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FOREST SERVICE MANUAL
NATIONAL HEADQUARTERS (WO)
WASHINGTON, DC
FSM 6400 - PROPERTY MANAGEMENT
CHAPTER 6440 - REAL PROPERTY MANAGEMENT
Amendment No.: 6400-2016-1
Effective Date: December 22, 2016
Duration: This amendment is effective until superseded or removed.
Approved: JANE L COTTRELL
Acting Deputy Chief
Date Approved: 12/21/2016
Posting Instructions: Amendments are numbered consecutively by title and calendar year.
Post by document; remove the entire document and replace it with this amendment. Retain this
transmittal as the first page(s) of this document. The last amendment to this title was
6400-2010-6 to 6400_contents.
New Document
6440
36 Pages
Superseded Document(s) by
Issuance Number and
Effective Date
6440
(Amendment 6200-2002-1, 08/29/2002)
28 Pages
Digest:
6447 - Establishes code, caption “Space Utilization”, and sets forth detailed instructions in this
section for planning office space for all Forest Service owned, leased, and General Service
Administration (GSA)-assigned office space.
WO AMENDMENT 6400-2016-1
EFFECTIVE DATE: 12/22/2016
DURATION: This amendment is effective until superseded or removed.
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Table of Contents
6440.1 - Authority....................................................................................................................... 4
6440.3 - Policy ............................................................................................................................ 4
6440.5 - Definitions .................................................................................................................... 4
6441 - SPACE ................................................................................................................. 6
6441.03 - Policy ...................................................................................................................... 6
6441.1 - Space Use ..................................................................................................................... 6
6442 - EXCESS REAL PROPERTY ............................................................................... 6
6442.1 - Reporting Excess Real Property ................................................................................... 6
6442.2 - Management of Excess and Surplus Real Property ...................................................... 6
6442.21 - Management ........................................................................................................... 6
6442.22 - Maintenance ............................................................................................................ 7
6442.23 - Decontamination ..................................................................................................... 7
6442.24 - Interim Use and Occupancy ................................................................................... 7
6442.25 - Expense ................................................................................................................... 7
6443 - PUBLIC BUILDINGS MANAGEMENT ................................................................ 8
6443.01 - Authority ................................................................................................................. 8
6443.1 - Rules of Conduct for Government Property ................................................................. 8
6443.2 - Operation and Maintenance ........................................................................................ 10
6443.3 - Safeguarding Premises ............................................................................................... 13
6443.4 - Unlawful Acts on Government-Owned or Occupied Premises .................................. 13
6443.5 - Vending Services ........................................................................................................ 13
6443.6 - Fire and Accident Prevention ..................................................................................... 13
6443.7 - Building Maintenance and Inspection Standards ....................................................... 13
6443.8 - Smoking Regulations.................................................................................................. 13
6444 - GOVERNMENT-SPONSORED CHILDCARE FACILITIES ............................... 14
6444.01 - Authority ............................................................................................................... 14
6444.02 - Objectives ............................................................................................................. 14
6444.03 - Policy .................................................................................................................... 14
6444.03a - Space and Facilities for Childcare Services ........................................................ 14
6444.03b - Operation of Childcare Services ......................................................................... 14
6444.03c - Children at Official Duty Station ........................................................................ 14
6444.04 - Responsibility ....................................................................................................... 15
6444.04a - Washington Office .............................................................................................. 15
6444.04b - Regional Foresters, Station Directors, and the Area Director ............................ 15
6444.1 - Space for Childcare Services ...................................................................................... 15
6444.11 - Providers of Services ............................................................................................ 15
6444.12 - Conditions ............................................................................................................. 15
6444.13 - Legal Instrument ................................................................................................... 16
6444.14 - Allowable Costs .................................................................................................... 16
6444.14a - Start-up/Support Costs ........................................................................................ 16
6444.14b - Operating Costs .................................................................................................. 17
WO AMENDMENT 6400-2016-1
EFFECTIVE DATE: 12/22/2016
DURATION: This amendment is effective until superseded or removed.
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6444.2 - Liability Considerations for Childcare Space ............................................................. 17
6445 - GOVERNMENT-FURNISHED QUARTERS ...................................................... 17
6445.01 - Authority ............................................................................................................... 18
6445.02 - Objective ............................................................................................................... 18
6445.03 - Policy .................................................................................................................... 18
6445.04 - Responsibility ....................................................................................................... 19
6445.04a - Deputy Chief for Business Operations ............................................................... 19
6445.04b - Washington Office, Director of Acquisition Management,................................ 19
6445.04c - Regional Foresters, Station Directors, the Institute Director, and the Area
Director ..................................................................................................................... 19
6445.1 - Adjustments to Base Rental Rates .............................................................................. 20
6445.2 - Employee Grievances ................................................................................................. 21
6445.3 - Maintenance and Occupancy Requirements .............................................................. 21
6445.4 - Refunds to Employees for Possessory-Interest Tax Payments ................................... 21
6446 - ACCOUNTABILITY AND CONTROL ................................................................ 21
6446.1 - Capitalization and Recording ..................................................................................... 22
6446.2 - Inventories and Reconciliations ................................................................................. 22
6446.21 - Inventories ............................................................................................................ 22
6446.22 - Reconciliation ....................................................................................................... 22
6446.3 - Transfers ..................................................................................................................... 23
6446.4 - Loss or Damage .......................................................................................................... 23
6447 - SPACE UTILIZATION ....................................................................................... 23
6447.01 - Authority................................................................................................................... 24
6447.02 - Objectives ................................................................................................................. 25
6447.03 - Policy ........................................................................................................................ 25
6447.04 - Responsibilities......................................................................................................... 26
6447.04a - Washington Office, Director of Acquisition Management ................................. 26
6447.04b - Washington Office, Director of Engineering ..................................................... 26
6447.04c - Regional Foresters, Station Directors, and the Area Director ............................ 27
6447.04d - Regional Directors of Acquisition Management ................................................ 27
6447.04e - Forest and Grassland Supervisors ....................................................................... 27
6447.04f - Real Property Leasing Officers ........................................................................... 27
6447.05 - Definitions ................................................................................................................ 28
6447.1 - Forest Service Space Standards .................................................................................. 31
6447.2 - Request for Leasing Action ........................................................................................ 32
6447.2a - Individual Space – General Requirements............................................................ 32
6447.2b - Standard Space - General Requirements .............................................................. 33
6447.2c - Special Space - General Requirements ................................................................. 34
6447.3 - Exception Requests .................................................................................................... 35
6447.4 - Administration and Oversight .................................................................................... 36
WO AMENDMENT 6400-2016-1
EFFECTIVE DATE: 12/22/2016
DURATION: This amendment is effective until superseded or removed.
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6440.1 - Authority
Authority to acquire real property by purchase, donation, or lease is granted by Congress through
specific legislation that provides the necessary funds.
6440.3 - Policy
Acquire real property only when it is needed for effective program operation. Acquire private
real property or construct improvements only if suitable Government-owned facilities are not
available. Fully use and adequately maintain Forest Service property. Promptly report as
excess, property no longer needed subject to restrictions in the law under which it was acquired.
6440.5 - Definitions
Decontamination. Removal or destruction of explosive powders; neutralizing and
cleaning out acid and corrosive materials; removal, destruction, or neutralizing of toxic or
infectious substances; and removal and destruction of live ammunition from
contaminated areas and buildings.
Disposal Agency. The agency designated by the General Services Administration (GSA)
to dispose of surplus real property.
Holding Agency. The Federal agency accountable for the property.
Protection. Preventing and extinguishing fires; conducting special inspections to identify
and eliminate fire and other hazards; and taking measures to protect property from theft,
vandalism, and unauthorized entry.
Public Building. Any building, its grounds, approaches, and appurtenances that is
generally suitable for office or storage space, or both, used by one or more Federal
agencies. Buildings on the public domain, including those reserved for National Forest
purposes, are excluded.
