Association Services Manual for Agencies
Located on the Capitol Complex -

Tab 1. Introduction of DAS
Tab 1. Entrepreneurial Management
Tab 1. Customer Council Oversight Role
Tab 1. Table Illustrating Capitol Complex Building Square Footages and Exclusions
Tab 2. Types of Services Provided Under the Association and Leasing Fees
Tab 2. Details and FAQs about GSE Facility/Space Management & Leasing Services
Tab 3. Review & Certification of Space Allocations - FY2007
Tab 4. Contact Information and Dispute Resolution Process
Tab 5. Appendix

TOC
Tab 1.

Introduction

The Department of Administrative Services (DAS) was created July 1, 2003 as a way to streamline state government services, improve services to customers, enhance resource flexibility and save money.  DAS combines the old departments of Personnel, General Services, Information Technology, and the Revenue and Finance Accounting Bureau into a single agency.  DAS is divided into the Human Resources Enterprise (HRE), the General Services Enterprise (GSE), the Information Technology Enterprise (ITE), and the State Accounting Enterprise (SAE). 

The Department's mission is to implement a world-class, customer focused organization that provides a complement of valued products and services to the internal customers of state government.  The business approach, known as "entrepreneurial management" will give customer departments more input about what services and products they buy from DAS. 
TOC

What is "entrepreneurial management"?  Entrepreneurial management is a customer-focused approach to delivering services in a competitive marketplace, where business decisions are motivated by the desire to meet customer needs and by rewards or consequence for financial performance. 

For entrepreneurial management, DAS services have been divided into three categories: 
Ø      Leadership functions are areas of responsibility related to management, oversight and setting policies for DAS products and services.  General Fund appropriations cover the cost of leadership services. 
Ø      Marketplace products and services are those products and services that Executive Branch agencies may purchase directly form any marketplace supplier, including the DAS.  DAS customer agencies pay for the marketplace services they use.  DAS sets marketplace service prices based on direct and indirect costs to provide an assessment of prevailing competitive prices. 
Ø      Utilities are those DAS products and services that Executive Branch agencies are required to use, based on the need to increase enterprise efficiency and maximize economies of scale.  DAS customer agencies that use the services pay the cost of utilities.  Utility rates include direct and indirect costs of providing the service.   
TOC

To set service delivery rates and quality standards for utilities, customer councils have been established.  Customer Councils have made decisions about pricing and packages for utility services, and will provide ongoing input to their respective enterprises.  Throughout the Department of Administrative Services, we are seeking customer input for both utility and marketplace services, using that input to shape an agenda for change to better meet customer needs. 

The General Services Enterprise (GSE) Customer Council established utility rates for five service areas: Facilities/Space Management (Association Services), Leasing services, Mail services, Procurement services, and Fleet.  The information presented in this material is intended to encompass only the Leasing and Facilities/Space Management associated rates and services. 
TOC
Tab 1.

What is the General Services Enterprise "Association Fee and Leasing Fee"? 

For the facilities/space management category, the council set association fees to cover space management costs and custodial and facility maintenance costs associated with buildings, infrastructure, and parking lots at the Capitol Complex.  In addition to the direct and indirect cost review, an independent contractor has assessed the square footage for each building and agency resident on the Capitol Complex.  Building space and associated costs not associated with agency activities (Ceremonial Space) were excluded from the totals to be allocated.  A total of four rates were set to collect the fee, based on space location: (1) Office space at the Capitol Complex, (2) Storage space at the Capitol Complex, (3) Leased space at the seat of government (Polk County), and (4) Leased space outside the seat of government. 

The table below identifies building square footage assessed in the Association Fee for FY 2007:

Effective 7/1/06 - 4/30/07 Effective 5/1/07 - 6/30/07 Building Rentable Sq. Footage Rentable Sq. Footage  Capitol 25,102 25,102 Capitol Complex Maintenance 26,254 26,254 Grimes State Office Building 112,683 112,683 Hoover State Office Building 274,552 274,552 IWD - 150 Des Moines Street 23,442 23,442 IWD - 1000 E. GRAND 107,732 107,732 Jessie Parker Building 113,365 113,365 Ankeny Labs Facility 175,956 175,956 Lucas State Office Building 226,002 226,002 Historical Building 33,281 33,281 Ola Babcock Miller Building 27,420 27,420 Public Safety Building 0 102,727 Vehicle Dispatch 18,476 18,476 Wallace State Office Building 166,873 166,873 Total Rentable Sq. Footage 1,331,138 1,433,865

Note:  Square footages allocated to Ceremonial Space are not represented in the table above.
Ceremonial Space Locations Include:
(1) All Legislative, Judicial and Public Areas in the Capitol Building
(2) Legislative areas in the Ola Babcock Miller Building
(3) Main Lobbies and Exhibit Space in the State Historical Building
(4) Monuments on the Capitol Complex Grounds

TOC
Tab 2. What types of services are provided under the "facilities/property management and leasing" category?

