WELLINGTON E. WEBB MUNICIPAL OFFICE BUILDING DIVISIONS OF FACILITIES MANAGEMENT AND REAL ESTATE. Space Allocation and Furniture Standards

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1 WELLINGTON E. WEBB MUNICIPAL OFFICE BUILDING DIVISIONS OF FACILITIES MANAGEMENT AND REAL ESTATE Space Allocation and Furniture Standards

2 WELLINGTON E. WEBB MUNICIPAL OFFICE BUILDING Space Allocation and Furniture Standards 201 W. Colfax Department 904 Denver, CO Phone

3 Table of Contents Introduction... 3 Background & Purpose... 3 General Provisions... 4 Roles and Documentation... 5 Work Station Specifications... 7 Space Layouts... 9 Moving Responsibilities and Policies...22 Moving Checklist...23 Move Contacts...24 Furniture Standards...25

4 Introduction S pace in the Wellington E. Webb Municipal Office Building is a highly visible but generally a scarce resource. The Divisions of Real Estate and Facilities Management work together to ensure the most effective and efficient use of this valuable resource. Background & Purpose This document provides standards for the size of work space and furniture at the Wellington E. Webb Municipal Office Building. The intent of these standards is to ensure equity and consistency in the building. The office space should meet agencies functional space requirements and be cost-effective. The Space Allocation and Furniture Standards were prepared by the Divisions of Facilities Management and Real Estate. All space is owned by the City and County of Denver Although space is allocated to the agencies and specific departments, all space is owned by City and County of Denver and allocated by the Division of Real Estate and maintained by the Division of Facilities Management. Effective use of space Each space allocated to an Agency or Department shall be used efficiently in terms of utilization of space over time. Periodic reviews of utilization for different types of space (i.e. offices /cubicles, storage areas and conference rooms) will be conducted by the Division of Real Estate to ensure the most effective utilization and recommend improvements. Under no circumstances is any City and County of Denver Agency authorized to allocate space on a basis to any person, organizational unit, or program except through the allocation and approval process outlined in this document permanently. 3

5 General Provisions Workspace 1. Work Spaces are sized for work performed, not as file storage units; 2. Work Spaces are sized for job functions, not job titles or classification level; 3. Large file cabinets should be located outside of cubicles or in common file storage areas; 4. Common space and meeting rooms should be utilized as much as possible to reduce the need for private offices including supervisors meeting with employees (i.e. being a supervisor does not, in and of itself, mandate the need for a private office); Office Settings / Furniture 1. Workstations shall be furnished with modular systems furniture. This will allow the City and County of Denver to fit roughly 2,000 employees into 698,000 square feet. These areas can be easily reconfigured and costs less to maintain. 2. Work areas with traditional walled offices shall be furnished building standard furniture. 3. Furniture is functional and is visually aesthetic to the employees as well as to the members of the general public. 4

6 Roles and Documentation Agency Representative A. Agency Representative or Division Manager may prepare a request for space. Details of space needs must be documented using the Space Request Form. The package is then forwarded to the Agency Manager for signature and approval. B. Agency Representative/ Division Manager should discuss proposed requests, in advance, with the Agency Manager s office. The Agency Representative/ Division Manager may request an analysis or review of the department s current space assignments and utilization from the Divisions of Facilities Management and Real Estate. The request must be submitted in writing through Facilities Management to Real Estate. C. The Agency Manager either approves or denies the request and must have funds encumbered to pay for the materials and labor. Approved requests are then forwarded to the Facilities Management. Divisions of Facilities Management and Real Estate A. Facilities Management reviews the request for space and either approves or denies the request. In order to assist in the decision-making process, Facilities Management may request analysis/review of an Agency s current space and utilization from Real Estate; this request must be submitted in writing. B. Requests approved by Facilities Management are then forwarded to Real Estate for subsequent review and recommendation. Real Estate may deny requests and make alternative arrangements when a unit can accommodate requests internally. If Facilities Management and Real Estate deny the request, a time frame (minimally six months) should be communicated to the Agency for resubmission of the proposal. C. Upon receipt of a request from Facilities Management, Real Estate will review the Space Request form for completeness (i.e., signatures, scope, and fund organization number). The form with original signatures should be sent to Facilities Management, Department 904. D. Real Estate will provide information on relative priorities of approved and submitted requests with the Space Request form. E. If a space needs analysis is then prepared using information from the Space Request form. The analysis may also include a review of other data such as room size, special needs related to activities or type of staff to be accommodated, walkthrough reviews of space, enrollment data/trends, and other related information. F. A site visit and consultation with the requesting Agency s staff may be necessary to provide a better understanding of an Agency s space use and needs. Real Estate staff will conduct a site visit that will include a walk-through of the space assigned to a given Agency with their staff and may compare the observed activities with the vacancy report. Such a visit will help the Real Estate staff have 5