Public Domain. Federal lands that have never been sold, and federally owned lands that
the Government obtained in exchange for public lands or for timber on such lands.
Original public domain lands that have reverted to Federal ownership through public land
laws are also in this category.
Real Property.
a. Any interest in land, together with the improvements, structures, and fixtures,
including prefabricated movable structures such as Butler-type storage warehouses
and Quonset huts, and house trailers with or without undercarriages, and
appurtenances thereto, under the control of any Federal agency, except:
WO AMENDMENT 6400-2016-1
EFFECTIVE DATE: 12/22/2016
DURATION: This amendment is effective until superseded or removed.
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(1) The public domain.
(2) Lands reserved or dedicated for national forests or national parks.
(3) Minerals in lands or portions of lands withdrawn or reserved from the public
domain, which the Secretary of the Interior determines are suitable for disposition
under the public land mining and mineral leasing laws.
(4) Lands withdrawn or reserved from the public domain, but not including lands or
portions of lands so withdrawn or reserved which the Secretary of the Interior, with
the concurrence of the Administrator of General Services, determines are not suitable
for return to the public domain for disposition under the general public land laws
because they have been substantially changed in character by improvements or other
actions.
(5) Crops when designated by such agency for disposition by severance and removal
from the land.
b. Improvements of any kind, structures, and fixtures under the control of any
Federal agency when designated for disposition without the underlying land,
including any located on the public domain, or lands withdrawn or reserved from the
public domain, or lands reserved or dedicated for national forests or national parks, or
on lands that are not owned by the United States, but excluding prefabricated
movable structures, butler-type storage warehouses, Quonset huts, and house trailers.
c. Standing timber and embedded gravel, sand, or stone under the control of any
Federal agency whether designated for disposition with the land, or by severance and
removal from the land. Felled timber and gravel, sand, or stone excavated by or for
the Government prior to disposition are excluded.
Related Personal Property. Any personal property that is:
a. An integral part of real property or related to, designed for, or specifically adapted
to the function or productive capacity of the real property. Removal of this personal
property would significantly diminish the economic value of the real property.
Commonly used items such as general-purpose furniture, utensils, office machines,
office supplies, or general-purpose vehicles are not included in this category.
b. Determined by the General Services Administration (GSA) to be related to the real
property.
WO AMENDMENT 6400-2016-1
EFFECTIVE DATE: 12/22/2016
DURATION: This amendment is effective until superseded or removed.
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6441 - SPACE
6441.03 - Policy
Base requests for assignment or reassignment of space on established need and proper use.
Periodically review use of space with the view toward efficient and full use to effectively
administer Forest Service programs. Release excess real and personal property. Coordinate
space needs and use in accordance with the facilities master plan (FSM 7312.1).
6441.1 - Space Use
The Forest Service must abide by the following general conditions when occupying General
Services Administration (GSA)-assigned space:
1. Forest Service employees, other than the Leasing Officer, shall not negotiate with
lessors or other sources for alterations, utilities or other services, exchanges of space, or
changes of any nature without prior written approval of the GSA. The Leasing Officer
negotiates any changes with the GSA.
2. The GSA officials at any time may enter any such space to inspect, conduct space
surveys, or perform other duties incident to its use, protection, or disposition.
6442 - EXCESS REAL PROPERTY
6442.1 - Reporting Excess Real Property
Consult with the unit Property Management Officer and the unit Lands Officer to determine if
the real property can be exchanged before reporting the property as excess.
Report all real property and related personal property not being used and that has no planned use
as excess (FSH 6409.31 - FSPMR 104G-47.202). Track excess property using the GSA
Installation Number assigned to the property.
6442.2 - Management of Excess and Surplus Real Property
6442.21 - Management
Keep excess and surplus property productive as long as possible, but do not let temporary use or
occupancy interfere with, delay, or retard its transfer or disposal.
Destroy or make harmless property that is dangerous to public health or safety (FSM 6440.5 and
FSM 6442.23).
Do not abandon, destroy, or donate any real property or related personal property to public
bodies without first consulting the unit Property Management Officer.
WO AMENDMENT 6400-2016-1
EFFECTIVE DATE: 12/22/2016
DURATION: This amendment is effective until superseded or removed.
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6442.22 - Maintenance
Operate utilities (including water supply and sewerage system; heating, plumbing, and airconditioning equipment) as needed for fire protection, the needs of interim tenants and personnel
employed at the site, and to preserve equipment.
Make only those repairs, including damage from natural disasters, needed to maintain the
property and to prevent rapid deterioration or obsolescence. Restore property damaged by
natural disasters.
6442.23 - Decontamination
See FSM 6440.5. The holding unit supervises the decontamination of any contaminated property
and pays all expenses to the Government. Exercise extreme care in the decontamination,
management, and disposal of the contaminated properties to prevent the property from becoming
a hazard to the general public (FSM 2160).
Inform the disposal agency of all inherent hazards.
6442.24 - Interim Use and Occupancy
The agency that executes a revocable agreement placing excess or surplus real property into
productive use services the agreement.
6442.25 - Expense
The holding unit pays the expense for excess or surplus property pending transfer or disposal for
not more than 12 months, plus the period to the first day of the succeeding quarter of the fiscal
year after the date of receipt by the General Services Administration (GSA) of the report of
excess.
If property is not available for immediate disposal at the time it is reported excess, or if the unit
requesting deferment occupies the property beyond the excess date or otherwise delays the
disposition of the property beyond the period specified above the time, the holding unit is
responsible for expenses during the delay (FSH 6409.31 - FPMR 101-47.202-9 and
101-47.402-2).
WO AMENDMENT 6400-2016-1
EFFECTIVE DATE: 12/22/2016
DURATION: This amendment is effective until superseded or removed.
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6443 - PUBLIC BUILDINGS MANAGEMENT
6443.01 - Authority
The Title 41, Code of Federal Regulations, section 101-20.001, applies to all federally controlled
buildings and facilities, and to all persons entering in or on such property (FSM 6443.1-6443.82).
6443.1 - Rules of Conduct for Government Property
1. Inspection. Inspect packages, briefcases, and other containers brought into, while on,
or being removed from the property, if necessary. Persons may be searched if arrested
(FSH 5309.11, sec. 216).
2. Admission to Property. Close the property to the public after normal working hours;
however, space where the Government has approved the after-normal-working hours use
of the buildings may remain open. During normal working hours, close property to the
public only to ensure the orderly conduct of Government business. When property is
closed to the public, admit only persons having business with the Government and
require them to register and display Government identification or other credentials to
security officers or when entering, leaving, or while on the property.
3. Preservation of Property. Protect Government property from willful destruction or
damage, theft, and hazards to persons or things. Do not permit anyone to:
(a) Throw articles from or at a building;
(b) Climb upon statues, fountains, or any part of the building; or
(c) Litter.
4. Conformity With Signs and Directions. Enforce compliance with official signs of a
prohibitory, regulatory, or directory nature, and with the direction of authorized
individuals.
5. Disturbances. Take action to prevent loitering, disorderly conduct, or loud or unusual
noises or nuisances on Government property. Keep entrances, foyers, lobbies, corridors,
offices, elevators, stairways, or parking lots clear. Do not permit anyone to impede or
disrupt official work of Government employees or the general public from obtaining
needed services.
WO AMENDMENT 6400-2016-1
EFFECTIVE DATE: 12/22/2016
DURATION: This amendment is effective until superseded or removed.
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6. Gambling. Do not permit games of chance of any kind, including lotteries, pools, or
the selling or purchasing of numbers tickets, in or on Government property. However,
licensed blind operators of vending facilities may sell and exchange chances for lotteries
operated under State law and conducted by a State agency (20 U.S.C. 107, sec. 2(a)(5), et
seq.).
