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    Title:

    Space Management Policy

    Publication date:

    5/26/2021

    Effective date:

    5/26/2021

    BRIEF

    Policy Summary

    This policy and its supporting processes establish the guidelines for the management of Lawrence Berkeley National Laboratory (Berkeley Lab) space as a critical mission-readiness resource in a strategically planned, principled, efficient, and cost-effective manner.

    Who Should Read This Policy

    • All members of the Laboratory community are affected by this policy.
    • A smaller set of people drive the policy's implementation, including the Laboratory Director, Deputy Director for Operations (and designees), Associate Laboratory Directors, Division Directors (of scientific and operations divisions), and staff assigned to manage Berkeley Lab space allocation and utilization.

    To Read the Full Policy, Go To:

    The POLICY tab of this wiki page

    Contact Information

    • Senior Advisor to the Deputy Director for Operations
    • Berkeley Lab Campus Planning, Facilities, [email protected]

    Title:

    Space Management Policy

    Publication date:

    5/26/2021

    Effective date:

    5/26/2021

    POLICY

    A. Purpose

    This policy and its supporting processes establish the guidelines for the management of Lawrence Berkeley National Laboratory (Berkeley Lab) space as a critical mission-readiness resource in a strategically planned, principled, efficient, and cost-effective manner.

    B. Persons Affected

    All members of the Laboratory community are affected by this policy. A smaller set of people drive the policy's implementation, including the Laboratory Director, Deputy Director for Operations (and designees), Associate Laboratory Directors (ALDs), Division Directors of scientific and operations divisions, and the staff assigned to manage Laboratory space allocation and utilization.

    C. Exceptions

    None

    D. Policy Statement

    1. General: Space is a scarce, strategic resource, and plays a critical role in support of Berkeley Lab's mission readiness, defined as the capability of existing facilities and infrastructure to enable delivery of the scientific mission. To ensure Laboratory researchers can meet mission requirements and that Berkeley Lab's strategic objectives are attained at a reasonable cost, the Laboratory assigns and reassigns multi-program research, office, and other support space as missions evolve and requirements change. Berkeley Lab's space management policy supports the optimal use of space as a mission-readiness resource in a strategically planned, principled, efficient, and cost-effective manner, which minimizes disruption of program activities.
    2. Space Ownership and Stewardship
      • All space belongs to the Laboratory Director. The Director has delegated the implementation of space policy and the authority to allocate space to the Deputy Director for Operations.
      • Space is allocated to Berkeley Lab scientific and operations divisions for their programmatic use. These organizations serve as stewards of their assigned space allocations and must ensure space under their stewardship is used in accordance with the Laboratory's policy and procedures guiding space management.
    3. Space Management Principles: Effective space management is fundamental to Berkeley Lab's mission readiness. The following principles are guidelines for space allocation and utilization:
      • Manage transparently. Space must be managed in a consistent manner and in accordance with established and clearly communicated principles and processes.
      • Manage proactively. Space must be maintained and/or returned by each tenant division to ensure appropriate stewardship. If a space is anticipated to be vacant for an unknown period of time, the space must be returned to the Laboratory for a more strategic use.
      • Optimize productivity. Space is allocated and used to maximize the productivity of Laboratory employees.
      • Use as designed. Each space is to be used for the purpose for which it was designed. Conversion of space to serve a different purpose may be done only with the prior written approval of the Deputy Director for Operations.
      • Give research priority. Research has priority for space over operations.
      • Allocate research laboratory space to divisions. Scientific divisions are allocated research space to meet their program requirements.
      • Contiguous research space. Optimal space allocation supports the contiguity of space allocations for research programs, including contiguity of space allocations for programs collaborating across divisional lines (e.g., programs within an ALD area or another broad, organized research effort).
      • Proximate laboratory and office space. In buildings containing both offices and laboratories, groups with laboratory space in the building have priority for the associated office space. If a building has insufficient office space for those working in its laboratories, the laboratory personnel have priority over operations staff for office space in nearby buildings, as available. If a research program depends significantly on a major facility (e.g., the Advanced Light Source, 88-Inch Cyclotron, Molecular Foundry, etc.), the research program has priority for adjacent and nearby office and laboratory space.
      • Allocate office space. This section is under development and will be aligned with the policies implemented through the Future of Work efforts. Off-site Space Under certain circumstances, off-site space may be leased to accommodate Laboratory needs. The Deputy Director for Operations has designated the Facilities Division as the sole authorized agent for the acquisition of leased space for the Laboratory. See the Leased Space Program policy.
      • Off-site space acquisition is governed by a variety of University policies, and the Laboratory must also comply with 48 CFR 917.74 and Clause I.112 of Contract 31 in making any agreement for real property. All rental rates and tenant improvement costs must be appropriately justified as required by Contract 31, Clause H-1: Laboratory Facilities. In addition to lease agreements, this policy applies to other real estate transactions, including licenses, easements, etc.
    4. Space at the University of California at Berkeley (UC Berkeley)
      • Each division using space in a UC Berkeley-managed facility to conduct Laboratory-funded research must report the building, room, and percentage of space used by Berkeley Lab at the beginning and end of occupancy, and upon any change to the percentage of space used by the Laboratory. This information will be reported to the Facilities Division Space Planning Office.
      • Note: Donner Laboratory, located on the UC Berkeley campus, is a Laboratory-managed facility. The official Laboratory designation for Donner Laboratory is Building 1.