7 a better understanding of the space needs and may help identify space options not apparent to the current users. The Division of Real Estate then prepares prioritized recommendations based on the analysis. It is conceivable that no space in the amount or type requested may be located or is likely to be identified in the foreseeable future. The appropriate agency manager must approve all formal requests for space submitted to the Facilities Management. The Division of Real Estate will review the unit s request and the analysis and recommendations of Facilities Management. The Division of Real Estate will be responsible for final approval or denial of the request. Under no circumstances is any other agency permitted to allocate space on a permanent basis to any person or program. 6

8 Work Station Specifications For the City, the typical workstation is 8 feet by 8 feet with 64 inch high panels on three sides and 51 inch high panels on the entry side (private industry standards are 8 feet by 6 feet). The horizontal tile units are all acoustical and tackable except for the lowest ones by the floor. There is typically one glass panel per station. The typical components consist of straight worksurfaces, a corner PC worksurface with an adjustable keyboard tray including a mouse pad, overhead storage cabinets with task lights, a two drawer lateral file with a pencil drawer, and a task chair. There are optional components such as a side chair, a storage tower, a bookcase or an additional lateral file. There are four electrical outlets in this size station. Larger stations have six outlets. All the outlets are located just below the worksurface level. The isolated outlet intended for the computers is orange in color to distinguish it from the others. The worksurfaces are adjustable in one inch increments. The standard worksurface height is inches. Space Standards Components There are two components to the City and County of Denver Space Standards; overall office space standard and individual office space standard. Generally, it is expected that both components of the office space standards would be met. It is recognized that some exceptions to the standards will be necessary in the best interest of the City and County of Denver and that these exceptions will be managed on an individual basis. 7

9 Individual Office Space Standard The individual office/workstation space standard is based upon the function of the position assigned to that office/workstation. Recommended standard office sizes, using a 13-level size hierarchy in space standards, are as follows: Position Types #-SIZE SPACE STANDARD SCHEME PRIVATE OFFICE WORKSTATION District Attorney and Auditor PO sq. ft. NR District Court Judges PO sq. ft. NR Department Managers (i.e. Manager of Revenue); City Council; County Court Judges Mayor s Office of ; Independent Agency Heads; Deputy Department Managers; Agency Director; Division Director PO sq. ft. NR PO sq. ft. NR Deputy Division Director PO sq. ft. NR Attorney PO sq. ft. NR Special Circumstances PO sq. ft. NR Probation Offices; Paralegals; Victim Advocates; Investigators and Special Circumstances Department Manager / Supervisor 815+ PO sq. ft. NR W5 NR 96 sq. ft. Engineers, Plan Checkers, and Supervisors 810+ Admin, Clerical, all job positions in 600 level and up to 809 W4 NR 80 sq. ft. W3 NR 64 sq. ft. Interns / Seasonal W2 NR 48 sq. ft. Interns / Seasonal W1 NR 36 sq. ft. * NR Not Recommended ** Workstations assumed to be furnished with systems furniture 8

10 Space Layouts OFFICE TYPE: W1 Title: Interns Office Size: 36 sq. ft. Furniture Components: 1 corner unit for monitor; 2 24 deep worksurfaces; 1 binder storage with flipper doors; 1 pedestal file cabinet; 1 articulating keyboard tray; 1 task light (under binder storage); 1 task chair; 1 coat hook Alternate Components: ergonomic accessories; paper management Furniture Finish: Sandstone Budget: $ $2500 *Final costs can vary dependent on: freight; labor; shared panels; existing product; price increases; storage units / ergonomic accessories; construction costs 9

11 OFFICE TYPE: W2 Title: Clerical with limited filing; Customer Service Clerks Office Size: 48 sq. ft. Furniture Components: 1 corner unit for monitor; 2 24 deep worksurfaces; 2 binder storage bins with flipper doors; 1 lateral file with 2 drawers and pencil drawer; 1 articulating keyboard tray; 2 task lights (under binder storage); 1 task chair; 1 coat hook Alternate Components: ergonomic accessories; paper management Furniture Finish: Sandstone Budget: $ $ 2500 *Final costs can vary dependent on: freight; labor; shared panels; existing product; price increases; storage units / ergonomic accessories; construction costs 10