7. Alcoholic Beverages and Narcotics. Employees and visitors may not operate a motor
vehicle while on the property or enter the property while under the influence of or using
alcoholic beverages, or possessing any narcotic drug, hallucinogen, marijuana,
barbiturate, or amphetamine.
8. Soliciting, Vending, and Debt Collection. Do not permit anyone to solicit alms or
commercial or political contributions, to display or distribute commercial advertising, or
to collect private debts on Federal property, unless one of the following criteria applies:
a. National or local fundraising drives for welfare, health, or similar purposes which
are sponsored and approved by the Forest Service. See the "Manual on Fund Raising
Within the Federal Service," issued by the U.S. Office of Personnel Management
under Executive Order 10927.
b. Concessions or personal notices posted by employees on authorized bulletin
boards.
c. Solicitation of labor organization membership or dues as authorized by the Forest
Service under the Civil Service Reform Act of 1978 (Pub. L. 95-454).
d. Information displayed or distributed by the Forest Service or its agents and
employees, with respect to space leased for commercial, cultural, educational, or
recreational use under the Public Buildings Cooperative Use Act of 1976 (40 U.S.C.
490(a)(16)).
9. Distribution of Handbills. Line Officers in charge of the facility may approve the
distribution or posting of pamphlets, handbills, or flyers on bulletin boards or elsewhere.
Prohibit the distribution of free samples of tobacco products in and around Forest Servicecontrolled buildings.
10. Photographs for News, Advertising, or Commercial Purposes. Allow photography
only with the consent of the Line Officer in charge of the facility. Except where security
regulations apply or a Federal court order or rule prohibits it, permit taking of
photographs for news purposes in entrances, lobbies, foyers, corridors, or auditoriums
when they are used for public meetings.
WO AMENDMENT 6400-2016-1
EFFECTIVE DATE: 12/22/2016
DURATION: This amendment is effective until superseded or removed.
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11. Dogs and Other Animals. Allow only service animals on Federal property.
12. Vehicular and Pedestrian Traffic. Ensure that drivers comply with the signals and
directions of security officers or other authorized individuals and all posted traffic signs,
and drive in a safe manner.
Do not block entrances, driveways, walks, loading platforms, or fire hydrants.
13. Weapons and Explosives. Except for official purposes, do not permit firearms, other
dangerous or deadly weapons, explosives, or incendiary items on Federal property.
14. Nondiscrimination. Ensure that all services, privileges, accommodations, and
activities provided on the property are available to all persons regardless of race, creed,
sex, color, national origin, marital status, or handicap.
6443.2 - Operation and Maintenance
1. Operation of Government-Owned Buildings. Provide services and utilities necessary
to make space usable for ordinary purposes (FSM 7314 and FSH 7309.11, ch. 40).
2. Operation of Leased Buildings. Use leased space according to the same standards and
levels of service as Government-owned space. However, the scope of the operation and
maintenance performed by the General Services Administration (GSA) depends on the
terms of the lease.
3. Protection. Furnish normal safety, fire, and guard protection to visitors and occupants
of the buildings, maintain order, and protect the Government's interest in the property.
4. Repairs and Initial Space Alterations. Make alterations, improvements, and repairs to
buildings and facilities to protect the investment of the Government within available
funds. Perform such work in leased buildings only in space the Government is
responsible for in keeping with the lease.
In GSA-controlled buildings, contact GSA for alterations, utilities or other services,
exchanges of space, and so forth.
5. Conservation of Services. Exercise economies in using electricity, heat, cooling,
building supplies, facilities, and other services.
6. Building Directories. On building directories, use the words "U.S. Department of
Agriculture" before listing the agency name; use letters of the same size.
WO AMENDMENT 6400-2016-1
EFFECTIVE DATE: 12/22/2016
DURATION: This amendment is effective until superseded or removed.
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7. Bulletin Boards. Install bulletin boards only with the approval of the building
manager. Post only the following types of material:
a. Official notices.
b. Notices of employee activities.
c. Officially approved fund raising campaigns.
d. Wanted, lost, found, exchange, and sales of incidental items.
e. Rent or sale of apartments and houses.
f. Information concerning recognized, nonprofit, or community-wide activities,
including prices when approved by the unit Line Officer.
g. Notices of missing children or other persons.
8. Authorized and Prohibited Uses of Government-Owned and Leased Facilities.
a. Use Government-controlled facilities only for official Forest Service business.
However, the unit Line Officer may determine that, when not needed for official
work, the space may be used for other appropriate purposes, when properly justified;
but must not allow:
(1) Meetings of a political or sectarian character.
(2) Meetings to promote commercial enterprises.
(3) Use by or for any person or organization practicing discrimination based on a
person's race, color, national origin, religion, sex (including gender identity, sexual
orientation, and pregnancy), age (40 or older), marital status, family/parental status,
disability or genetic information and so forth.
(4) Use of Forest Service facilities as polling places unless no other suitable facilities
are available. Refer such cases to the Deputy Chief for Administration, Regional
Forester, Station Director, Institute Director, or Area Director for a decision.
(5) Use of Government-owned or -leased facilities for storage of, or work on nonGovernment vehicles and other personal property.
(6) Special-use permits to be issued to employees, or permit employees to occupy
facilities not available to the general public when they are not conducting official
business (FSM 2710.3).
WO AMENDMENT 6400-2016-1
EFFECTIVE DATE: 12/22/2016
DURATION: This amendment is effective until superseded or removed.
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9. Display of Flag. Display the United States flag in accordance with Title 36, United
States Code, sections 173-178. Weather permitting, display the flag on or near all
buildings controlled or occupied solely by the Forest Service. Where the Forest Service
occupies two or more buildings on a single site, or a unit is located on a military or naval
reservation, display only one flag on or near the main administration building.
See Departmental Regulation 5160-4 for additional direction on displaying the United
States flag and the official flag of the Department of Agriculture.
Unit Line Officers may authorize flying the flag at half-staff (for a 1-day period only) in
accordance with Department Regulation 5160-4, paragraph 4a(3) and Appendix A,
paragraph 3i.
10. Display Material. Do not display commercial advertisements in Governmentcontrolled buildings.
11. Door Lettering. Label exterior doors with "U.S. Department of Agriculture" before
the name of the Forest Service unit; use letters of the same size. However, if the building
is occupied exclusively by the Department, the name of the office or station should be
more prominent (Engineering Management (EM) series administrative document,
EM-7100-15, "Standards for Forest Service Signs and Posters").
12. Decorations and Displays. The official decorations and displays shall conform to the
general use of space. Keep exits or access to exits completely free and clear of all
materials.
With the following exceptions, all decorations and displays in corridors, lobbies,
cafeterias, auditoriums, or other places, must be of noncombustible or flame-retardant
materials.
Small displays and elements in larger displays may contain limited amounts of
combustible or flammable materials if such materials do not present a hazard to life or
property. The unit Line Officer makes this determination in Forest Service-owned
buildings, and the General Services Administration (GSA) in GSA-controlled buildings.
Comply with local ordinances relating to natural Christmas trees in non-Federal buildings
or private office buildings in conjunction with these policies, even if local ordinances are
more restrictive.
Do not permit lighted candles or other open flames or any high heat-producing devices in
decorations or displays unless GSA or the unit Line Officer determines they are safe.
WO AMENDMENT 6400-2016-1
EFFECTIVE DATE: 12/22/2016
DURATION: This amendment is effective until superseded or removed.
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6443.3 - Safeguarding Premises
Protect Government property and equipment. Forest Service locks on owned and leased
buildings are optional; however, do not use Forest Service locks at Job Corps Civilian
Conservation Centers.
Use grand master and master key systems of one manufacturer at all Forest Service facilities, if
possible. Provide building custodians with master or duplicate keys. Keep a written record of
holders of keys to Forest Service facilities.
Retain an extra set of keys for all locks at a given facility.