Property Management & Leasing:	Capitol Complex Maintenance Services:
Space Management - Staff is responsible for assignment of office space on the Capitol Complex and in leased locations at the Seat of Government/Polk County and surrounding counties.  Staff also coordinates and facilitates office moves either on campus or in leased spaces at the Seat of Government/Polk County and surrounding counties.  (See appendix for Office Space Management Rule Chapter 100 Capitol Complex Operations 11-100.6(8A) Office space management.	Facility Maintenance - Mechanical system support covers heating, ventilation and air conditioning systems (excluding HVAC systems for computer rooms). [1]
Leasing Services at Seat of Government - Staff locates, negotiates, manages and monitors leasing contracts for leased facilities at the seat of government. [2]	Grounds Activities - Regular mowing, trimming, nursery, landscaping and snow removal. [1]
Leasing Services Outside Seat of Government - Staff supports and coordinates leasing activities outside the Polk County area serving as liaison between the agency and Executive Council.  Staff performs legal review of lease contracts and maintains lease database. [3]	Life, Health and Safety System Maintenance - Assures proper operation of critical systems such as fire alarms, sprinklers, and automation systems. [1]
	Lock Shop - Key security, internal recordkeeping and regular maintenance for designated key ways on the Capitol Complex and Ankeny lab facility.  [1]
	Custodial Services - Core cleaning of restrooms, vacuuming, hard floor care, trash/recycling, snow removal and general cleaning. [1]
See appendix for additional detail on services.	See appendix for additional detail on services.

TOC
Tab 2.

Details and Frequently-Asked Questions about GSE "Facility/Property Management and Leasing Services".

What method or basis was used to calculate agencies' square footage allocations? Square footage calculations for space on the Capitol Complex are based, in general, upon measurement standards developed by the Building Owners and Managers Association (BOMA) on behalf of the American National Standards Institute (ANSI). The Standard Method for Measuring Floor Area in Office Buildings, ANSI/BOMA Z65.1-1996, recognizes "usable areas," "building common areas" and "rentable areas." "Usable area" is the space within an office suite and includes floor areas taken up by interior walls up to and including the centerlines of demising walls (walls between adjacent tenants). "Building common area" includes corridors, restrooms, mechanical equipment rooms and other shared building areas. "Rentable area" includes "usable area" plus a pro-rated share of the "building common area."

Process for Measuring Spaces: Square footage calculations have been based on electronic drawing files versus actual measurements of office spaces. Measurements have been taken to the centerlines of walls and the calculations include a pro-rata share of common areas in the building. The electronic AutoCAD drawings have been created over time and have been received from various sources. The drawings are considered to be reasonably accurate; however, there may be discrepancies between actual on-site measurements (using a tape measure or laser measuring devise) and the calculations from the electronic drawings. Common areas are defined as areas not typically used as office space but required to provide support services for operation of the building (e.g., restrooms, break rooms, docks, custodial closets, elevators, lobbies and corridors, etc.). Measuring individual conference rooms or office spaces will not provide a calculation comparable to the rentable area calculation that forms the basis for calculating association fees. The General Services Enterprise believes that the resulting proportional allocation of space is more important, more efficient, and just as effective as investing in extensive and expensive on-site measurements for individual agencies. Also, any adjustments to the square footage assignments for one agency will automatically require a comparable adjustment to another agency, since the association fee is based on a fixed total rentable square footage for the entire complex.

How does an agency inquire about an adjustment to their square footage allocation? Requests for Adjustments to Square Footage Calculations Will Be Evaluated as Follows:
1)  Questions about square footage calculations shall first be brought to the attention of General Services Property/Space Management staff for review and consideration. Square footage calculations will be reviewed in accordance with the guidelines for measurement that are outlined in the background information above.
2)  Any adjustments in square footage for one agency will be made only by making a comparable adjustment for one or more other agencies, since the total rentable square footage for the complex is fixed. All affected agencies must agree to the adjustments. Reassignment will also include a comparable adjustment in distributions received and fees paid by the affected agencies.
3)  Adjustments will be made due to inaccurate assignment of an office area, conference room or other space, and subject to an agreed upon reassignment of the room or space to another agency, as per item 2 above.
4)  Where differences between actual on-site measurements and calculations from the electronic drawings are identified, the discrepancies will be reviewed for future reference but not adjusted unless the space can be appropriately reassigned to another agency per item 3 above. The intent of the process is to proportionately designate square footages between agencies.

If this process does not result in satisfactory resolution of the problem, the agency shall contact the Chief Operating Officer of the General Services Enterprise.

Additional points of clarification on policy:
1.  This policy relates to questions, errors or disputes in allocation of space only, and not to requests for vacation or relocation of space.
2.  Written requests for review, clarification or adjustment may be made at any time and shall be directed to Barbara Bendon with copy to Tim Ryburn.
3.  If the issue is not resolved within 30 days, the agency may contact the Chief Operating Officer of General Services Enterprise using the DAS Service Complaint Process.
4.  The effective date of the change will be as mutually agreed between the affected agencies and General Services. The effective date will be based on the first day of the month. There will be no partial month adjustments.
5.  Any requested changes from office space to storage space could have a negative impact upon the total budget for the association and will be evaluated accordingly.
6.  General Services will work with the Department of Administrative Services-Finance to make necessary monetary adjustments to billings.

