GPR 4220.1.pdf

DIRECTIVE NO. GPR 4220.1E APPROVED BY Signature: Original Signed By

EFFECTIVE DATE: 01/06/2021 NAME: David A. Reth

EXPIRATION DATE: 01/06/2026 TITLE: Director Of Management Operations

CHECK THE GSFC DIRECTIVES MANAGEMENT SYSTEM AT

http://gdms.gsfc.nasa.gov TO VERIFY THAT THIS IS THE CORRECT VERSION PRIOR TO USE.

08/16

Goddard Procedural Requirements (GPR)

COMPLIANCE IS MANDATORY

Responsible Office: 220/Facilities Management Divisions

Title: Standards for Office Furniture and Furnishings

PREFACE

P.1 PURPOSE

This directive establishes responsibilities and outlines procedures for the acquisition of office furniture and furnishings from government stocks or General Services Administration (GSA) Federal Supply

Schedules (FSS). This directive serves as an enabling infrastructure to create a work environment that focuses on safety, cost effectiveness, and functional efficiency. It also establishes standards to increase the benefits associated with furniture reutilization, standardization, and space utilization.

P.2 APPLICABILITY

a. The provisions of this directive apply to all GSFC civil servants and onsite contractor personnel.

b. In this directive, all document citations are assumed to be the latest version unless otherwise noted.

c. In this directive, all mandatory actions (i.e., requirements) are denoted by statements containing the term “shall.” The terms “may” or “can” denote discretionary privilege or permission; “should” denotes a good practice and is recommended but not required; “will” denotes expected outcome; and

“are/is” denotes descriptive material.

P.3 AUTHORITY

a. NPR 8530.1, Affirmative Procurement Program and Plan for Environmentally Preferable Products

b. Federal Acquisition Regulation (FAR), Subpart 8.4, Federal Supply Schedule Regulation (FAR), Subpart 8.4, Federal Supply Schedule

c. Facilities Management Division Standard Reference Document (SRD)

P.4 APPLICABLE DOCUMENTS AND FORMS

a. General Services Administration (GSA), Multiple Award Schedules (MAS) and Federal Supply

Schedules (FSS) (documents can be found at https://www.gsa.gov/buying-selling/purchasing-programs/gsa-schedules/about-gsa-schedules).

http://gdms.gsfc.nasa.gov/

DIRECTIVE NO. GPR 4220.1E Page 2 of 8

EFFECTIVE DATE: 01/06/2021

EXPIRATION DATE: 01/06/2026

b. General Services Administration (GSA), Multiple Award Schedules (MAS), MAS Categories, Furniture & Furnishing Category (documents can be found at https://www.gsa.gov/buying-selling/purchasing-programs/gsa-schedules/gsa-schedule-offerings/mas-categories/furniture-furnishing-category)

c. Facilities Utilization Program (GPR 8800.1)

d. Facilities Management Division, Interior Design Standard

e. Management Operations Services and Information (MOSI) ticket for “Customer-Funded Office

Furniture” (service request portal can be found here https://mosi.ndc.nasa.gov/)

P.5 CANCELLATION

GPR 4220.1D, Standards for Office Furniture and Furnishings

P.6 SAFETY

General Services Administration (GSA) Federal Supply Schedules (FSS), Furniture Standards, Technical Descriptions and Test Standards (www.gsa.gov). The referenced standard includes technical descriptions and test standards that are developed to describe the essential physical characteristics and performance required for GSA contracts.

P.7 TRAINING

None.

P.8 RECORDS

Record Title Record Custodian Retention

Management Operations

Services and Information

(MOSI) ticket

Interior Design/Outfitting

Lead

NASA Records Retention Schedule

(NRRS) 4/7C, destroy when 2 years old.

P.9 MEASUREMENT/VERIFICATION

None.

