personnel.

Single user restrooms may be unisex, depending on applicable codes.

Fixtures and accessories to be in compliance with applicable codes and GSA Lease.

Ensure visual privacy of restroom entrance from adjacent areas whenever possible.

Regional facilities personnel will determine whether paper towels or hand dryers are preferred.

ACOUSTICS EQUIPMENT

Sound isolation and Reverberation Time are important. Refer to Section 3: 09 80 00 Acoustic Treatment.

N/A

MECHANICAL, ELECTRICAL, PLUMBING FURNITURE

Exhaust venting, controls per applicable codes.

Consider dual sensor lighting controls.

If required by applicable codes or GSA Lease, include water fountains with optional bottle filling station. Recommend location near existing plumbing supply and drain lines. Refer to Section 3: 22 42 00 Plumbing Fixtures for additional information.

Any floor drains should include automatic trap primers, or regular manual trap priming.

N/A

SECURITY REFERENCE SHEETS

No additional considerations. D.1 Equipment Service Connections D.2 Doors and Hardware

30 HOTDG – November 2020

C.12 DATA COMMUNICATIONS ROOM (DCR)

The DCR houses SSA network equipment.

Due to field conditions, or for additional security, electrical panels may be located in a separate electrical closet within SSA controlled space.

Coordinate with OSEP to determine security requirements, which may require slab to slab wall construction.

Locate for ease of connection to incoming data and electrical utilities.

Provide wall mounted plywood. Refer to Section 3: 27 00 00 Telecommunications for details.

ACOUSTICS EQUIPMENT

No…