12 OFFICE TYPE: W3 Title: Admin, Clerical all job descriptions in 600 level up to 809 Office Size: 64 sq. ft. Furniture Components: 1 corner unit for monitor; 3 24 deep worksurfaces; 2 binder storage bins with flipper doors; 1 lateral file with 2 drawers and pencil drawer; 1 articulating keyboard tray; 2 task lights (under binder storage); 1 task chair Alternate Components: 1 bookcase (3 adjustable shelves); 2 4 drawer lateral file; or Workplace Tower; ergonomic accessories; paper management Furniture Finish: Sandstone Budget: $ $ 5000 *Final costs can vary dependent on: freight; labor; shared panels; existing product; price increases; storage units / ergonomic accessories; construction costs 11

13 OFFICE TYPE: W4 Title: Engineers, Plan Checkers and Supervisors 810+ Office Size: 80 sq. ft. Furniture Components: 1 corner unit for monitor; 3 30 deep worksurfaces; 2 binder storage bins with flipper doors; 1 lateral file with 2 drawers and pencil drawer; 1 articulating keyboard tray; 2 task lights (under binder storage); 1 task chair; 1 guest chair; 1 P-Top worksurface; 1 4 drawer lateral file or bookcase or workplace tower Alternate Components: ergonomic accessories; paper management Furniture Finish: Sandstone Budget: $ $ 6000 *Final costs can vary dependent on: freight; labor; shared panels; existing product; price increases; storage units / ergonomic accessories; construction costs 12

14 OFFICE TYPE: W5 Title: Unit / Associate Directors; Supervisors / Managers; Senior Technical Professionals; Special Circumstances (Normally in a W3) Office Size: 96 sq. ft. Furniture Components: 1 corner unit for monitor; 3 30 deep worksurfaces; 2 binder storage bins with flipper doors; 1 lateral file with 2 drawers and pencil drawer; 1 articulating keyboard tray; 2 task lights (under binder storage); 1 task chair Alternate Components: 1 bookcase (3 adjustable shelves); 2 4 drawer lateral file; or Workplace Tower; ergonomic accessories; paper management Furniture Finish: Sandstone Budget: $ $ 7000 *Final costs can vary dependent on: freight; labor; shared panels; existing product; price increases; storage units / ergonomic accessories; construction costs 13

15 OFFICE TYPE: PO 1 Title: Probation Offices; Paralegals; Victim Advocates; Investigators and Special Circumstances Office Size: 108 sq. ft. Furniture Components: 1 30 d x 72 w bullet conference top; 2 24 deep worksurfaces; 2 binder storage bins with flipper drawers; 1 articulating keyboard tray; 2 task lights (under Binder Storage); 1 task chair; 2 tackboards (under Binder Storage); 1 guest side chair Alternate Components: ergonomic accessories; paper management Furniture Finish: Sandstone Budget: $ $ 3000 *Final costs can vary dependent on: freight; labor; shared panels; existing product; price increases; storage units / ergonomic accessories; construction costs 14

16 OFFICE TYPE: PO2 Title: Special Circumstances Office Size: 120 sq. ft. Furniture Components: 1 30 d x 72 w bullet conference top; 2 24 deep worksurfaces; 2 binder storage bins with flipper drawers; 1 articulating keyboard tray; 2 task lights (under Binder Storage); 1 task chair; 2 tackboards (under Binder Storage); 2 guest side chairs Alternate Components: ergonomic accessories; paper management Furniture Finish: Sandstone Budget: $ $ 3000 *Final costs can vary dependent on: freight; labor; shared panels; existing product; price increases; storage units / ergonomic accessories; construction costs 15

17 OFFICE TYPE: PO3 Title: Attorney Office Size: 140 sq. ft. Furniture Components: 1 30 d x 72 w bullet conference top; 2 24 deep worksurfaces; 2 binder storage bins with flipper drawers; 1 articulating keyboard tray; 2 task lights (under Binder Storage); 1 task chair; 2 tackboards (under Binder Storage); 2 guest side chairs Alternate Components: ergonomic accessories; paper management Furniture Finish: Sandstone / Maple Budget: $ $ 5000 *Final costs can vary dependent on: freight; labor; shared panels; existing product; price increases; storage units / ergonomic accessories; construction costs 16