PROCEDURES

All requests for furniture and fixtures shall be submitted using the procedures outlined below:

https://mosi.ndc.nasa.gov/ http://www.gsa.gov/

DIRECTIVE NO. GPR 4220.1E Page 3 of 8

a. Customer completes a service request ticket for “Customer-Funded Office Furniture” through the

Management Operations Services and Information (MOSI) form. For questions about completing the

MOSI ticket the customer should contact the Code 224 Interior Design/Outfitting Lead.

b. After the MOSI service request ticket for Customer-Funded Office Furniture has been approved by the customer’s approving officials, a MOSI service request ticket will be assigned to an Interior

Design/Outfitting Team representative.

c. The Interior Design/Outfitting Team representative meets with the customer to validate the furniture requirements being requested.

d. The Interior Design/Outfitting Team representative evaluates the request and recommends appropriate furniture allocation based on ‘Appendix C – Positions and Space Allowance Guidelines for Office Space’ of the GPR 8800.1, Facilities Utilization Program.

e. Should a customer’s furniture requirement exceed the scope of this GPR, the customer is responsible for submitting a written waiver request and justification from the customer’s Facilities Review

Committee (FRC) member for consideration. The waiver request requires signature by the customer’s Division Chief or higher management level, and it is submitted to the Code 220 Division

Chief for evaluation.

f. The Interior Design/Outfitting Team representative develops furniture plan(s) based upon the recommended space guidelines allocation, furniture allocation, or the approved waiver request.

g. The Interior Design/Outfitting Team representative provides instructions to the customer on funding and procurement processes.

h. The Interior Design/Outfitting Team representative updates the MOSI service request ticket for

Customer-Funded Office Furniture.

DIRECTIVE NO. GPR 4220.1E Page 4 of 8

Standards for Office Furniture and Furnishings Chart

(Maximum Allowed)

Organizational

Level

Window

Treatment

Carpet Furniture Furnishings Notes

Center Director, Deputy Director, Associate/Assistant

Director, Director

Of, and Associated

Directorate Staff *

(1) (2)

Blinds (3) Shades

(4)

Broadloom

Executive

Wood

Recessed

Screens/Whiteboards, Artificial

Plants/Trees, Lamps

(1) Conference rooms, reception, secretarial areas, and corridors are furnished according to the associated supervisory code.

(2) File rooms to have vinyl tile provided by

Facilities

Management

Division.

(3) Blinds to be 1" mini-blinds, white or off-white.

(4) Shades to be clutch operated, w/ fascia, light grey.

*Associated Staff refers to other personnel directly supporting that organizational level.

Division Chief, Project Manager, Lab Chief and

Associated Division

Staff *

(1) (2)

Carpet Tile

Standard

Wood or

Laminate

Tackboards, Whiteboards

Branch/Section

Head, Team/Group

Lead

Wood or

Laminate

All Other Civil

Servants, Contractor

Employees

Metal with

Laminate or

Systems furniture for

Open Spaces

DIRECTIVE NO. GPR 4220.1E Page 5 of 8

Policy for Office Furniture and Furnishings

a. Customers may select one furniture configuration from four standard furniture configuration typicals.

b. Customers may select one carpet pattern/color from three standard carpet tiles typical in accordance with the Facilities Management Division (FMD) Standard Reference Document

(SRD).

c. Customers may have one paint scheme for standardization in accordance with FMD SRD.

d. Use of personal funds to purchase furniture or finishes is prohibited.

e. Furniture shall remain in the space and not move with the occupant. Occupant’s chair, equipment, and personal effects will be the only items moved when an occupant moves.

f. Should a customer’s furniture requirement exceed the scope of this policy, the customer shall follow established waiver procedures by submitting a written waiver request and justification from the customer’s Facilities Review Committee (FRC) member for consideration. The waiver request requires signature by the customer’s Division Chief or higher management level, and it is submitted to the Code 220 Division Chief for evaluation.

g. Open office work environments will use the Environmental Protection Agency’s (EPA) Guiding

Principles for Federal High Performance and Sustainable Buildings (FHPSB) and the United

States Green Building Council (USGBC) Leadership in Energy and Environmental Design

(LEED) concepts (i.e. open office environments, shared day lighting) as much as possible.

h. Furniture design and configuration will be in accordance with ‘Appendix C – Federal Personnel and Payroll System (FPPS) Supervisory Levels and Space Allowance Guidelines’ of the GPR

8800.1 Facilities Utilization Program.

i. For more information on the General Services Administration (GSA) Federal Supply Schedules

(FSS), Furniture Standards, Technical Descriptions and Test Standards go to: www.gsa.gov.