For direction on Forest Service responsibility concerning employee property on official
premises, see FSH 7309.11, section 24.13c, exhibit 01.
6443.4 - Unlawful Acts on Government-Owned or Occupied Premises
Be alert to any crime committed on Government-occupied premises. Reporting these unlawful
acts to the proper authorities depends on the type of unlawful act and the type of Government
occupancy (FSH 5309.11 and FSM 5300).
6443.5 - Vending Services
Obtain vending stands in accordance with direction in FSH 6409.31 - FPMR 101-20.2 and
FSPMR 104G-20.206. District Rangers and Project Leaders shall consult with Forest
Supervisors and Station Directors, respectively prior to obtaining vending services.
6443.6 - Fire and Accident Prevention
General Precautions. Take all reasonable precautions to prevent accidents and fires
(FSH 6709.11).
6443.7 - Building Maintenance and Inspection Standards
Maintain and inspect buildings in accordance with the standards described in FSH 7309.11,
Buildings and Related Facilities Handbook.
6443.8 - Smoking Regulations
See Departmental Regulation 4400-6 (DR 4400-6) for the policy on smoking at
https://www.ocio.usda.gov/document/departmental-regulation-4400-006
Prohibit the sale of tobacco products in vending machines in Forest Service-controlled space.
WO AMENDMENT 6400-2016-1
EFFECTIVE DATE: 12/22/2016
DURATION: This amendment is effective until superseded or removed.
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6444 - GOVERNMENT-SPONSORED CHILDCARE FACILITIES
6444.01 - Authority
The authority to provide space and to incur certain expenditures for childcare is contained in
Title 40, United States Code, section 490b. The Comptroller General has ruled that the General
Services Administration (GSA) may lease space or construct buildings specifically for childcare
facilities if there is insufficient space available for such purposes in its existing inventory (Comp.
Gen. B-239708, Jan. 31, 1991). The Forest Service has the same authority to lease space through
the delegation of leasing authority from GSA; if provision of childcare facilities would require
renovation or construction of Government-owned property, such requests should be made as part
of the budget process (FSM 1930; FSH 1909.13).
6444.02 - Objectives
Provide space for childcare services when available and appropriate.
6444.03 - Policy
6444.03a - Space and Facilities for Childcare Services
1. Forest Service units may provide space for childcare services in Government-owned
or controlled property, subject to the conditions outlined in FSM 6444-6444.2.
2. Forest Service units must analyze the need for and appropriateness of starting a
Government-sponsored childcare service in Government facilities, before making
arrangements to provide this space, if commercial services are already present in the
community.
3. Forest Service units must consult and coordinate with the General Services
Administration (GSA) in arranging for childcare services in space owned or controlled by
the GSA.
6444.03b - Operation of Childcare Services
Forest Service units shall not operate a childcare service nor are individual employees authorized
to run a service on official time. Such services may be operated by a commercial contractor,
non-profit organization, employee association, or other types of organizations established to
provide such services.
6444.03c - Children at Official Duty Station
Forest Service units may allow children at official work stations on a temporary or infrequent
basis.
WO AMENDMENT 6400-2016-1
EFFECTIVE DATE: 12/22/2016
DURATION: This amendment is effective until superseded or removed.
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6444.04 - Responsibility
6444.04a - Washington Office
The Director, Human Resources Management is responsible for providing national leadership for
childcare services.
6444.04b - Regional Foresters, Station Directors, and the Area Director
Regional Foresters, Station Directors, the Institute Director, and the Area Director are authorized
to provide space for childcare facilities, subject to the direction in FSM 6444-6444.2. This
authority may be redelegated.
6444.1 - Space for Childcare Services
6444.11 - Providers of Services
Forest Service units may provide childcare space in one of the ways described in paragraphs
1-3. These options are arranged in priority order; number one is the preferred option, which
involves the least amount of administration and potential liability for the Forest Service.
The options described in paragraphs 1 and 2 are exempt from the Competition in Contracting Act
(41 U.S.C. 253) and the Federal Acquisition Regulations (FSH 6309.32).
1. To employee organizations who shall in turn contract with a childcare provider,
2. To an individual employee who, acting as a private individual, shall in turn contract
with a childcare provider, or
3. To a childcare provider.
6444.12 - Conditions
The Forest Service may provide space when the following conditions are met:
1. A needs assessment has been conducted to ensure that there is sufficient employee
interest.
2. The space must be used to provide childcare services for a group of individuals of
whom at least 50 percent are Federal employees.
3. Priority must be given to Federal employees when Government space is used.
4. The childcare service must meet State and local health and safety standards and local
childcare licensing requirements.
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5. The childcare provider employees shall receive and pass a criminal background and
suitability check.
6. Childcare providers shall carry a comprehensive general liability insurance policy
protecting them against risks associated with property damage and bodily injury to and
by the children and staff. The face value of the policy must meet minimum State and
local standards. In the event there are no State or local standards, the face value of the
policy should be commensurate with the risk.
7. Involved employees shall not be placed in a position of conflict of interest, either real
or apparent. See the USDA Employee Responsibilities and Conduct Handbook
(Appendix 1, Subpart B, Part 0.735.11) for further direction.
6444.13 - Legal Instrument
The Forest Service unit must have a childcare agreement with the provider of services. See
chapter 70 of FSH 1509.11 for an agreement to use as a model. The agreement and the contract
must address all of the conditions outlined in FSM 6444.12.
Further, the agreement must fully describe the space, the responsibilities of the childcare
provider pertaining to custodianship and maintenance of the facility, and the management of any
furnished Government-owned personal property.
6444.14 - Allowable Costs
There are two categories of costs associated with childcare services: start-up/support costs and
operating costs (40 U.S.C. 490(b)).
6444.14a - Start-up/Support Costs
These are the costs necessary to bring the childcare facility into a state of readiness and to
provide basic support. Start-up/support costs may be paid from appropriated funds or may be
provided at cost. Any revenues generated from charging for start-up/support costs must be
credited to miscellaneous receipts of the U.S. Treasury. Start-up/support costs include, but are
not limited to the following:
1. Rent,
2. Space design,
3. Renovations,
4. Alterations,
5. Office machines and equipment,
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6. Toys/playground equipment,
7. Educational games,
8. Utilities,
9. Telephone service,
10. Security systems,
11. Accreditation fees, and
12. Annual GSA Childcare Conference (travel and per diem expenses).
6444.14b - Operating Costs
These are the costs necessary to run the childcare facility. Appropriated funds may not be used
to pay for operating costs. Operating costs should be paid from tuition and/or other outside
funding. Operating costs include, but are not limited to the following:
1. Staff salaries,
2. Food,
3. Expendable supplies,
4. Liability insurance and bonding,
5. Training of staff, and
6. Communications (long distance calls).
6444.2 - Liability Considerations for Childcare Space
Forest Service units involved in establishing childcare centers must consult with the local USDA
Office of the General Counsel in order to take appropriate steps to minimize liability risks to the
Government.
6445 - GOVERNMENT-FURNISHED QUARTERS
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6445.01 - Authority
Office of Management and Budget (OMB) Circular A-45, Policy Governing Charges for Rental
Quarters and Related Facilities, establishes policies and administrative guidance by which
Federal agencies set and administer rent for quarters and charges for related facilities. See
FSH 6409.11, Quarters Rental Handbook, for additional clarification on OMB Circular A-45
(FSM 6445.01).
6445.02 - Objective
To standardize procedures by which the Forest Service alone or in cooperation with other
Federal agencies shall manage and set rates for rental quarters and related facilities.
6445.03 - Policy
The Regional rental survey method must be used for determining rental rates.
Employees on leave or travel shall continue to pay for quarters and related facilities unless they
vacate the quarters and make them available for reassignment.
1. Permissive Occupancy. Only employees who have been assigned quarters in writing,
their spouses, immediate families, blood relatives, legal guardianships of either the
employee or the spouse, and legal permit holders may occupy Government quarters.
