USDA OIG ASR 6FL0704.pdf

INTRODUCTION

This policy establishes space utilization standards for the USDA Office of Inspector General

(OIG). The aim is to provide a consistent policy ensuring compliance for collocations in regional office space. The policy covers the construction of leased facilities, encompassing the design, development, and occupancy phases. It also outlines specifications for major remodeling or reconfiguration of existing leased office space. The primary objective is to offer employees an adequate, productive workspace at a reasonable cost, designed and occupied uniformly.

DESCRIPTION

This document outlines space allocation allowances and general requirements for agency space.

GENERAL OFFICE SPACE

The calculation for standard office space is as follows:

The space shall not exceed 150 SF per person, defined as budgeted full-time equivalent (FTE) for each employee meeting the criteria for space allotment. This includes office space, support space, and special space.

b. OIG adopts an open space concept for all Agency space, utilizing systems furniture to the maximum extent possible and practical. The design reserves window and exterior space for the majority of employees in open spaces, with exceptions for private offices determined based on space allowances in this policy document. The space is designed to allow after-hours use of the building.

EMPLOYEE WORKSTATIONS

OIG will purchase systems furniture to the maximum extent possible. Provide 80 sf for each permanent full-time (PFT) employee in the office more than 60% of the time. For employees in the office less than 60% of the time, a maximum workstation of 50 sf shall be provided. Provide

50 sf for other appointments (i.e., Temporary, Term, etc.). Adjustments are acceptable if they meet overall space policy guidelines.

ACCESS

The leased space shall be accessible 24 hours a day, seven days a week.

DAY-TIME JANITORIAL SERVICE

USDA OIG Agency Specific Requirements

This office will require daytime cleaning (between 8:00 AM to 5:00 PM Monday through

Friday).

1. FIREARMS STORAGE: This room will store bullets and weapons used in the normal course of business by Investigations and designed to meet building safety codes for the storage of bullets and weapons. Install a fenced-in cage that runs from floor to ceiling, partitioning the room for evidence storage. The entry door to the cage shall have a push-button combination lock with a deadbolt.

A. Both doors in these rooms shall be solid core, with steel frames, steel astragals, and non-removable or welded steel hinge pins.

B. The equipment room shall have earthquake-bolted shelving made from solid pine and/or plywood, capable of supporting 150 pounds of weight per shelf.

2. EVIDENCE ROOM: Provide a room within the Law Enforcement office or a separate room, depending on need. The entry door to the cage shall have a push-button combination lock with a deadbolt.

A. The lock to this door shall be operable from the egress side without the use of any key, special knowledge, or effort.

B. The storage room shall have earthquake-bolted shelving made from solid pine and/or plywood, capable of supporting 150 pounds of weight per shelf.

C. Within one of these two rooms will be a workstation for computer equipment that must be more secure than day-to-day equipment in the evening.

ANTENNA: The Lessor shall install OIG’s owned antenna for the radio base station on the roof.

CONDUIT: The Lessor shall provide a two-inch conduit from the Terminal room to the roof.

FIREPROOF FILE CABINETS: Within the Investigation office space, there will be fireproof file cabinets each weighing up to 800 pounds. The floor loading of the investigation space must be sufficient to support 4,800 pounds with the space provided. These cabinets have the option of being spread throughout the investigation office space.

LIGHTING: The lighting level must be a minimum of 50 foot-candles. Interior side lighting will be required if the leased space is within a building with limited windows. Special lighting requirements will be determined once the space available for lease is established.

COMPUTER ROOM:

Below are the general guidelines and specifications required by OIG for cabling and housing

OIG network equipment.

Specifications:

Roles and Responsibilities:

Item Responsible Task/Details

Circuit Department / GSA Patch the new circuit to the cable closet (from where the circuit terminates)

Cabling / Space Department / GSA Run cable to each space (cube/office/common area):

• Install 3 ports per office/cube

• Install 2 ports per utility (copier)

• Cable should be Cat6

• Cable from the VTC to the telecom closet should be OM4 fiber (optional)

Rack Department / GSA Install Rack

• Will need to obtain and install rack

• Rack should have 24” clearance and front and back access. (Three sides of equipment and wiring should be accessible).

• Must have ventilation and cooling

Regional Racks:

Install three (3) 6’ x 19”, floor mounted cabinets (4 posts) in

Telecommunications Room (TR). Each rack should have PDUs with at least four – At least 4 quads of power (16 plugs). Rack should have 24” of clearance on all sides. Rack should contain the patch panel. Vendor should cable all ports to terminate into the patch panel.

Cabling / Rack Department / GSA Patch each space

• Will need to provide the patch panel and install in rack

• Will need to terminate each space at the patch panel

• Will need to provide documentation on where each space is terminated in the patch panel.