18 OFFICE TYPE: PO4 Title: Deputy Division Director Office Size: 196 sq. ft. Furniture Components: 1 30 d x 72 w bullet conference top; 2 24 deep worksurfaces; 2 binder storage bins with flipper drawers; 1 articulating keyboard tray; 2 task lights (under Binder Storage); 1 task chair; 2 tackboards (under Binder Storage); 3 guest side chairs; 1 3 adjustable shelves bookcase; 1 5 drawer lateral file; 1 42 round table Alternate Components: ergonomic accessories; paper management Furniture Finish: Sandstone / Maple Budget: $ $

19 OFFICE TYPE: PO5 Title: Mayor s Office of ; Independent Agency Heads; Deputy Department Managers; Agency Director; Division Director Office Size: 224 sq. ft. Furniture Components: 1 30 d x 72 w/ bullet conference top; 2 24 deep worksurfaces; 2 binder storage bins with flipper drawers; 1 articulating keyboard tray; 2 task lights (under Binder Storage); 1 lateral file with 2 drawers and pencil drawer 1 task chair; 2 tackboards (under Binder Storage); 3 guest side chairs; 1 3 adjustable shelves bookcase; 1 5 drawer lateral file; 1 48 round table Alternate Components: ergonomic accessories; paper management Furniture Finish: Sandstone / Maple Budget: $ $

20 OFFICE TYPE: PO6 Title: Department Managers (i.e. Manager of Revenue); City Council; County Court Judges Office Size: 224 sq. ft. Furniture Components: 1 30 d x 72 w / bullet conference top; 2 24 deep worksurfaces; 2 binder storage bins with flipper drawers; 1 articulating keyboard tray; 1 lateral file with 2 drawers and pencil drawer; 2 task lights (under Binder Storage); 1 task chair; 2 tackboards (under Binder Storage); 3 guest side chairs; 1 3 adjustable shelves bookcase; 1 5 drawer lateral file; 1 48 round table Alternate Components: ergonomic accessories; paper management Furniture Finish: Custom Cherry Budget: $ $7500 *Final costs can vary dependent on: freight; labor; shared panels; existing product; price increases; storage units / ergonomic accessories; construction costs 19

21 OFFICE TYPE: PO7 Title: District Court Judges Office Size: 320 sq. ft. Furniture Components: 1 30 d x 72 w/ bullet conference top; 1 24 deep worksurfaces; 2 binder storage bins with flipper drawers; 1 articulating keyboard tray; 1 lateral file with 2 drawers and pencil drawer; 2 task lights (under Binder Storage); 1 task chair; 2 tackboards (under Binder Storage); 3 guest side chairs; 2 3 adjustable shelves bookcase; 1 5 drawer lateral file; 1 48 round table; 1 sofa; 1 coffee table and 1 end table Alternate Components: ergonomic accessories; paper management Furniture Finish: Custom Cherry Budget: $ $ 10,000 *Final costs can vary dependent on: freight; labor; shared panels; existing product; price increases; storage units / ergonomic accessories; construction costs 20

22 OFFICE TYPE: PO8 Title: District Attorney and Auditor Office Size: 384 sq. ft. Furniture Components: 1 executive desk; 2 24 deep worksurfaces; 2 binder storage bins with flipper drawers; 1 articulating keyboard tray; 1 lateral file with 2 drawers and pencil drawer; 2 task lights (under Binder Storage); 1 task chair; 2 tackboards (under Binder Storage); 3 guest side chairs; 2 3 adjustable shelves bookcase; 1 5 drawer lateral file; 1 48 round table; 1 sofa; 1 coffee table and 1 end table Alternate Components: ergonomic accessories; paper management Furniture Finish: Custom Cherry Budget: $ $ 10,000 *Final costs can vary dependent on: freight; labor; shared panels; existing product; price increases; storage units / ergonomic accessories; construction costs 21