Employees and legal permit holders shall not sublet or rent quarters.
Managers may provide leased quarters for barracks type use to employees at headquarters
locations if property owners agree to leasing to the Forest Service but not to its
employees.
2. Required Occupancy. Require employees to occupy Government quarters only when
it is necessary for the protection of Government property or for providing necessary
service to the public (5 U.S.C. 5911(e)).
Designate required occupancy for specific positions and document this requirement in
vacancy announcements and the employee's position description.
3. Occupancy of Unsuitable Quarters. Do not assign quarters that are physically obsolete
and do not meet Forest Service criteria for suitable Government housing (FSH 7309.11)
and safety and health criteria (FSH 6709.11, sec. 6-19).
Schedule such quarters for rehabilitation, modernization, renovation, replacement, or
disposal within 30 days of their being classified as unsuitable or obsolete.
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4. Establishing Base Rental Rates. Use Regional rental surveys as the basis for
determining base rental rates for all Forest Service quarters (FSH 6409.11, ch. 10).
6445.04 - Responsibility
6445.04a - Deputy Chief for Business Operations
It is the responsibility of the Deputy Chief for Business Operations to provide Service-wide
direction for management of Government-furnished quarters and related facilities.
6445.04b - Washington Office, Director of Acquisition Management,
It is the responsibility of the Washington Office, Director of Acquisition Management, to:
1. Manage the Service-wide quarters rental program.
2. Provide liaison with the Department of the Interior.
3. Coordinate the surveys with the Department of Interior, Office of Acquisition and
Property Management.
4. Inform Regions, Stations, the Institute, and the Area of regional rental surveys to be
conducted during the coming fiscal year.
5. Budget funds from Quarters Management (QMQM) for the Forest Service share of
planned cooperative rental surveys.
6. Provide base rental rates to Regions, Stations, the Institute, and the Area.
7. Distribute Consumer Price Index (CPI) information prepared by the Department of
Labor, Bureau of Labor Statistics, and a revised isolation adjustment factor on an annual
basis.
8. Resolve grievances concerning establishment of base rental rates.
9. Act on requests to extend the implementation of revised rates.
6445.04c - Regional Foresters, Station Directors, the Institute Director, and the
Area Director
It is the responsibility of Regional Foresters, Station Directors, the Institute Director, and the
Area Director to:
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1. Manage the quarters rental program and issue necessary instructions to implement
prescribed policy for rental quarters in their respective Regions, Stations, Institute, or
Area.
2. Delegate authority and responsibility to appropriate staff officers to implement the
program and carry out day-to-day operations (FSH 6409.11).
3. Participate in the appropriate Regional Quarters Survey Training.
4. Budget time and funds for the quarters program.
5. Resolve grievances that involve adjustments to base rates or the data in the inventory
of Government quarters.
6. Exercise review and approval control of all adjustments described in Office of
Management and Budget (OMB) Circular A-45, section 7c (FSM 6445.01).
7. Approve positions for which the incumbents are required to occupy Governmentfurnished quarters and make proper notification (FSM 6445.03). This authority may be
delegated to Forest Supervisors.
8. Collect rent and utility costs from benefiting function and deposit same into quarters
account when quarters are provided to volunteers and others when there is no payroll
deduction. Ensure that the amount subsidized (FSH 6109.12, ch. 50) is deposited into the
quarters account.
9. Conduct condition surveys, fire, safety, and health inspections, and other required
inspections of quarters at recommended intervals. Arrange these inspections in advance
with the occupants (FSH 7309.11, ch. 40).
10. Dispose of quarters that cannot be justified per OMB Circular A-11.
11. Establish a maintenance schedule for quarters and pay for maintenance activities
with rent collected from occupants.
6445.1 - Adjustments to Base Rental Rates
Additions to, or deductions from, the base rental rate are allowable for the specific situations
described in OMB Circular A-45 and FSH 6409.11, chapter 20. Document information to
support adjustments to the base rental rate. Apply adjustments to all quarters except bunkhouses,
dormitories, barracks, and trailer pads.
Adjust rental rates on a timely basis whenever rate-determining changes are made.
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6445.2 - Employee Grievances
Use the Administrative Grievance System (AGS) or, for bargaining unit employees, the
Negotiated Grievance Procedure (NGP) as the method for addressing employee complaints over
rental rates. Encourage employees, prior to initiating a grievance, to informally present their
issues within the local line unit (for example: Forest, Station, Job Corps Center, and so forth) and
attempt to resolve them informally (FSM 6170).
6445.3 - Maintenance and Occupancy Requirements
Describe and document the generally accepted and recognized landlord-tenant relationships that
apply to a specific geographic area within the following guidelines:
1. Occupant Maintenance Responsibility. The occupant shall perform minor
maintenance of the quarters and grounds such as yard upkeep, cleaning, light bulb
replacement, and snow removal in accordance with accepted rental practices.
2. Damage Beyond Normal Wear and Tear. The Forest Service is responsible for wear
and tear that results from normal use. The occupant of Government quarters shall pay for
damage beyond normal wear and tear.
3. Conduct in Quarters. The definition of public buildings does not include Governmentowned buildings used for residential purposes (FSH 6409.31 - FPMR 101-19.0036(a)(b)). Establish standards of conduct for occupants of quarters in compliance with
local ordinances, regulations, and laws. Occupants, their families, or guests shall not
interfere with Government operations.
4. Alterations and Improvements. All alterations and improvements to the quarters shall
be performed by the Government. Unauthorized alterations and improvements made by
the occupant shall become the property of the Government. The Government may
require the tenant to remove tenant alterations and improvements and restore the quarters
to their original condition.
6445.4 - Refunds to Employees for Possessory-Interest Tax Payments
See FSH 6509.11k, chapter 40, for direction on possessory-interest tax and refund procedures.
There are no adjustments to the base rental rate for these payments.
6446 - ACCOUNTABILITY AND CONTROL
See FSM 6446.1-6446.4 for the principles, standards, and requirements applicable to quantitative
accountability of real property.
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6446.1 - Capitalization and Recording
Maintain records of real property when:
1. The Government has invested in the property through purchase, construction, or
improvement.
2. The property was acquired by foreclosure, default, or condemnation.
3. The transferred or donated real property is not public domain (FSM 6442 and
FSH 6509.11k, sec. 57.2).
Maintain descriptive property records for public domain and lands withdrawn or reserved from
public domain for National Forest or other conservation purposes. Do not record the land value
unless specifically required to by law or regulation.
Record information on real property on form FS-6500-53, Real Property Ledger (FSH 6509.11k,
sec. 57.2) and coordinate records with the Engineering Staff (FSH 7309.11, ch. 60).
6446.2 - Inventories and Reconciliations
6446.21 - Inventories
1. Periodic Inventories. Inventory all buildings, structures, and other physical facilities
every 2 years. The Custodial Officer certifies the list on form AD-113, Physical
Inventory Report for Period Ending--(Property).
The sub-functional account number shown in FSH 6509.11k, section 55.62, identifies the
type of property to be reported. Show all acreage, regardless of type or how acquired,
under "Land," even though it does not meet the definition of sub-function 51.
2. Special Inventories. Take a certified inventory when there is any change in designated
custodians and document such on form AD-113.
6446.22 - Reconciliation
1. Reconciliation Between Property Records and Inventories. Verify these property
records promptly after each inventory. Refer any differences that cannot be accounted
for by rechecking to the unit Property Management Officer (PMO).
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2. Reconciliation Between Property Records and General Ledger. Reconcile form FS6500-53, Real Property Ledger, with the general ledger balance annually as of September
30. If the records do not agree, the PMO makes a reasonable effort to locate errors and
reports findings to the Regional Director of Fiscal and Accounting Management or the
Assistant Director for Administration, for either approval of the necessary adjustments or
request for further efforts to reconcile the property records.
