SECTION 260:95-1-4. Space allocation standards

(a)   Purpose. The purpose of the space allocation standards is to present a uniform and consistent method of evaluation of the amount of space required to support a specific program or agency in all real property to be leased, purchased or lease-purchased by the State.

(b)   General provisions.

(1)   Agencies shall indicate their space needs through the use of the forms and documents prescribed by the Director of Real Estate and Leasing Services.

(2)   Agencies are required to implement the space standards for acquiring space through lease or purchase and for internal organization of space.

(3)   Whenever possible, the Office of Management and Enterprise Services will satisfy new space requests through the assignment of vacant space available in state-owned facilities.

(4)   Funding allocated to an agency by the Legislature for an increase in the amount of space or the rental rate does not waive the requirements of the Office of Management and Enterprise Services unless a specific statutory exemption exists. Procurement of space or rate increases must still be authorized by the Office of Management and Enterprise Services in accordance with the real estate and leasing procedures and space standards.

(5)   Unless otherwise noted, all square footage listed and the term "square feet" means "net usable square feet" as defined in 580:60-1-2. As such, it represents the amount of space that is usable for personnel, the placement of furniture and internal circulation areas.

(6)   The quality and the type of space assigned or approved by the Office of Management and Enterprise Services may vary depending on various factors. Such factors include, but are not limited to: functional considerations, the magnitude of contiguous space required, and configurations of available space for assignment, including economic consideration when the available space requires remodeling to conform to the State Space Standards.

(7)   The final decision concerning the allowable amount of square footage for a given space request shall be made by the Office of Management and Enterprise Services.

(8)   The state space standards are the standard guidelines for the determination of an agency's space needs. They are intended to balance full and intensive use of the allocated space with productivity and program needs.

(c)   Personnel space standards.

(1)   The state space standards shall ordinarily not exceed the product of 150 square feet times the number of full-time, funded employees. This standard is not an entitlement per individual employee. It is a standard allocation to the agency as a whole. Individual space allocations within the total should be made on a basis of job function, not on position classification.

(A)   The allocation of space for employees who are in the office less than 60 percent of the time is be seventy (70) square feet per position.

(B)   Space needs for an individual employee may only be considered for the primary office location of said employee.

(C)   Space for employees who work out of their homes or other offices shall not be included.

(D)   The allocation of space for personnel who report to the facility on a weekly basis, or less, shall be determined through the Special Space Requirements, rather than on the standard 150 or 70 square foot allowance.

(E)   The state space standard allocations include work stations, circulation between work stations, and work station-related support space, such as reception and office equipment areas, unless specified in 260:95-1-4(d).

(2)   Space is primarily allocated according to the number of funded authorized positions in the agency or program.

(A)   Project and limited term positions are not normally included; exceptions may be made for projects of over two years or limited term positions that recur regularly.

(B)   Future expansion needs shall not be considered until positions have been authorized and funded unless there is a documented history of frequent expansion in the agency's programs and number of employees required to support the programs or a legislative change in agency function that will increase agency staff needs.

(3)   The allocation of space for personnel in warehouses, print shops, motor pools, large data centers, etc., where the employees support the functions and/or equipment, not vice versa, shall be determined through the Special Space Requirements, rather than on the standard 150 or 70 square foot allowance. Administrative personnel of such functions shall, however, be included in the standard FTE space allocation.

(d)   Special space standards. This Subsection represents the special space standards which will be the standard guidelines for determining an agency's special space requirements. With appropriate written documentation and justification in an agency's Space Request, additional square footage will be allowable if the space meets the specified criteria. All figures used to compute the justification of Special Space shall be based on the average number of occupants utilizing the particular space at any given time.

(1)   Reception/client areas. Most office locations require some type of reception area; however, the allowable space may vary based on the program being administered.

(A)   Space allocation will be determined on the basis of the following criteria:

(i)   Average number of visitors utilizing the space per day; at any given time;

(ii)   Type of visitors; (i.e., accompanied by families, etc.); and

(iii)   Special requirements (i.e., tables, etc.)