DIRECTIVE NO. GPR 4220.1E Page 6 of 8

Appendix A – Definitions

a. Carpet - carpet tiles. Carpet tiles are individual pre-cut carpet squares.

b. Executive Office Furniture – traditional and modern wood office furniture such as desks, table desks, credenzas, conference and console tables, and related items.

c. Furniture Allocation - the assignment of office furniture to an employee based upon the organizational level of the employee in accordance with the ‘Standards for Office Furniture and

Furnishings Chart’.

d. Furniture Plan - a schematic drawing indicating furniture configuration and placement.

e. Modular Furniture – consists of connecting furniture components such as desk, bridges, returns, hutches, and pedestals.

f. Office - A private office is an enclosed room, or a suite of several rooms, outfitted with either standard furniture or systems furniture regularly used by the authorized official in accordance with space allocation guidelines stated in GPR 8800.1A Facilities Utilization Program.

g. Office Furnishings - accessory items such as lamps, artificial trees and plants, window treatments, and related items.

h. Standard Metal with Laminate Furniture - modular laminate and metal office furniture with metal bases, laminate tops, overhead storage hutches, and other related items.

i. Standard Wood Furniture – modular standard wood office furniture with wood tops, wood bases, and overhead storage hutches, and other related items.

j. Systems Furniture – refers to a type of furniture with component parts. These components have portability and can easily get assembled, disassembled and reassembled in different ways as needs change. Typically refer to as cubicles or workstations that are flexible as far as installing, making changes, moving, rearranging etc. They usually are interconnecting panels that support work surfaces, storage units, and other components.

For more information on the General Services Administration (GSA) Federal Supply Schedules (FSS), Furniture Standards, Technical Descriptions and Test Standards go to: www.gsa.gov.

DIRECTIVE NO. GPR 4220.1E Page 7 of 8

Appendix B – Acronyms

MOSI Management Operations Services and Information

WIIMS Wallops Institutional Information Management System

FAR Federal Acquisition Regulations

FMD Facilities Management Division

FRC Facilities Review Committee

FSS Federal Supply Schedule

GPR Goddard Procedural Requirements

GSA General Services Administration

GSFC Goddard Space Flight Center

MOD Management Operations Directorate

NPR NASA Procedural Requirements

WFF Wallops Flight Facility

DIRECTIVE NO. GPR 4220.1E Page 8 of 8

CHANGE HISTORY LOG

Revision Effective Date Description of Changes

Baseline 07/20/04 Initial Release

Serves as the enabling infrastructure for the procurement office furniture to create a work environment that focus safety, cost effectiveness, and functional efficiency.

A 02/14/05 Changes made to update organization and document references and clarify all requirements to clearly distinguish them from supporting text in accordance with the NASA rule review.

A 08/08/06

Administratively updated to reflect a change in the owning organization code from 230 to 270

B 08/04/09

Administratively updated to reflect a change in the owning organization code from 270 to 220. Administratively extended through July 20, 2010.

C 09/01/09

Revalidated for 5 years with editorial changes: P.4 References updated; P.2 Applicability clarified.

D 05/22/15

Changes made to update organization requirements in accordance with electronic Management Operations

Directorate (eMOD) service ticket system, Wallops

Institutional Information Management System (WIIMS) service ticket system, and the Facilities Utilization Program.

E 01/06/21 Procedural updates for submitting a furniture request to reflect use of the Management Operations Services and Information

(MOSI) ticketing system. Revisions to Organization Level furniture for Branch/Section Head, Team/Group Lead within the Standards for Office Furniture and Furnishings Chart.