    E. Roles and Responsibilities

    1. Laboratory
      • The Laboratory Director has delegated the implementation of this policy and the authority to allocate space to the Laboratory Deputy Director for Operations, with support from Facilities Division Campus Planning and in consultation with senior lab leadership. Requests for exemptions to this policy must be approved in writing by the Deputy Director for Operations.
    2. Scientific and Operations Divisions
      • Each division is responsible for managing its allocated space in accordance with the Laboratory's space management policy, principles, and procedures.
      • Each division director (or designee) is responsible for assignment of laboratory and office space to members of the division or unit. If program needs within a division exceed the division's assigned amount of space, the division director may ask their ALD for another space within their directorate area. If there is not sufficient space within an area, the request may be raised to senior management.
      • Each division designates a division space coordinator, who serves as the point of contact for the division's space information.
      • The division space coordinator works with staff from the Facilities Division Campus Planning Department to establish and maintain accurate and timely space data in the institutional space database. The division space coordinator has access to the space database to create space reports and plans in support of division space management.
    3. Facilities Division
      • Supports the management and utilization of space, both on-site and off-site.
      • The Facilities Division Campus Planning Department maintains the institutional space database, provides consultation and support for space-utilization planning for the institution and for divisions, and assists in the coordination of space renovation and moves. Members of the Facilities Division provide staff support to the Deputy Director for Operations and senior management.
    4. Procurement
      • Assists in conducting a search for off-site space, as needed, obtains Department of Energy (DOE) and UC approvals, and facilitates execution of the lease.
      • Administers payments for tenant improvements, rent, and operating expenses.

    F. Definitions/Acronyms

    No special terms

    G. Recordkeeping Requirements

    As noted in Section E(3) above, a database system containing space-utilization information is maintained by the Facilities Division Campus Planning Department.

    H. Implementing Documents

    I. Contact Information

    • Senior Advisor to the Deputy Director for Operations
    • Berkeley Lab Campus Planning, Facilities, [email protected]

    J. Revision History

    Date

    Revision

    By Whom

    Revision Description

    Section(s) Affected

    Change Type

    1/2/2012

    1

    L. Young

    Prepare for wiki

    All

    Minor

    11/13/2015

    2

    E. Ford

    New committee and review process

    Various

    Major

    3/8/2017

    2.1

    M. Stoufer

    "Associate Laboratory Director for Operations" updated to "Deputy Director for Operations)

    All

    Editorial

    12/17/2020


    D. Soustin

    Updated Contract 31 I clause numbers as per mod 1105

    Source Requirement Documents

    Editorial

    5/26/2021

    2.2

    L. Freeman

    Periodic review with clarification while major updates re. remote work are under development.

    All

    Minor

    Title:

    Space Management Policy

    Publication date:

    5/26/2021

    Effective date:

    5/26/2021

    PROCEDURES

    A. Space-Utilization Review

    Space plays a critical role in support of Berkeley Lab's mission readiness, which is the capability of existing facilities and infrastructure to enable delivery of the scientific missions assigned. To ensure the optimal use of space on an ongoing basis, Berkeley Lab will conduct regular space-utilization reviews.
    Utilization of research laboratories, office space, and storage areas will be reviewed biennially by teams appointed by the Deputy Director for Operations, Division Directors, or their designees and supported by staff from the Facilities Campus Planning Department. The goals are to define a common set of fundamental space types that enable delivery of the scientific mission, measure amount of space, and assess the degree of use. Ratings defined by the Department of Energy (DOE) Laboratory Operations Board will be assigned to indicate the degree of utilization of each space. Data will be reported to the DOE and the Deputy Director for Operations, and shared with the entire Laboratory. Divisions are expected to consider underutilized space within their own space allocations before requesting new space from the Laboratory. When Laboratory space is no longer being well utilized, the division has a responsibility to manage space proactively and to return it to the institution (Berkeley Lab) if the space is no longer needed. In the case of overuse, the division must mitigate the issue promptly.
    When responding to requests for new space, the Deputy Director for Operations, in consultation with the appropriate ALD, and with support of the Senior Advisor to the Deputy Director for Operations and the Facilities Division Campus Planning Department, may work with a division that is managing underutilized space to reassign the space to another division in need of space.

