(1)
Purpose. The purpose of this rule is to standardize office
space management at the seat of government in order to effectively plan and
utilize office space and to promote connectivity and reuse of modular office
systems. The rules outline the responsibilities of state agencies relative to
use of office space assigned to them by the department of administrative
services and the responsibilities of the department to manage and coordinate
changes to an agency's use of its assigned space.
(2)
Scope and applicability.
The department's authority for office space assignment applies to all state
office space, including leased office space, at the seat of government except
for buildings and grounds described in Iowa Code section
216B.3, subsection 6; section
2.43, unnumbered paragraph 1;
and any buildings under the custody and control of the Iowa public employees'
retirement system.
(3)
Office space standards. State agencies are required to use the
following standards:
a. The department of
administrative services has developed and shall maintain, in cooperation with
state agencies, office space standards, expressed in square feet for individual
offices classified by type of work, and by occupancy, expressed as the number
of occupants per building floor or major unit thereof. These standards will be
used to facilitate space planning, but are not intended to be applied in an
exact manner to each cubicle or office. Some flexibility may be allowed in the
work plan created for managing changes to use of office space to provide for
unique agency needs. All office space layouts shall comply with applicable
federal and state regulations and codes.
b. The department of administrative services
has defined and shall maintain, in cooperation with state agencies and Iowa
Prison Industries (IPI), modular office systems standards, expressed by
function and connectivity, for use by state agencies. These standards are for
the purpose of facilitating reuse of modular office system components.
The requirement to follow these standards may be waived by
the director when supported by a written factual and objective business case
analysis that provides clear and convincing evidence to support the
waiver.
(4)
Notification of intended office space or office systems
modifications. To facilitate office space planning and cost-effective
space utilization, an agency shall notify the department in writing at least 45
days prior to expected completion of the work whenever an agency becomes aware
of possible modifications to an agency's organization, programs or mission
which may require a corresponding increase or decrease in an agency's current
office space requirements; or when an agency first identifies a need to modify
use of assigned office space including relocating wiring, replacing, adding or
deleting modular office components, or making other floor plan
modifications.
(5)
Work
plan. Upon written notification of intended office space or office
systems modifications, the department of administrative services and the agency
will negotiate and complete a work plan including but not limited to the
following items:
a. A description of the
intended space modification result;
b. The tasks required to achieve the intended
result, such as creating construction specifications, identifying wiring needs,
selection of a space planner and a moving service, and identifying related
purchases;
c. The party responsible
for accomplishing each task; and
d.
The scheduled time line for tasks included in the design, installation
(construction and move) and completion of the project.
An agency may not proceed with office space modifications in
the absence of a work plan agreed to and approved in writing by the agency and
the department of administrative services. The work plan shall be modified to
reflect any changes in intended results, tasks, responsibilities and time
schedule.
(6)
Purchase of standard modular office systems and components. If
Iowa Prison Industries (IPI) manufactures office furniture and standard modular
office systems and related components, an agency shall purchase them from IPI
or obtain a written waiver in accordance with Iowa Code section
904.808, except as otherwise
permitted in paragraphs
"a" and
"b."
a.
Purchase from a targeted small
business. An agency may purchase standard modular office systems and
related components and other furniture items from a targeted small business
(TSB) without further competition when the purchase will not exceed the
threshold established in 11-subrule 117.5(2), as provided in Iowa Code section
8A.311(10)
"a."
b.
Procurement of standard modular office systems and components and other
furniture items manufactured in Iowa. An agency may conduct a
competitive procurement for standard modular office systems and related
components and other furniture items that IPI manufactures if the competitive
procurement requires that the products must be manufactured in Iowa. In such
procurements, IPI shall be allowed to submit a bid to provide the products. If
a bidder other than IPI is the lowest bidder, the agency shall obtain written
verification from the bidder that the bidder's product is manufactured in Iowa
before making the award.
The portion of the work plan for purchasing modular office
systems or office furniture shall allow for the issuance of purchase orders at
least 30 days prior to the desired delivery date.
Regardless of how an agency purchases or obtains modular
office components, the department of administrative services shall retain
responsibility for management and coordination of office space
planning.
(7)
Disposal of surplus office modular components, furniture and
equipment. State agencies may dispose of unfit or unnecessary office
modular components, furniture and equipment by contacting the state surplus
office, as identified by the department; offering items in good repair to other
agencies either through the department or directly to other agencies; or
trading in used items when purchasing replacements.
Any costs associated with disposal of nonstandard modular
office components are the responsibility of the state agency.
Notes
Iowa Code r.
11-100.6
ARC 3676C, IAB
3/14/18, effective 4/18/18; ARC
7018C, IAB 5/17/23, effective 6/21/23
Amended by
IAB
March 14, 2018/Volume XL, Number 19, effective
4/18/2018
Amended by
IAB
May 17, 2023/Volume XLV, Number 23, effective
6/21/2023