(B)   Allowable space is ten (10) square feet times the average number of visitors per day at any given time. Documentation of the number of actual visitors may be required. Space requirements for a receptionist are included in the Personnel Section of the Space Request form.

(2)   Conference rooms. A separate conference room shall be established only when it will be in use at least twenty hours per week. Documentation of the history of conference room usage may be required.

(A)   Space allocation will be determined on the basis of the following criteria:

(i)   Average number of persons in attendance;

(ii)   Frequency of meetings (average hours per week);

(iii)   Availability of private office space;

(iv)   Special requirements (i.e., blackboard, projector and screen, etc.); and

(v)   Availability of existing meeting facilities at little or no cost to building tenants.

(B)   Allowable space for conference rooms which meet the above criteria is twenty (20) square feet per person, based on the overall average number of attendees as documented by the agency, not the average of one or two specific meetings.

(C)   These standards may be adjusted with appropriate documentation when special equipment is regularly used in a given meeting or conference setting. In addition, the methods for calculating the actual room size may vary according to use and the number of participants and/or spectators.

(3)   Classroom and training rooms. Classrooms/Training Rooms shall be combined with the conference room usage unless justification exists for separate areas. If separate classrooms and training rooms are justified, they should be established only when they are in use at least 20 hours per week. Occasional space for five or six people will not qualify as special space. The agency shall provide documentation of the actual history of usage of classes or training sessions.

(A)   Space allocation will be determined on the following criteria:

(i)   Average number of persons in attendance as documented by agency records;

(ii)   Frequency of classes/training (average hours per week);

(iii)   Special requirements; and

(iv)   Availability of existing meeting facilities at little or no cost within the building and/or the space occupied by the agency.

(B)   Allowable space is twenty (20) square feet per person based on the overall average number of attendees, not the average of one or two specific sessions.

(4)   Intake/interview room. This type of space will be established only when it will be in use at least twenty-five hours per week and will be considered on a case-by-case basis by the Office of Management and Enterprise Services.

(A)   This space will be determined on the following criteria:

(i)   Frequency of use (average hours per week); and

(ii)   Availability of private office space or other meeting space.

(B)   Allowable space shall not exceed one hundred (100) square feet per individual room, with the total number of qualifying rooms dependent on the documented need for such space.

(5)   Libraries.

(A)   The allowable square footage for book cases is based on the following formula:

(i)   Determine the total number of book cases within the space (i.e. open areas; private offices; libraries, etc.).

(ii)   If the total number of book cases is greater than the total number of FTE's occupying the space, the difference is the number of book cases which is allowable as special space. Contract, temporaries, or volunteers are not included in the number for this allowance.

(B)   Allowable space is six (6) square feet each for the number of book cases which exceed the total number of FTE's occupying the space.

(6)   File cabinets.

(A)   The allowable square footage for file cabinets is based on the following formula:

(i)   Determine the total number of file cabinets within the space (i.e., open areas; private offices; file rooms; 2, 3, 4, and 5 drawer, lateral and vertical cabinets).

(ii)   If the total number of file cabinets is greater than the total number of FTE's occupying the space, the difference will be considered as the number of file cabinets which will be allowable as special space. Contract, temporaries, or volunteers are not included in the number for this allowance.

(B)   Allowable space is nine (9) square feet each for the number of file cabinets which exceeds the total number of FTE's occupying the space.

(C)   Space for mobile filing systems should be justified separately on the Space Request form and shall include exact system dimensions.

(7)   Storage, copiers, mail. The agency will be allocated additional space for storage, copiers and mail based on the number of FTE's.

(A)   Space allocation will be based on the following formula:

(i)   Less than fifty FTE's. Allowable space is ten (10) square feet per FTE;

(ii)   Fifty or more FTE's. Allowable space is 5% of the space allowed for the total number of FTE's.

(iii)   Contract, temporaries, or volunteers are not included when computing this allowance.