Switch / Router ITD (AT&T) Will install (mount) and configure the switch and router in NAL

Switch / Router ITD (AT&T) Will patch each port from the patch panel to the switch

• OIG (PMB) will order the patch cable.

Alarm

(optional)

OSD TBD

Swipe Access OSD TBD

Item Responsible Task/Details

Circuit ITD (AT&T) Install cellular router for connectivity

VTC (for sites over 30 people)

Department /

GSA

Disconnect and transport VTC equipment

VTC (for sites over 30 people)

Department /

GSA

Reinstall, configure, test the VTC in NAL

Cabling /

Space

Department /

GSA

Run cable to each space (cube/office/common area):

• Install 3 ports per office/cube

• Install 2 ports per utility (copier/VTC) Cable should be Cat6 min

Rack Department /

GSA

Install Rack in cable closet or mount to wall

• (considerations - should not put in space IT cannot access -example: space that stores evidence).

• Will need to obtain and install rack

• Rack should have 24” clearance and front and back access. (Three sides of equipment and wiring should be accessible).

o For non-regional sites (less than 30 people) 24" depth and 19" mounting width 6U OR 9U would work.

Regional Racks:

Install one (1) 6’ x 19”, floor mounted, telecom rack in

Telecommunications Room (TR). Rack should have

PDUs with at least four - 4 quads of power (16 plugs).

Rack should have 24” of clearance on all sides. Rack should contain the patch panel. Vendor should cable all ports to terminate into the patch panel.

Cabling / Rack Department /

GSA

Patch each space

• Will need to provide the patch panel and install in rack

• Will need to terminate each space at the patch panel Will need to provide documentation on where each space is terminated in the patch panel.

Switch /

Router

ITD (AT&T) • Will install (mount) and configure the switch and router

Switch /

Router

ITD (AT&T) Will patch each port from the patch panel to the switch

OIG (PMB) will order the patch cable.

Staging + Provisioning Space (needs ample ports, outlets, cooling)

• Should have workbenches

• 16 ports

• 16 plugs

SECURITY REQUIREMENTS: The main entrance shall be equipped with a deadbolt/turn knob lock set equal to (but not limited to) Schlage AH-Series lock. The deadbolt is to have a minimum

1-inch throw operable from the USDA’s side. The lock must be “panic proof,” allowing for an unimpeded exit from within the USDA space even if the deadbolt is latched. Tumblers are to be a minimum of five pins. This lock should be keyed off the master.

A. All exterior doors leading into Government space from public areas shall have solid core doors with steel astragals and frames and non-removable (e.g., welded) steel hinge pins. All perimeter walls shall be constructed slab-to-slab.

B. All exterior doors, except the main entrance doors, shall be equipped with a 5-button, push-button combination security lock with a deadbolt and no-key override (equal to or better than Simplex Unican Series 1000-1).

BUILDING DIRECTORY: The Lessor will provide the presence of USDA with a sign at the main entrance, outside the reception area. This sign must be acceptable to the Contracting

Officer.

D. The Lessor will provide an estimate of how much it would cost to have the USDA logo added to the front door of OIG’s space.

E. The Lessor will provide room numbers, agency, division, and branch identification on all doors in the space occupied by USDA.

ELECTRICAL REQUIREMENTS: Follow GSA requirements.

LAW ENFORCEMENT PARKING SPACE: Agency-owned or leased vehicles/equipment are generally equipped with secured type space. It is recommended, for security purposes, that the entrance and exit gates are equipped with SMART card access. Vehicles may park in storage sheds to provide protection from the elements, and heated vehicle storage is not an option.

Standard build-out will include:

• Handicap Accessibility

• Fire & Safety General Requirements

• All items covered by Code

• Environmental Preferences – Greening Requirements

• Energy Conservation

• Heating, Ventilation & Air Conditioning

• Lighting – automatic interior & exterior

• Door & door hardware

• Vestibules

• Painted drywall walls

• Wall coverings in the main conference room and break room

• Carpet or vinyl floor coverings (ceramic tile in restrooms)

• Lay-in acoustical tile ceilings or drywall ceilings

• Typical break room counter space

• Typical reception area/public area counter and product storage cabinets

• Privacy locks or Smart Card Readers where appropriate (private offices, mail rooms, law enforcement, proprietary file room, comp/telecom room, etc.)

• Four duplex outlets per private office/workstation

• Two multi-port data/telephone outlets per private office/workstation

• Sound conditioning in walls where appropriate (e.g., conference rooms, break room, and restrooms)

• Smart Card Facility Access & Control System

• PA system

• Data and Telephone wiring per national specification

• Identification sign base

Above standard or upgrade (lump sum) items may include:

• Any item that exceeds those listed as standard

• Additional electrical or data/telephone wiring

• Raised flooring

• Wiring mesh

• Extra slab to slab