580:60-1-5. Requests for space (a) Purpose. The purpose of the Space Request form is to provide a means whereby an agency supplies the Department of Central Services with information and justification necessary for the agency's space requirements in both state-owned and non state-owned facilities.
(b) General provisions.
(1) Requests for space shall be submitted to the Administrator of State Leasing on the Space Request form. The request shall be utilized by all agencies where there is a need for one of the following:
(A) New space;
(B) Increased space at current location; and
(C) When an agency has been at its present location over four (4) years and every fourth year thereafter as determined necessary by the Department of Central Services.
(2) The Space Request is required whether the request is for space in a state owned or non-state owned facility as well as those agencies planning to purchase or lease-purchase real property.
(3) The Space Request shall be submitted to the Administrator of State Leasing no less than ninety (90) days prior to the anticipated need for the space.
(4) When requesting space, the original and one copy of the Space Request should be submitted to the Administrator of State Leasing. The original will be retained by the Department of Central Services and, after review and analysis, the copy will be returned to the requesting agency indicating the action or amount of space to be authorized.
(5) Each agency director, or designated representative approved by the Department of Central Services, shall certify by signature the information on the Space Request form.
(6) Requests which do not contain the required information will be returned to the agency without action.
(7) The Department of Central Services is responsible for evaluating an agency's request for space and shall authorize what action shall be taken on the request.
(8) A Space Request which has been authorized by the Department of Central Services shall be valid for a maximum period of six months, unless authorized otherwise by the Department of Central Services. If a new lease or addendum to a lease has not been signed within that time, a new Space Request may be required at the discretion of the Department of Central Services should the agency still desire to acquire new or additional space.
(9) If an agency's request exceeds the guidelines, written justification shall be provided by the agency which addresses the request on an item-by-item basis.
(10) When a request for expansion of existing space is received, the Administrator of State Leasing may review the currently assigned area prior to authorizing additional space. An effort shall first be made to absorb the expansion through a more efficient rearrangement of the existing space.
(11) If the agency is requesting additional space at its current location for new employees or programs, the Space Request shall reflect the total number of FTE's and any special space which the agency may justify based on the Space Standard allowances, not the actual square footage of the special space areas currently occupied by the agency.
(12) Four (4) Year Space Review.
(A) If the Department of Central Services determines that a Four Year Space Review is necessary, it will be evaluated before an agency is authorized to renew its current lease; however, relocation and/or alterations to the space shall be required only if it is determined to be in the best interest to the State.
(B) The information on the Space Request should reflect only what the agency may justify based on the Personnel and Special Space Standard allowances, not the actual amount of space currently occupied by the agency.
(C) The "Estimated Space Allocation" and the "Total Space Requested" on the Space Request do not need to reflect the same square footage. In most cases, the amount of space currently occupied by the agency will be more or less than the amount of space that may be justified in accordance with the Space Standards.
(c) Analysis of space request. In analyzing an agency's space request, seven key elements shall normally be considered in determining the amount of space necessary to support the agency or program. These areas are: a general justification of the need and amount of space, type of program, special requirements, type and quality of space, location, and availability of state owned space.
(1) Justification. The intent of the information required is to indicate how the requested space shall be used. Sufficient information shall be provided to permit the Department of Central Services to fully understand the purpose of the program to be housed in the space. At a minimum, agencies' justification for the need for the requested space shall include staffing and special space needs.
(2) Amount of space. Through the information provided by the agency on the Space Request and use of standards outlined in 580:60-1-4, the Department of Central Services shall make a preliminary decision of the amount of space required.
(3) Type of program. The type of program to be housed in the space shall be a consideration in the agency's request. Factors to be considered include the estimated life of a program and fluctuations in the scope of the program (i.e., work activities, number of clients).
(4) Special requirements. A number of special requirements may be of particular importance to the function of a program. Among these are parking, security, after hours use, laboratories, private restrooms, floor loadings and structural conditions.
(5) Type of Space. There are two basic types of space: office and storage. Agencies shall request the type of space based on the following criteria:
(A) Office space shall be requested when the primary purpose of the space is to provide work areas for professional and clerical personnel. Normally such areas require a minimal amount of storage area for forms, files, etc. (This "storage" space shall be accommodated within the office area unless the storage exceeds 10% of the area or 1,000 square feet, whichever is less.)
(B) Storage or warehouse space shall be requested when the primary purpose of space is to store or warehouse equipment, furniture, forms, etc.
(C) Non-typical types of space include, but are not limited to airplane hangers, correctional housing, daycare centers, group homes, towers, and parking lots.
(6) Quality of space. The quality of space to be acquired depends on several factors and is not always within the control of the State. The predominant factors affecting the quality of space include:
(A) The State shall solicit modern, air conditioned, general purpose office space. The intent is to obtain moderately priced, average quality space. The selection of quality may be consistent with the use to which the space will be put. However, space shall comply with all applicable federal, state and local laws, codes, ordinances, rules, and regulations pertaining to health, safety, fire, and public welfare.
(B) The geographic boundaries wherein the space is to be located may, in many cases, affect the quality of space. Some areas may have a wide range of different quality space available, while other areas contain only high quality or poor quality facilities.
(C) Where a wide range of quality space is available, the rental rates offered are normally the prevailing factor having an affect on quality. When selecting a site, quality shall be considered an important criteria. However, "quality" shall not normally override the "price" factor unless the quality of a less expensive location is substantially below what is considered adequate for operational purposes for employees' morale.
(7) Location. The geographic location selected for a desired space is normally dictated by the operational requirements of the program. In many cases, where the space is located will have no bearing on the operational effectiveness of the program. Some common criteria to be considered when selecting a location include the following:
(A) Operational necessity shall be the prime concern when geographic location limits are determined. Space shall be located within the geographic limits of the area to be served and as close as possible to the population center of the citizens to be served.
(B) Generally, the location shall be well served by public transportation and main road networks.
(C) Proximity to related agencies or agencies with which frequent contact is expected may be a consideration. In some cases such contact may make co-location highly desirable.
(D) High rent areas shall be avoided in favor of moderately priced areas whenever possible.
(8) Availability of state owned space. After a complete review of the agency's request for space, the Department of Central Services shall make a determination as to whether state owned or non-state owned facilities will be assigned. The determination shall be based on, but not limited to, the following considerations:
(A) State owned space shall be filled prior to any non-state owned space being acquired, unless determined otherwise by the Department of Central Services.
(B) Priorities for available state owned space will be considered in the following order:
(i) Agencies already occupying space in the facility;
(ii) Agencies whose functions are closely related; and
(iii) Generally, agencies who experience the least amount of client contact.
(C) When large blocks of state owned space become available, such as when new buildings are acquired, agency headquarters currently in non-state owned facilities shall have priority.
(d) Authorization of request. The Department of Central Services shall review the agency's request for space and ancillary information and either approve or deny the request. The agency shall be notified within approximately thirty days of the action or amount of space to be authorized with the exception of those Space Requests submitted between April and August which shall be evaluated as time allows.
(e) Appeal procedure. If an agency does not concur with the amount of square footage authorized, it shall first attempt to resolve the difference informally with the Administrator of State Leasing. Both parties shall make every attempt possible to reach an agreement which meets with the needs of the agency while remaining in compliance with the State Space Standards. If an agreement cannot be reached, the agency may submit a written request for
an appeal to the Chief Administrator of Construction and Facilities at the Department of Central Services explaining the situation in as much detail as possible. A copy of all pertinent documentation shall be attached to the letter.
[Source: Added at 16 Ok Reg 3125, eff 7-12-99]