6446.3 - Transfers
Transfer documents must show:
1. Exact description of property.
2. Cost of property.
3. Date of acquisition (month, day, year).
4. Land is transferred by a written document that provides for acceptance by the
receiving agency. Attach title papers or identify the location where they are filed.
Describe any improvements either in the document or on an attached form AD-107,
Report of Transfer or Other Disposition or Construction of Property.
5. Where only improvements are involved, use form AD-107 to record transfers, sales,
abandonment, destruction, or construction.
6446.4 - Loss or Damage
See FSM 6411 for direction and procedures on reporting lost or damaged real property.
6447 - SPACE UTILIZATION
When planning office space for all Forest Service owned, leased, and General Service
Administration (GSA)-assigned office space, units shall abide by:
1. Department Regulation (DR) 1620-002, U. S. Department of Agriculture (USDA)
Space Management Policy dated May 17, 2004 and its advisories. An electronic version
of this DR can be accessed at: http://www.dm.usda.gov/pmd/directives.htm;
2. Forest Service National Workplace Space and Design Guide. An electronic version of
this guide can be accessed at: http://fsweb.wo.fs.fed.us/aqm2/wo/property/RealProp.php.
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6447.01 - Authority
The following laws, Executive Orders, regulations, Office of Management and Budget (OMB)
Circulars, and policies are applicable to space utilization in all Forest Service-owned,-leased, and
GSA-assigned office space:
1. Agriculture Property Management Regulations, Subchapter C, Real Property.
Supplements the Federal Management Regulations with policies and procedures for
managing real property in accordance with U.S. Department of Agriculture (USDA)
operational needs.
2. Departmental Regulation 1620-002. Establishes policy for the acquisition,
management, and disposition of owned, leased, or GSA-controlled office and related
space in accordance with USDA operation needs. Includes guidance for standardizing
space, calculating utilization rates (UR), sharing resources, and controlling rent costs.
3. Departmental Regulation 5160-003. Establishes policy for posting identification signs
in Forest Service owned, leased, and GSA-assigned office space.
4. Executive Order No. 13327, ‘‘Federal Real Property Asset Management’’. Requires
Federal agencies to report their real property holdings.
5. Executive Order No. 13693, ‘‘Planning for Federal Sustainability in the Next
Decade’’. Requires Federal agencies to improve their environmental performance by
reducing energy use and costs, using renewable energy, cutting greenhouse gas
emissions, and meeting specific sustainability goals.
6. Federal Management Regulation (FMR). Establishes requirements to acquire,
manage, utilize, and dispose of real and personal property.
7. Forest Service Handbook (FSH) 6409.12. Establishes policy for procuring and
managing space using delegated lease authority from the GSA in accordance with Forest
Service operational needs.
8. Forest Service Handbook (FSH) 7309.11, chapter 70. Establishes policy for
designing, constructing, renovating, managing, and operating Forest Service-owned and leased facilities in the most sustainable manner possible.
9. Forest Service Manual (FSM) 6160. Establishes policy for the utilization of telework
to reduce space and utility consumption, and contribute to a more sustainable physical
environment.
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10. General Services Administration Acquisition Manual (GSAM), Part 570. Establishes
policy for leasehold acquisitions in accordance with the requirements of the General
Services Administration Acquisition Regulation (GSAR) and internal GSA acquisition
policies. This is applicable to the GSA and agencies that use the GSA’s delegated leasing
authority.
11. General Services Administration Lease Acquisition Circulars (LACs). Establishes
the GSA Leasing Desk Guide as a source of leasing guidance and provides subsequent
Leasing Desk Guide updates. This is applicable to GSA and agencies that use GSA’s
delegated leasing authority.
12. General Services Administration Leasing Desk Guide. Incorporates instruction
previously contained in GSA Realty Services Letters and contains authorities, policies,
technical, procedural guides, and administrative limitations governing lease acquisitions.
This is applicable to the GSA and agencies that use the GSA’s delegated leasing
authority.
13. General Services Administration Pricing Desk Guide. Establishes pricing direction
for real estate and related services for Federal agencies housed in GSA space.
14. OMB Memorandum, No. 2015-01, “Reduce the Footprint”. Requires all civilian
executive branch agencies to achieve net reductions in domestic office and warehouse
square footage compared to a fiscal year 2015 baseline, over a 5-year period.
6447.02 - Objectives
To promote space efficiency and cultivate workspaces that reinforce the Forest Service’s mission
of land stewardship in all Forest Service-owned, -leased, and GSA-assigned office space using
methods that optimize space, promote collaboration, support internal mobility, increase external
mobility and telework, improve technology, embrace change management, and reduce the
environmental footprint of our infrastructure.
6447.03 - Policy
It is Forest Service policy to:
1. Integrate the office space planning strategies contained in the Forest Service National
Workplace Space and Design Guide in:
a. New leases and GSA-assigned office space,
b. Existing leased and owned spaces,
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c. Succeeding or superseding leases, and
d. New owned space acquisitions (property obtained via
purchase/donation/construction/transfer).
2. Design and maintain office space that does not exceed 150 square feet utilization rate
per person (not applicable to lease extensions of 3 years or less and pre-negotiated
renewal options).
3. Incorporate private offices in the amount equal to or less than 5 percent of the total
number of full-time employees.
4. Design and maintain office space with workstations not exceeding 36 square feet.
5. Obtain an exception to the requirements described above only after open concept
space planning, teleworking, and other flexible workplace strategies have been employed
to the maximum extent possible.
6447.04 - Responsibilities
6447.04a - Washington Office, Director of Acquisition Management
It is the responsibility of the Washington Office, Director of Acquisition Management (AQM) to:
1. Serve as Head of the Contracting Activity (HCA) as designated by the Chief of the
Forest Service.
2. Implement Service-wide direction for real property, including space utilization policy,
in coordination with the General Services Administration and Departmental policies
(FSM 6404.1).
3. Issue formal, written Exception Requests for any Forest Service-owned, -leased, and
GSA-assigned office space that cannot meet the criteria described in sec. 6447.03.
4. Ensure accurate lease and GSA-assigned office space records are maintained for
programmatic, real property inventory, and financial management reporting.
6447.04b - Washington Office, Director of Engineering
It is the responsibility of the Washington Office, Director of Engineering to provide overall
technical direction for planning, development, design, construction, operation, utilization,
maintenance, and management of all buildings and related facilities owned, occupied, or
permitted by the Forest Service (FSM 7310.41b).
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6447.04c - Regional Foresters, Station Directors, and the Area Director
It is the responsibility of the Regional Foresters, Station Directors, and the Area Director to:
1. Ensure the acquisition of leased and GSA-assigned office space meets the objectives
of the Forest Service and was considered in the preliminary project analysis (PPA)
(FSM 7310.42).
2. Manage activities, including planning, programming, design, construction, safety and
health, maintenance, and operations associated with government-owned and Forest
Service-leased facilities (FSM 7310.42).
3. Review proposed Exception Requests for any Forest Service-owned, -leased, and
GSA-assigned office space that cannot meet the criteria described in sec. 6447.03.
4. Ensure accurate lease and GSA-assigned office space records are maintained for
programmatic, real property inventory, and financial management reporting.
6447.04d - Regional Directors of Acquisition Management
Review proposed Exception Requests for any Forest Service owned, leased, and GSA assigned
office space that cannot meet the criteria described in sec. 6447.03.
6447.04e - Forest and Grassland Supervisors
It is the responsibility of Forest and Grassland Supervisors to:
1. Ensure the acquisition of leased and GSA-assigned office space meets the objectives
of the Forest Service and was considered in the preliminary project analysis (PPA)
(FSM 7310.42).
2. Manage activities, including planning, programming, design, construction, safety and
health, maintenance, and operations associated with government-owned and Forest
Service-leased facilities (FSM 7310.42).
