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Space Planning & Allocation Procedures
AGENCY DETERMINES THE NEED FOR SPACE
When a County Agency determines they need more space for their operations, they must contact the Office of Management and Budget for preliminary approval to proceed. Upon preliminary approval, the Agency will contact Construction Management Division (CMD) to clarify space requirements and to determine the square footage necessary for agency expansion and/or renovation to existing space. CMD will provide an initial space analysis and preliminary budget estimate based on the information provided by the User Agency. All space requests to CMD must have the approval of the requesting user Agency Director and the Office of Management and Budget.
CMD ANALYZES THE AMOUNT OF SPACE ALLOCATION
The User Agency must submit a "Space Planning Estimating Worksheet" for each of the following:
CMD ALLOCATES TOTAL SQUARE FOOTAGE (SF) OF SPACE
Space will be allocated to each Personnel Area based on the function of that position and the CMD Space Standard Guidelines.
Space will be allocated to each Auxiliary Support Area. A factor for circulation within the office suite and, if required, a factor for general building/functions/circulation. (Stairs, elevation, restrooms) will be calculated into the total space allocation.
User Agency approves space allocation and preliminary office configuration diagrams
Upon receipt of the User Agency Director's approval of the preliminary configuration diagrams, CMD will determine availability of county-owned space to support the User space requirements. If county-owned space is not sufficient to support the User requirements, the User Agency may contact the Broward County Real Property Division for possible lease or purchase options.
FUNDING
CMD will advise the User Agency of the preliminary cost estimate for renovation.
Funds required to support construction, repair, and renovation projects undertaken by User Agencies are normally provided in the annual capital budgets and managed by CMD.
Funds required for the purchase and maintenance of non-installed furnishings and furniture are normally provided for in the annual budget of the organizations(s) concerned, except when provided for as a part of the capital budget.
Funding must be in place before CMD will proceed with Programming, Design and Construction.
PROGRAMMING
CMD will refine the total amount of space required using the previous Space Allocation.
CMD will conduct a Programming phase to identify the appropriate type and size of office for each Personnel Area and the appropriate type and size of space for each Auxiliary Support Area.
Typical office layouts for each office size will be illustrated based on general space allocation guidelines. The final layout will be based on the particular function of the Personnel position. Specific space assignments are limited to one office per person, per organization. Privacy or “huddle” rooms will be provided, if possible to accommodate personnel that work in multiple sites, but are intended for shared use by all office personnel.
The design objective is to create open-office areas with floor to ceiling partitions limited to Assistant Division Directors and above. Window views will be provided to every work station in an office if possible, and systems partitions and furnishings will be proposed for their flexibility and cost effectiveness. The use of partitions of 36", 48" (seating privacy) and 67" heights provides flexibility in designing lighting, sprinklers and air-conditioning for future use.
The flow of work in Personnel and Auxiliary Support Areas will be diagrammed and discussed in meeting with the User Agency.
DESIGN AND APPROVAL
A preliminary Floor Plan layout will be designed based on the Programming phase and the Plans of the building to be renovated. The Floor Plan will be given to the User Agency for approval.
Upon approval by the User Agency, design development and construction drawings will be developed for lighting, electrical/telephone/data, HVAC (air-conditioning), sprinklers, etc. This work will be done either in-house by CMD, by CMD's continuing-term Architect for projects of construction cost less than $500,000 or by RLI selection of an Architect for projects over $500,000.
Design funds should be transferred by the User Agency to CMD, who will be responsible for Project Management. CMD will coordinate the overall effort, including interface with Broward County Telecommunications and Information Technology.
The Architect of record will be responsible for securing the Building Permit.
CMD and the User Agency will meet with the vendor for systems partitions and furniture. CMD will coordinate the interface of the furniture vendor within the Design and Construction process.
CONSTRUCTION
Construction will performed be by one of the following:
Facilities Management Division (FMD)
A General Contractor selected by bid through the Broward County Purchasing Division.
CMD will serve as Project Manager for the construction phase, approving payments from funds allocated by the User Agency, and administering the project through Substantial and Final Completion, with final inspection including a User Agency representative. The Project Manager will conduct regularly scheduled project meetings to manage and communicate project status.
User Agency will arrange moving services through FMD or a County-approved vendor and occupy the new space.
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