23 Moving Responsibilities and Policies Agencies should expect to find their new space in move-in condition. Similarly, space being vacated must be cleared of all equipment and furnishings by the coordinated move date(s). Unless other arrangements have been made, the agency or department is responsible for moving costs. To assure a smooth transition for all moving units, the following issues should be considered: Moving Out Agencies vacating space are responsible for returning that space to a move-in condition. Agencies may remove and take with them all equipment they purchased which is not considered a permanent part of the building or room (e.g., items such as custom telecommunication equipment and data hubs). Equipment and furnishings that were acquired within a building-project budget are considered to belong to Facilities Management and stay with the building. They may not be removed without permission from Facilities Management. Installed equipment that serves other building occupants may not be removed without coordination with the other users. Routine maintenance and other repair needs should be brought to the attention Facilities Management by the agency vacating the space. Repairs for damages beyond ordinary wear-andtear and the cost for the removal of remaining equipment and furnishings will be charged to the agency leaving the space. Moving In Facilities Management normally will be responsible for preparing vacated space for the next occupants. Services provided include necessary painting, custodial services, and routine maintenance. A minimum of one full week should be allowed in the schedule for this work, and planning for these activities should provide as much lead-time as possible. Custom remodeling, installation of equipment, installation of networking equipment, and any extraordinary preparations will be subject to service fees and will require additional time in the schedule. Remodeling projects should be coordinated with the Facilities Management, Technology Services, and the Division of Real Estate. Moving Assistance Once the space has been approved, the Division of Real Estate will coordinate the arrangements for major moves. However, the agency that is relocating will need to encumber funds to pay for the move. 22

24 Moving Checklist Communication is the key to a smooth move. The sooner you inform the various departments about your move, the smoother your move will be. Heat ticket submitted to Technology Services to move computers; Heat ticket submitted to Technology Services to move phone/faxes (see move contacts) Arrange with Division of Real Estate and Prestige Corporate Relocation the move of all; Separate work order for wall mounted shelving to be moved & identify wall to be mounted; Facilities work order for new nametags; Notify Facilities Management of move to schedule cleaning of new space; Notify Facilities Management for carpet cleaning needing to be done in new space; Notify Central Services regarding move; Pack all items in desk, bookcases, and file cabinets pack fragile items separately and label with your new cube number; Pack personal items separately as it is employee responsibility to move personal items and label with your new cube number; Label all furniture, equipment, etc. and crates/boxes with name and office number or cubicle location; Label your computer and your phone and be sure to leave them on the desk. The movers will move the computer and Technology Services will move your phone; and LEAVE all keys in your locks you will be charged for any missing keys Ergonomics and Special Keyboard Trays If you have a special keyboard tray or special ergonomic requirements please notify your move contact so that we can accommodate you. Keyboard trays can be moved immediately, and station changes will be scheduled as soon as possible. After the Move Once the moves are complete, some workstations will not be complete due to missing product that we may have to order. If products need to be ordered, please allow up to six weeks for delivery. FM will be coming to visit you 1 to 2 weeks following your move. 23

25 Move Contacts TASKS DEPARTMENT CONTACT To move computers/printers Tech Services To receive moving boxes Real Estate To move phones & faxes & Tech Services update directory Extra Trashcans / Recycle Facilities Management Desiree.mondragon@denvergov.org Bins Signage - Nameplates Facilities Management Desiree.mondragon@denvergov.org Key Requests Facilities Management Desiree.mondragon@denvergov.org Badge Access Facilities Management Desiree.mondragon@denvergov.org Painting Facilities Management Facilities.Helpdesk@denvergov.org Furniture FM / RE Desiree.mondragon@denvergov.org Carpet Cleaning/Shampoo Hard floor cleaning Facilities Management Desiree.mondragon@denvergov.org 24

26 Furniture Standards The purpose of implementing furniture standards is to provide City staff with functional high quality office furnishings in the most cost effective and expedient manner possible. Selection criteria for furniture standards includes durability, compatibility with existing systems, environmental considerations, guarantees and warranties, life cycle cost, ergonomics, quality, local dealer support and installation expertise. 1. Departments can purchase their own furniture with their departmental funds but all furniture purchases must be processed through Facilities to insure a uniform standard and quality. It is the Divisions of Facilities Management and Real Estate s intention to standardize around one brand and limited styles of furniture 2. If a department decides it no longer needs a piece of furniture it should be moved to storage at their expense. Furniture removed, can be used elsewhere in the Webb building and no longer belongs to that agency. 3. An agency can request used furniture from storage, if available, it will be moved at the department s expense to their location. 4. When new positions and offices are created, the hiring agency will contact Facilities Management and Real Estate to order standard furniture for new staff. 5. If an individual desires to move or a department wants an individual to move from one office to another and/or requires additional furniture, then the department is responsible for the move and/or the additional furniture expenses. 6. Furniture standard for offices require wood-style furniture for appearance and presentation issues. All furniture for the remaining departments will be the building standard. 7. All furniture moves must be requested through Facilities Management at If you need to purchase new furniture, please call Kasha Przywitowski at for assistance. 8. All furniture repairs must be requested through Facilities Management at