3. Review proposed Exception Requests for any Forest Service-owned, -leased, and
GSA-assigned office space that cannot meet the criteria described in sec. 6447.03.
6447.04f - Real Property Leasing Officers
It is the responsibility of the Real Property Leasing Officers to:
1. Work with the Unit to discuss the details of the “Request for Leasing Action” and the
Unit’s space requirements. This includes reviewing the Unit’s organizational charts and
collaborating with the Unit’s engineering staff to validate the total space needed.
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2. Enter into, administer, amend, and terminate real property leases in accordance with
all applicable laws, Executive orders, regulations, and OMB Circulars that apply to
Federal space acquisition activities.
3. Create and maintain lease records for Forest Service leases in Infra and CPAIS.
6447.05 - Definitions
American National Standards Institute/Building Owners and Managers Association
Office Area (ABOA). Space where a tenant normally houses personnel, and/or furniture
(office space). This space is also referred to as Usable Square Feet (USF), and is the
space standard used by Federal agencies to lease office space.
Circulation Area (CA). The internal “spaces between spaces” that personnel travel
within an office workplace setting. This includes internal aisle ways and space around
workstations
Circulation Multiplier (CM). A percentage applied to the sum of Individual, Standard,
and Office Special space. The resulting common area is part of the utilization rate (UR)
calculation.
Common Area Factor (CAF). A calculation of the shared or common area space in the
building that is added to the Usable Square Feet (USF), based on the tenant’s percentage
of occupancy.
Corporate Property Automated Information System (CPAIS). A database that serves as
the USDA subsidiary ledger for owned real property and the primary inventory reporting
and portfolio management tool for all real property.
Federal Real Property Profile (FRPP). A government-wide database that captures
required elements as established by Federal Real Property Council and provides an
overview of the Federal Government’s Real Property Assets.
Full-Time Employee. A person appointed to a position for work requiring 40 hours of
duty per week or 80 hours per pay period.
Full-Time Equivalent (FTE). A measurement equal to one employee working a full-time
schedule for one year. The calculation of the utilization rate does not include term
employees, temporary employees, seasonal employees, and students/interns if they
predominately work in the office and are employed for less than 3 months.
Gross Area. The total area of a building, measured from the outside of the exterior walls.
It includes Rentable and Usable areas including elevators, stairwells, and equipment
areas.
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Individual Space. Space where personnel primarily conduct their work. This space
includes individual workstations, touchdown stations, and offices in open and enclosed
settings.
Infra. An integrated database which includes programs to manage information needs for
individual and grouped assets such as buildings, water and wastewater systems, roads,
bridges, dams, communication systems, recreation sites, administrative sites, and
rangeland management units.
Lease Extension. A time frame beyond the expiration date of a lease to allow for
continued occupancy for the short-term (less than 3 years), pending long-term solution.
Lease Renewal (Option). The right, but not the obligation of the Lessee to continue a
lease upon pre-negotiated terms and conditions, including lease term and rent.
Part-Time Employee. A person appointed to a position for work requiring between 16
and 32 hours of duty per week.
Personnel Count. The total number of FTEs used to calculate the utilization rate:
a. Full- and part-time employees who are permanently assigned to a facility;
b. Term employees, temporary employees, seasonal employees, and students/interns
if they predominately work in the office and are employed for three months or longer;
c. Individuals who telework less than 5 days a week and are permanently assigned to
the location;
d. Resident contractors who telework less than 5 days a week and whose primary
work location is the facility in question, including all State, county, and local
government employees, non-federal partners, and local cooperators. Excludes
janitorial staff, construction workers, movers, security guards, and all other
contractors who do not have assigned desks.
Rentable Space. Space that is calculated by adding a pro rata share of the common area
space to the usable space and special space. Rentable space is always larger than usable
space because it consists of usable space and special space, plus the common area factor
(CAF) that typically ranges between 10 percent and 15 percent for efficient office
buildings, and up to 35 percent for federally owned facilities. Federal agencies typically
pay rent on a rentable square foot (SF) basis.
Seasonal Employee. A person appointed to a position for annually recurring work
requiring less than 12 months each year.
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a. Term Seasonal Employee. A person appointed to a position for work lasting less
than 12 months each year (usually 6 months or more), and is needed for more than 1
year, but not more than 4 years.
b. Temporary Seasonal Employee. A person appointed to a position for annually
recurring work which is expected to last less than 6 months each year.
Special Space. Space classified within the following two categories:
a. Office Special. Space that provides for programmatic needs, as well as individual
and standard space needs. Examples include: mud/shower room, information
technology (IT) or automated data processing (ADP) server room, IT/ADP storage
room, IT/ADP staging room, high density storage room, exercise room, dedicated
class room, aerial photo/GIS – open storage and/or file bar, evidence room, lab room,
and secured storage room. This space is excluded from the UR calculation.
b. Non-Office Special. Space that provides for specialized needs. Examples include:
auditorium, cafeteria, child care center, commercial kitchen, credit union, courtroom,
data center (typically raised floor), employee association, fitness center (with lockers
and showers), training center, garage, greenhouse, laboratory, law library, light
industrial, health/medical unit, shed, storage (including cold storage rooms such as
walk-in freezers or coolers), private toilet / restrooms (located within the tenant’s
demised space, or for tenants leasing an entire floor, restrooms that exclusively serve
the tenant’s floor - not the building common), retail space, vault, warehouse,
workshop, and wareyard. This space is excluded from the UR calculation.
Standard Space. Space classified within the following two categories:
a. Meeting: Examples include: quiet room/phone booth, meeting/conference room,
and open meeting/lounge/collaboration areas.
b. Resource: Examples include: space for lateral files away from desk, standalone
printer, copy/print room, plotter room, service desk (field office), reception area, coat
closet, pantry, break area, mail room, storage room, and wellness/mother’s nursing
room.
Student/Intern. An individual who has been accepted for enrollment, or who is enrolled,
as a degree-seeking student in an accredited high school, technical or vocational school,
2-year or 4-year college or university, or graduate or professional school and is taking at
least a half-time academic, vocational, or technical course load.
Succeeding Lease. A lease whose effective date immediately follows the expiration date
of an existing lease for space in the same building and will replace the existing lease with
minimal or no changes.
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Superseding Lease. A lease that replaces an existing lease, prior to the scheduled
expiration of the existing lease term.
Systems Furniture. As assemblage of panels, work surfaces, shelves, and other items
sold by a single manufacturer to furnish offices.
Temporary Employee. A person appointed to a position for work of an expected duration
of less than 1 year.
Term Employee. A person appointed to a position for work of an expected duration of
more than 1 year, but not more than 4 years.
Touchdown/Hotel Workstations. Non-dedicated, non-permanent work space for use via
reservation by employees who primarily travel and/or telework.
Usable Space. The total of all Individual, Standard, Office Special, Circulation Area, and
Non-Office Special Space.
Utilization Rate (UR). A space management ratio based on occupancy that gauges space
use efficiency. UR is calculated by dividing the total Usable Square footage (USF),
minus total Special Space, by the organization’s total Personnel Count.
6447.1 - Forest Service Space Standards
The Forest Service National Workplace Space and Design Guide was created to establish a
system for identifying and designing office space that provides consistency and efficiency among
Forest Supervisor and Ranger District Offices. An electronic version of this guide can be
accessed at: http://fsweb.wo.fs.fed.us/aqm2/wo/property/RealProp.php.
Units shall:
1. Design and maintain office space that does not exceed 150 square feet utilization rate
per person (not applicable to lease extensions of 3 years or less and pre-negotiated
renewal options).
2. Minimize private offices. Units shall incorporate private offices in the amount equal
to or less than 5 percent of the total number of full-time employees. Private offices are
generally provided on the basis of work performed and not based on position hierarchy.
