SECTION 260:95-1-5. Requests for space

(a)   Purpose. The purpose of the Space Request form is to provide a means whereby an agency supplies the Office of Management and Enterprise Services with information and documentation necessary for determining the agency's space requirements.

(b)   General provisions.

(1)   Requests for space shall be submitted to the Director of Real Estate and Leasing Services on the Space Request form. The request shall be utilized by all agencies where there is a need for one of the following:

(A)   New space;

(B)   Increased space at current location; and

(C)   When an agency has been at its present location over four (4) years and every fourth year thereafter as determined necessary by the Office of Management and Enterprise Services.

(2)   The Space Request is required when space will be procured by lease, purchase transfer, or other means, regardless of whether the space being procured is in a state owned or non-state owned facility.

(3)   The Space Request should be submitted to the Director of Real Estate and Leasing Services no less than ninety (90) days prior to the anticipated need for the space.

(4)   Information contained in the Space Request must be certified in the manner perscribed by the agency director or a designated representative with authority for real estate and leasing transactions.

(5)   Requests which do not contain the required information will be returned to the agency without action.

(6)   The Office of Management and Enterprise Services will evaluate an agency's request for space and authorize what action shall be taken on the request.

(7)   A Space Request which has been authorized by the Office of Management and Enterprise Services will be valid for a maximum period of six months, unless an extension is granted by the Office of Management and Enterprise Services. A new Space Request may be required if a contract has not been executed prior to the expiration of the Space Request.

(8)   If an agency's request exceeds the guidelines, written justification addressing each item that exceeds the space allocation standards must be provided by the agency.

(9)   When a request for expansion of existing space is received, the Director of Real Estate and Leasing Services may review the currently assigned area prior to authorizing additional space. An effort shall first be made to absorb the expansion through a more efficient rearrangement of the existing space.

(10)   If the agency is requesting additional space at its current location for new employees or programs, the Space Request shall reflect the total number of FTE's and any special space which the agency may justify based on the Space Standard allowances, not the actual square footage of the special space areas currently occupied by the agency.

(11)   Four (4) Year Space Review.

(A)   If the Office of Management and Enterprise Services determines that a Four Year Space Review is necessary, the required Space Request will be evaluated before an agency is authorized to renew its current lease; however, relocation and/or alterations to the space will be required only if it is determined to be in the best interest to the State.

(B)   The information on the Space Request should reflect only what the agency may justify based on the Personnel and Special Space Standard allowances, not the actual amount of space currently occupied by the agency.

(C)   The "Estimated Space Allocation" and the "Total Space Requested" on the Space Request do not need to reflect the same square footage. In most cases, the amount of space currently occupied by the agency will be more or less than the amount of space that may be justified in accordance with the Space Standards.

(c)   Analysis of space request. Seven key elements will normally be considered in determining the amount of space necessary to support the agency or program. These areas are: a general justification of the need and amount of space, type of program, special requirements, type and quality of space, location, and availability of state owned space.

(1)   Justification. The intent of the information required is to indicate how the requested space will be used. Sufficient information must be provided to permit the Office of Management and Enterprise Services to fully understand the purpose of the program to be housed in the space. At a minimum, agencies' justification for the need for the requested space shall include staffing and special space needs.

(2)   Amount of space. Through the information provided by the agency on the Space Request and use of standards outlined in 260:95-1-4, the Office of Management and Enterprise Services will make a preliminary determination of the amount of space required.

(3)   Type of program. The type of program to be housed in the space will be a consideration in the agency's request. Factors to be considered include the estimated life of a program and fluctuations in the scope of the program (i.e., work activities, number of clients).

(4)   Special requirements. A number of special requirements may be of particular importance to the function of a program. Examples of special requirements include parking, security, after hours use, laboratories, private restrooms, floor loadings and structural conditions.

(5)   Type of Space. Office and storage are the two primary types of space leased by agencies. Agencies shall request the type of space based on the following criteria:

(A)   Office space should be requested when the primary purpose of the space is to provide work areas for professional and clerical personnel. Normally such areas require a minimal amount of storage area for forms, files, etc. (This "storage" space shall be accommodated within the office area unless the storage exceeds 10% of the area or 1,000 square feet, whichever is less.)

(B)   Storage or warehouse space shall be requested when the primary purpose of space is to store or warehouse equipment, furniture, forms, etc.

(C)   Non-typical types of space include, but are not limited to hangars, correctional housing, group homes, towers, boat storage, print shops, motor pools, warehouses and parking lots.

(6)   Quality of space. The quality of space to be acquired depends on several factors and is not always within the control of the State. The predominant factors affecting the quality of space include:

(A)   The State shall solicit modern, air conditioned, general purpose office space. The intent is to obtain moderately priced, average quality space. The selection of quality should be consistent with the intended use of the space. However, space shall comply with all applicable federal, state and local laws, codes, ordinances, rules, and regulations pertaining to health, safety, fire, and public welfare.

(B)   The geographic boundaries wherein the space is to be located may create limitations in the space available.

(C)   Where a wide range of quality space is available, the rental rates offered are normally the prevailing factor having an effect on quality. When selecting a site, the selection should provide the best practicable balance of quality and price to achieve the best value available within the state's rental structure.

(7)   Location. The geographic location selected for a desired space is normally dictated by the operational requirements of the program. In many cases, the location of the space will have no bearing on the operational effectiveness of the program. Some common criteria to be considered when selecting a location include the following:

(A)   Operational necessity shall be the prime concern when geographic location limits are determined. Space shall be located within the geographic limits of the area to be served and as close as possible to the population center of the citizens to be served.

(B)   Generally, the location should be well served by public transportation and main road networks.

(C)   Proximity to related agencies or agencies with which frequent contact is expected may be a consideration. In some cases, such contact may make co-location highly desirable.

(D)   High rent areas shall be avoided in favor of moderately priced areas whenever possible.

(8)   Availability of state owned space. After a complete review of the agency's request for space, the Office of Management and Enterprise Services will assist the agency in determining if state owned space is available that will satisfy the agency's space needs. If suitable state owned space is available, the agency will be required to utilize the state owned space.

(d)   Authorization of request. The Office of Management and Enterprise Services will review the agency's request for space and ancillary information and will approve or deny the request or return it for additional information.

(e)   Appeal procedure. If an agency does not concur with the amount of square footage authorized, the agency shall first attempt to resolve the difference informally with the Director of Real Estate and Leasing Services. Both parties shall make every attempt possible to reach an agreement which meets with the needs of the agency while remaining in compliance with the State Space Standards. If an agreement cannot be reached, the agency may submit a written request for an appeal to the Administrator of the Division of Capital Assets Management at the Office of Management and Enterprise Services explaining the situation in as much detail as possible. A copy of all pertinent documentation shall be attached to the letter.

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