(B)   Unusual space needs for any of these three areas in excess of the allowable space shall be justified separately on the Space Request.

(8)   Large copiers, reproduction and printing areas. These areas may, with appropriate documentation, be considered as special space if they are in a physically delineated area with staff dedicated to operating the equipment. The allowable space is the actual measurement of the equipment plus circulation or the manufacturer's recommended allowance. The square footage will not include space for personnel. Personnel should be included in the Personnel Section of the Space Request form.

(9)   Equipment dominated area. This area shall be considered as special space if people support the equipment, not vice versa. Occasional word processing areas, computer terminals, and scanners used or assigned to employees as a routine part of their work will not qualify as special space. The allowable space will be the actual measurement of the equipment plus circulation or the manufacturer's recommended allowance. The square footage will not include space requirements for personnel. Personnel should be included in the Personnel Section of the Space Request form.

(10)   Employee break room. Employee break rooms will be considered on a case-by-case-basis as special space.

(A)   Space allocation is based on the following criteria:

(i)   Availability of a common break room within the building or complex;

(ii)   Availability of a conference, classroom, or other multi-purpose room; and

(iii)   Total number of employees.

(B)   Allowable space is ten (10) square feet per average occupancy.

(11)   Multi-purpose room. This type of space will be considered for multiple-use purposes for agencies who are unable to justify other specific "Special Space," such as a conference room, break room, central storage, etc., and where there is a justified need for such a room. Allowable space will be determined by using a combination of the other special space allowances. The allocation of this type of space will be considered by the Office of Management and Enterprise Services on a case-by-case basis.

(12)   Other. Any specialized space required by an agency that has not been defined herein as "Special Space" may be included in the Special Space section of the Space Request form. Justification must be included in order for the space to be considered. Examples include, but are not limited to: training kitchens, restrooms for medical/correctional purposes, laboratories (photography, medical, etc.), examination rooms, vaults, observation rooms, direct patient care requirements, etc.

(e)   Space planning.

(1)   Space allocation planning shall, to the fullest extent possible, employ the open space concept. In most cases the elimination of internal fixed walls makes maximum use of space, is more flexible in accommodating change, facilitates better control of lighting, heating, air conditioning, and ventilating, and reduces construction and maintenance costs.

(2)   Private office space will be provided only when there is a demonstrated functional need; however, no additional square footage will be allowed for the purpose of providing for private office space.

(3)   No private office within the total amount of space allowable to the agency shall exceed 300 square feet in size.

(4)   The actual design of the space to be occupied shall include those Special Space areas which were authorized by the Office of Management and Enterprise Services. Further, these areas shall be as consistent as possible with the amount of space authorized on the Space Request for such use. The Office of Management and Enterprise Services may alter the final square footage allocation if the agency fails to utilize space in accordance with the agency's space justification as designated on the authorized Space Request form.

(5)   The Office of Management and Enterprise Services may aid agencies in preparation of the initial space layout. When an agency requires space design assistance, a request for such assistance should be made to the Director of Real Estate and Leasing Services. An agency may utilize the services of a space planner or architect provided at the building owner's expense; however, the Office of Management and Enterprise Services will have final review and approval of the plan. An agency should not contract for space planning services without specific authorization from the Office of Management and Enterprise Services.

(f)   Space for short-term use. Agencies having a need for facilities for short-term use, such as conferences and testing, shall utilize available state-owned or leased facilities whenever possible. Agencies shall make inquiries regarding availability of such space to the Director of Real Estate and Leasing Services. If it is determined that no suitable state controlled facilities are available, an agency may arrange for the use of privately owned facilities for a period not to exceed 10 days, provided that the agency has the authority to contract for such Office of Management and Enterprise Services.

(g)   Measurement of space. Unless otherwise noted, all square footages indicated in the Space Request form, the Space Standards and leases of non-state owned facilities shall mean "net usable square feet."

[Source: Added at 31 Ok Reg 1502, eff 9-12-14]