Space Management Policy
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 designee and supported by staff from the Facilities Space Planning Office. The goals of the Space Utilization Reviews are to define a common set of fundamental space types that enable delivery of the scientific mission, measure the amount we have and, assess the degree of use. Ratings defined by the Department of Energy Laboratory Operations Board will be assigned to indicate the degree of utilization of each space. Data will be reported to the DOE, 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 Associate Laboratory Director, and with support of the Senior Advisor to the Deputy Director for Operations and Facilities Division Space Planning Office, 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 to the SIGB.
Associate Laboratory Directors 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. If proposals involve more than one ALD area, these plans must be submitted to the SIGB for evaluation and approval before implementation. All reassignments of space between divisions must be approved in writing by the Deputy Director for Operations. To provide an orderly and transparent process, and because space modernization may be required in assignments of additional space, the space request procedure links institutional space planning with the annual Berkeley Lab Unified Project Call process for institutional project identification, prioritization, and funding (see Uni-Call policy).
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 off-cycle from the Uni-Call process, contact the Facilities Project Portfolio Manager.
Biennial space utilization reviews provide supporting data for the annual space call and related considerations. A list of available and underutilized Berkeley Lab spaces will be developed and maintained. 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 SIGB, who makes final decisions on space requests. The Deputy Director for Operations communicates space-assignment changes to the divisions involved.
D. Funding Space Renovation and Moves
Costs related to moving into or alterations to newly assigned space are normally borne by the incoming 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 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.70 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 DOE's Standard Operating Practice on Real Estate Management, dated 1/10/2005.
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.