What method or basis was used to calculate the association rate? The general process for calculating Association Rates is as follows: The total annual budget for facilities and grounds maintenance and custodial services and for space management services divided by the total rentable square footage of executive branch spaces on the Capitol Complex equals the annual association fee per rentable square foot of space. The monthly fee for an agency equals the association fee per rentable square foot times the rentable square feet divided by twelve months.

How can an agency reduce its Association Fee charges?An agency can reduce its Association Fee by reducing the amount of square footage it occupies. However, the withdrawn space must be a minimum increment of 1000 square feet, be of shape and size that can be reasonably assigned to another agency and be readily accessible for occupancy by that new agency. Additionally, the withdrawn space must allow reasonable access to the existing restroom facilities, break room facilities and other common areas within the building.

How does an Agency reduce or increase square footage on the Capitol Complex? To reduce or vacate square footage on the Capitol Complex, the agency should submit a 'Request for Services' (RFS) to DAS-GSE Property/Space Management and complete the appropriate forms. All forms have been included in the appendix section of this reference guide. The forms can also be found on the DAS Web Site at http://das.iowa.gov An agency must provide a minimum 6-month notification period of its desire to decrease square footage. During that 6-month period, the agency will be responsible for continuing payment of the Association Fee. If DAS or the agency identifies a replacement occupant during that 6-month notification period, the agency assuming the space would then be responsible for the related Association Fee. If DAS or the agency has not located a new tenant after the 6-month notification period has expired, then DAS would be responsible for absorbing the costs associated with the vacated space. Again, in order to control costs and limit fluctuations in expenses resulting from vacant space, DAS established the following criteria for vacating space on the Capitol Complex (excluding ceremonial space):

• Tenant acknowledges that the withdrawn space must be a minimum increment of 1000 square feet, be of a shape and size that can be reasonably assigned to another Tenant and is readily accessible for occupancy by a new Tenant.
• Tenant further acknowledges that the withdrawn space must allow reasonable access to the existing restroom facilities, break room facilities and other common areas within the facility.
• Tenant may install adequate equipment, fixtures and machinery for the carrying on of its mission, upon vacating the space, Tenant will be responsible for the cost of removing such equipment, fixtures and machinery installed. Tenant shall also be responsible for any damage to the space caused by such removal or installation and for returning the space back to its original condition with exception to ordinary wear and tear.

To increase the amount of square footage an agency occupies, an agency should submit a 'Request for Service' to DAS Space Management and complete the appropriate forms to include information as to the reason for the request (e.g., increase in FTEs or new programs, special equipment, restructuring of agency), the divisions that your agency proposes to move and the number of people in each division associated with your proposal, and a statement that funds for the request are available, the source of funding and the estimated budget amount and the desired completion date/date of occupancy.  The agency will also need to complete a space allocation form using the DAS-GSE space standards.  These forms can be found in the appendix section of this reference guide or on the DAS Web Site at http://das.iowa.gov.  An agency can request additional square footage at anytime and DAS Space Management will work with the agency to identify vacant space that will meet the agency's specific space needs.  To achieve the most effective and cost efficient use of space, DAS will first attempt to locate available space on complex.  If space on complex is not available, DAS will work with the agency in locating lease space in the metropolitan Des Moines area. 

Tab.4

Association Services and Leasing Services Contact Information:

Property/Space Management or Leasing Inquiries:
Contact: Barbara Bendon
Department of Administrative Services
General Services Enterprise
Hoover State Office Building, Level A
Des Moines, Iowa 50319
Phone: 281-8887 - Fax: 242-5974
E-mail: Barbara.Bendon@Iowa.gov

Unresolved Property/Space Management and Leasing issues should be referred to Paul Carlson at 281-3101 or E-mail: Paul.Carlson@Iowa.gov

All other Association Service Inquiries:

Contact: Customer Service Center
Department of Administrative Services
General Services Enterprise
Customer Service Center
Hoover State Office Building, Level A
Des Moines, Iowa 50319>
Phone: 242-5120 - Fax: 242-5974
E-mail: cust.serv@Iowa.gov

All other unresolved Association issues should be referred to Tim Ryburn at 281-3137 or E-mail: Tim.Ryburn@Iowa.gov

Dispute Resolution Process:
1.  The agency shall first try to resolve the service delivery inquiry or dispute by contacting the program contact persons noted above.
2.  If after 30 days the matter is still not resolved to the agency's satisfaction, contact the Chief Operating Officer of the Department of Administrative Services - General Services Enterprise, Paul Carlson at 281-3101 or E-mail: Paul.Carlson@Iowa.gov.  Refer to the DAS Customer Complaint Process included in the appendix section of this reference guide.
3.  Issues relating to rates and designations of "utility services" may be referred directly to the General Services Enterprise Customer Council. The Customer Council Dispute Resolution Process is included in the appendix section of this reference guide.