State Agency Requests for Space
What is the State Facility Plan?
Answer: The State Facility Plan is mandated by C.G.S. 4b-23 and is "...used as an advisory document for the leasing of property for use by state agencies and departments...” Any agency wishing to lease space must be approved for both the necessary costs and square footage under the Plan before DAS can begin the space acquisition process. Every two years agencies are asked to submit their space needs to OPM. OPM’s Bureau of Assets Management reviews submissions and makes their recommendations for costs and square footages for each request. OPM’s recommendations become the basis of the State Facility Plan effective upon the Legislature’s approval of the State Budget.
What if my request is not fully approved in the State Facility Plan?
Answer: If the agency is not fully approved for the necessary costs and/or square footage under the State Facility Plan, then DAS may not legally enter into a lease or even begin the process to find a lease. However, C.G.S. 4b-23 does allow agencies to submit “interim requests” for funding and/or square footage. If your agency is not approved for sufficient costs and/or square footage in the State Facility Plan, you may submit an Interim Request to DAS, which is then reviewed by DAS and OPM. The interim request shall include an RFS form and either an interim space request (ISR) letter or interim funding request (IFR) letter or a combined ISR/IFR letter. Only if DAS and OPM approve the Interim Request, can the space acquisition process move forward. The interim request approval process is applicable to all new requests, proposed expansions, relocations, renewals and existing leases that are not approved in the State Facility Plan at the square footage and funding levels required by the requesting agency.
How is square footage calculated on the RFS form?
Answer: In 2013, DAS, SPRB and OPM established a space standard of 220 square feet per employee for new leases that are expansions of existing leases or relocations of existing leases. While still higher than private industry, this 220 square foot figure brings State space standards more in line with our private sector counterparts. This does not mean each employee gets a 220 square foot office or cubicle. The 220 square foot figure includes an employee’s work space, in addition to, proportionally assigned square footage for circulation space and rooms such as reception areas, conference rooms, file storage, kitchens, and other common areas within the office space. If an agency has a unique space requirement such as a very large waiting room, hearing rooms, etc., additional square footage may be approved; however, this is considered by DAS and OPM on a case-by-case basis. When preparing State Facility Plan submissions, agencies should base their square footage needs on 220 square feet multiplied by the number of approved employees.
What is an interim space request?
Answer: If your agency is not approved for sufficient square footage in the State Facility Plan, you may submit an Interim Request to DAS for approval by DAS and OPM approval. All Interim Requests should be addressed to OPM but submitted to DAS for processing, not sent directly to OPM. Interim Requests require your agency to fully justify the need for additional square footage. Sample interim request letters are available from OPM and should be strictly followed to ensure your request includes all the pertinent information needed by DAS and OPM to fully evaluate your request.
What is an interim funding request?
Answer: If your agency is not approved for sufficient funding in the State Facility Plan, you must submit an Interim Request to DAS for DAS and OPM’s approval. All Interim Requests should be addressed to OPM but submitted to DAS for processing, not sent directly to OPM. Interim Requests require your agency to fully justify the need for reallocating your existing fiscal resources to cover any unanticipated costs. Interim Requests do not provide your agency with additional funds but rather represent OPM’s approval of your agency’s plan to reallocate your existing fiscal resources to cover the costs of the lease for the entire term of the lease. Basically, you must already have sufficient funds to cover all of the costs and are seeking OPM permission to shift funds in order to spend them on the lease in question. Agencies are now required to work with their OPM Budget analyst on a plan to reallocate existing fiscal resources prior to submitting an interim funding request. Sample interim request letters are available from OPM and should be strictly followed to ensure your request includes all the pertinent information needed for OPM to evaluate your request
What if an agency needs to request both interim space and funding?
Answer: There is a sample interim request letter combining a request for interim space and interim funding.
Does DAS have estimates for operating costs?
Answer: Yes, for new lease requests or relocations, reasonable per square foot estimates are: Electric $2.50, Janitorial $1.50, Gas $1.25, R.E Taxes $0.25 (above base year), Security $0.25, Window Cleaning $0.10, Trash $0.10, TI (check with your DAS property agent). Actual operating costs should be used for existing locations.