    B. Changes in Use of Space

    Laboratory space. Major modifications to a laboratory or conversion of laboratory space for non-laboratory use should be approved in writing by the Deputy Director for Operations in advance. When a divisional laboratory space is vacated for other use, the releasing division must ensure that the space is cleared of materials and equipment and is devoid of any contamination. Financial responsibility for the space returns to the Laboratory when the space has been cleared and decontaminated.
    Office space. No notice to (or approval by) the Deputy Director for Operations is required when a single divisional office space is vacated and reassigned for immediate reuse by the same division. Reuse of the vacated office spaces will be reviewed for consistency with Laboratory-wide mission-readiness needs and space management principles. When divisional office spaces are vacated for use by another division, the releasing division must ensure that the spaces are clean and cleared of materials. Berkeley Lab's Archives and Records Office can assist with the proper storage and disposition of scientific records.

    C. Requests for Space

    When a division has new space needs, it must examine all possibilities to optimize space efficiencies within its existing space allocations and consult with the division ALD before submitting a request for additional space.
    ALDs and division directors work together to resolve space issues when reallocations take place across division lines. Interdivisional negotiations may result in a mutually beneficial plan for strategic changes in space assignments involving several divisions. All reassignments of space between areas must be approved in writing by the Deputy Director for Operations. Divisions can submit requests for new space, or for help with space modification, on an as-needed basis throughout the year. These requests will be considered in relation to available resources. For detailed information on submitting a space request, contact the Facilities Campus Planning.
    Periodic space-utilization reviews provide supporting data for space related considerations. The Senior Advisor to the Deputy Director for Operations will review new space-use proposals, along with spaces identified as candidates for satisfying the requests. The Senior Advisor to the Deputy Director for Operations will present recommendations to the senior management, who makes final decisions on space requests. The Deputy Director for Operations (or designee) communicates space-assignment changes to the areas involved.

    D. Funding Space Renovation and Moves

    Costs related to moving into or alterations to newly assigned space are normally borne by the incoming area/division. When moves are required by the Laboratory, costs will be borne by Laboratory overhead and/or the benefiting division.

    E. Off-site Space

    Under certain circumstances, off-site space may be leased* to accommodate Laboratory needs. The Facilities Division has been designated by the Deputy Director for Operations as the sole authorized agent for the acquisition of leased space for the Laboratory. Should off-site space be needed, the division (or other entity) needing it must first send a request to the Deputy Director for Operations (or designee) for approval. Upon approval, the Facilities Division will assist the division in assessing the amount, type, and other parameters of need and will engage the Procurement Department to acquire appropriate space.
    Off-site space acquisition is governed by a variety of University policies, and the Laboratory must also comply with 48 CFR 917.74 and Clause I.112 of Prime Contract 31 in making any agreement for real property. The Procurement Department will assist in conducting a search for space, as needed, obtain DOE and UC approvals, and facilitate execution of the lease. The Facilities Division will manage modifications, tenant improvements, and moves to the newly leased space. All rental rates and tenant improvement costs will need to be appropriately justified as required by Contract 31, Clause H-1: Laboratory Facilities.
    Once the Laboratory has taken beneficial occupancy of the space, it commences the payment of rent. The Procurement Department administers payments for tenant improvements, rent, and operating expenses. The use of such space is guided by all applicable Laboratory Space Management policy and procedures.
    During the term of the lease, tenants must notify the Facilities Division of any needed major modifications and/or improvements to the leased space. Upon request, the Facilities Division may assess the specific parameters of the desired modifications, engage the Procurement Department to obtain the approvals required, and manage such modifications.
    The Facilities Division and Procurement Department will manage and conduct activities associated with closeouts upon the termination of any lease agreement.
    *Note: In addition to lease agreements, this policy applies to other real estate transactions including licenses, easements, etc.


    DOCUMENT INFORMATION

    Title:

    Space Management Policy

    Document number

    12.04.001.000

    Revision number

    2.2

    Publication date:

    5/26/2021

    Effective date:

    5/26/2021

    Next review date:

    5/26/2022

    Policy Area:

    Space

    RPM Section (home)

    Asset Management

    RPM Section (cross-reference)

    Section 1.20

    Functional Division

    Facilities

    Prior reference information (optional)

    RPM Section 1.20

    Source Requirements Documents

    • Berkeley Lab Senior Management requirement
    • 48 CFR 917.74, Acquisition, Use, and Disposal of Real Estate
    • Contract 31, Clause I.112, DEAR 952.217-70, Acquisition of Real Property (MAR 2011) (prev. I.070)

    Implementing Documents

    • No labels