3. Design and maintain office space with permanent workstations not exceeding
36 square feet.
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4. Incorporate touchdown/hoteling workstations. Units shall incorporate
touchdown/hotel workstations to provide usable space for employees who only need
access to office resources on an as-needed basis due to their travel/telework schedule.
This will reduce the total amount of space needed by 20 – 25 percent.
5. Utilize systems furniture. Units shall incorporate systems furniture because it ensures
consistency throughout the office space and can be structured to encourage collaboration
and interaction among employees.
6. Design to increase the quality of the space. Units shall incorporate certain
components to increase the quality of the office space such as: maintaining low partition
cubicle walls to allow light to penetrate the workstations, arranging cubicles in a quadlike formation to encourage collaboration among colleagues, incorporating open meeting
areas throughout the office, and so forth.
An electronic version of floor plan concepts by can be accessed at:
http://fsweb.wo.fs.fed.us/aqm2/wo/property/RealProp.php.
6447.2 - Request for Leasing Action
Units shall include the following space types in their “Request for Leasing Action”:
1. Individual Space,
2. Standard Space, and
3. Special Space
Units are encouraged to use the “Space Program Template” tool to finalize their “Request for
Leasing Action”. An electronic version of this template can be accessed at:
http://fsweb.wo.fs.fed.us/aqm2/wo/property/RealProp.php.
Please see FSH 6409.12, chapter 20, section 21 for more information on identifying space needs
and requesting leasing assistance from the Real Property Leasing Officer (RPLO).
6447.2a - Individual Space – General Requirements
Individual space is an area where personnel primarily conduct their work (see sec. 6447.05 for
examples of individual space). Units should incorporate the following parameters when
planning individual space:
1. Workstations.
a. 36 square feet workstation for permanent employees.
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b. 24 square feet hotel/touchdown/telework workstation for traveling/temporary
employees.
c. Design an open plan space configuration.
d. Utilize desk-sharing, collaboration, and meeting spaces for seasonal or temporary
staff.
e. Avoid duplicate workstations for individual employees.
f. Maintain electronic filing systems to reduce individual filing needs for each staff.
2. Offices.
a. Incorporate private offices in the amount equal to or less than 5 percent of the total
number of full-time employees.
b. 100 square feet office space for employees based on nature and type of work (not
grade) and position adjacent to meeting room.
c. Shift to workstations and position adjacent to Huddle Room
6447.2b - Standard Space - General Requirements
Standard space is an area that includes meeting areas and resource space (see sec. 6447.05 for
examples of standard space). Units should incorporate the following parameters when planning
standard space:
1. Meeting Rooms and Collaboration Spaces.
a. Enclosed Telephone and Focus Rooms/1 to 2 seats.
b. Small enclosed Huddle Rooms/2 to 4 seats. Consideration should be given to
constructing one or more sides of the space with transparent partitions or windows to
ensure light can flow into the room.
c. Medium enclosed Meeting Rooms/8 to 12 seats. Consideration should be given to
constructing one or more sides of the space with transparent partitions or windows to
ensure light can flow into the room.
d. Large enclosed Meeting Rooms/accommodate large groups in a flexible and
divisible multipurpose space. Consideration should be given to constructing one or
more sides of the space with transparent partitions or windows to ensure light can
flow into the room.
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e. Open-area collaborative areas/4 to 8 seats.
2. Reception Areas.
a. Large Reception Area (applicable for 50 or greater FTEs)/300 square feet plus
36 square feet for employee workstation if that employee’s individual mission
includes a receptionist role. Only one reception area is permitted per site.
b. Small Reception Area (applicable for less than 50 FTEs)/150 square feet plus 36
square feet for employee workstation if that employee’s individual mission includes a
receptionist role. Only one reception area is permitted per site.
c. Open Office Reception Area/1 per floor or division if there are 20 or more
workstations.
d. Design the Reception Area based on number of visitors, number and type of
visitor information displays, and types of customers.
e. Incorporate appropriate security measures for counter height.
3. Resource Spaces.
a. Centralized Support Hubs with high-volume copiers, printers, and supplies.
b. Provide file storage solution.
c. Provide map storage solution and layout space.
6447.2c - Special Space - General Requirements
Special space is an area that provides for programmatic and mission needs (see sec. 6447.05 for
examples of special space). Mission requirements must dictate the amount of special space units
planned for.
Requirements for a Social Hub are:
1. Create an eat-in Café at each office/size should equal 25 percent of number of FTEs
multiplied by 10 square feet, plus 60 square feet for vending machines and refrigerator.
2. Provide small satellite pantries as needed to support population.
3. Use the Café as an alternative for small group meetings.
4. Use the Café for Forest Service gatherings and community engagement activities.
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6447.3 - Exception Requests
Units shall submit a written Exception Request, signed by the Regional Acquisition Management
(AQM) Director and reviewed by the Regional Forester, to the Washington Office, Director of
AQM if the following space standards cannot be met (this includes collocated offices):
1. The utilization rate exceeds 150 square feet per person (not applicable to lease
extensions of 3 years or less and pre-negotiated renewal options), or
2. Private offices exceed 5 percent of the total number of full-time employees, or
3. Workstations exceed 36 square feet (sec. 6447.03).
To request an Exception, the RPLO shall:
1. Submit an Exception Request to the Washington Office, Director of AQM with the
following information:
a. Situation: Describe whether the space is a direct lease, Forest Service-owned
property, or GSA-space assignment.
b. Activity: Describe the space-related action that is prompting the review.
c. Identification #: Provide the applicable identification number for the lease or
operating agreement (OA), and the real property unique identification number
(RPUID) from USDA’s Corporate Property Automated Information System (CPAIS).
d. Current Utilization Rate: Provide the current utilization rate.
e. Proposed Utilization Rate: Provide the proposed utilization rate.
f. Justification: If the proposed space action will not meet the criteria described in
sec. 6447.03, please explain why. Include details and supporting information like:
(a) Floor plan - existing and proposed conceptual space layouts, if available.
(b) Reasons the utilization rate cannot be met. For example:
(1) Uneconomical; costs more to make physical changes (that is, relocate walls and/or
install new furniture) than to continue occupying additional space. Include a cost
benefit analysis.
(2) Negative impact on ability to provide customer service (that is, large counter
space/reception area required due to high traffic office).
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(3) Conflicts with other Departmental requirements (that is, information technology
space specifications or on-site file storage). Provide a copy of the requirements.
(4) Structural limitations of the building, such as shape or column spacing, that
preclude downsizing.
(5) Reducing space would leave a portion of the building unmarketable to the owner
or Lessor, or Lessor is unwilling to negotiate a reduction.
(6) Other unique requirements, such as a mission requirement for a specific location.
g. Future Implementation Plan: Describe how the unit plans to fully implement the
criteria described in section 6447.03 and when this is expected to be achieved. For
example, the 150 square feet per person requirement will be met when a new lease is
solicited and it is cost effective for the office to relocate and downsize, or space
becomes available that better accommodates a more efficient, open concept layout.
h. Signature: Regional Forester.
2. If approved, the Washington Office, Director of AQM will sign the Exception Request
and provide it via cover letter to the Chief, Property Management Division, Office of
Procurement and Property Management (USDA OPPM).
In collocated situations, each agency’s Director of AQM, or equivalent, shall sign the
Exception Request for their respective space. This can be accomplished by using a single
Exception Request signed by all, or a separate Exception Request for each agency,
combined before submittal to USDA OPPM. Shared space is pro-rated to each agency
based on the percentage of dedicated space occupied by each organization. The lead
agency is responsible for submitting the Exception Request to USDA OPPM.
6447.4 - Administration and Oversight
Each fiscal year, the Washington Office, Asset Management staff will review the previous fiscal
year’s space actions for Forest Service-owned, -leased, and GSA-assigned office space to ensure
these actions comply with the space standards described in this policy.