The IRS National Workspace Standards (NWS) is a facilities planning and space allocation tool for all individual workspaces and support spaces in new construction, renovation, and relocation projects for the IRS. It is intended for use by IRS FMSS project managers, designers, and other stakeholders. The Taxpayer Assistance Center (TAC) Design Guide is a supplement to the NWS, intended to be used as a detailed space planning and design guide for all Taxpayer Services (TS) TAC sites.

Purpose: The IRS furniture standards provide policy for selecting furniture and equipment specifically designed for efficiency in a quality work environment as detailed in the IRS NWS and IRS Office Design Handbook (ODH).

Compliance with these standards and application of the principles described in IRS NWS and IRS ODH:

Audience: Facilities Management and Security Services (FMSS).

Policy Owner: Chief, FMSS.

Program Owner: Associate Director, Project Management.

Primary Stakeholders: This IRM is intended for use by FMSS Territory Managers (TM), project managers, interior architects and designers, and IRS business units (BU).

The increased mobility of IRS employees, initiated by the Telework Enhancement Act of 2010, created an opportunity to update the individual workspace standards and support space standards for non-campus IRS space. Furniture and equipment for office-based and mobile workers were updated to support the effects of modernization in terms of electronic communications such as fewer employees requiring assigned seating in the office and the reduction in the need to store paper.

The workspace, furniture and equipment standards as detailed in the IRS NWS incorporate space allocation and furniture standards with facility planning guidelines to provide appropriate working environments for IRS employees while using space efficiently and reducing long term facility costs.

The two concepts that drive the overall design of an IRS facility are:

The IRS NWS planning tool was designed to meet the following objectives:

Space is allocated to each employee based on a limited number of typical footprints as appropriate to the function. The job series and pay plan are listed in tables that are used to map the employee to one of the typical workspace types. The SRM in the STAR tool employs this process to help the PM allocate space appropriately while planning for space projects.

The FMSS Office Planning and Design (OPAD) staff provides subject matter expertise on the NWS, the space design process, and the furniture planning and acquisition program. FMSS Territories will coordinate with the OPAD staff to validate the appropriate amount of space has been allocated for a real estate project based on the NWS and to deliver design services using interior architecture and design principles to modernize IRS workspace.

Generally, finishes of surfaces are chosen to provide a decreasing reflectance from ceiling to floor. Avoid a highly polished or reflective work surface, especially in the area surrounding the computer screen(s). It is recommended that the work surface be of a medium-value color to minimize eye fatigue.

It is advisable to use light-value, neutral colors for file and storage cabinets, a portion of the acoustical partitions, and all other large or tall furniture components because they provide a more spacious appearance as well as allow for long-term layout flexibility.

Accent colors may be used in selecting chair upholstery, a portion of the acoustical partitions, paint, and other finishes for walls, and artwork.

Furniture finishes are not specified in the IRS NWS and may be selected for each project. Project Managers must follow the guidelines offered in the Desk Guide to Project Management and Office Planning and Design (OPAD) training materials for guidance on selection of finishes and materials, as well as obtaining agreement from end-users on the general color scheme palette.

Artwork plays an important aesthetic role in office environments and public areas. Tastes vary in artwork, as a result, the OPAD staff and/or project designer is involved in the selection of art. For design continuity, the artwork should be integrated into the overall office design. Various forms of artwork can be used effectively in completing the color scheme and providing a visual break for occupants.

The New Deal program Art-in-Architecture (A-i-A) developed "percent for art" programs, a structure for funding public art still utilized today. This program gave one half of one percent of total Estimated Construction Costs (ECC) of all government buildings to purchase contemporary American art for that structure. IRS aligns with this practice to develop a baseline estimate for new construction projects, when budget allows. For smaller budget projects, consider using a standard $0.30 per usable square foot if artwork is appropriate to the scope and when budget allows.

Interesting prints are available in many sizes, covering a wide variety of themes. Pictures of local sites may be especially appealing.

Textiles in the form of wall-hangings or acoustical tiles on the walls may be effective in some areas; however, choosing fire-retardant, soil-resistant fabrics is important.

Other forms of artwork include murals, sculptures, photographs, and large ceramics.

Plants add variety and color to the open office. Artificial plants are generally most economical, considering they can be used for longer periods of time. Artificial plants must have a fire-retardant rating and be cleaned regularly. Other uses of plants are:

Employee orientation is required to achieve maximum, proper utilization of any new furniture workspace or equipment.

Orientation should include, but not be limited to:

Photographs and actual workspace models can be provided for employees to see before installation when new furniture is to be introduced. Vendors are often amenable to send products without obligation for a trial period. When acquiring furniture for testing or demonstration, each office should follow the guidelines as set forth in IRM 1.14.4, Personal Property Management.

Demonstration and testing of equipment or other tangible items with a commercial vendor must be prearranged through the Contracting Officer as well as the Property Officer. The Property Officer’s prior approval must be obtained so that any property provided for demonstration or testing is cleared to enter or exit the building.

When equipment or tangible item(s) are to be left for demonstration or testing, the Contracting Officer will notify the Property Officer and give the vendor written dates of the demonstration or test dates and when the equipment or tangible item(s) is to be removed.

A post-occupancy evaluation must be conducted 90 days after installation of any new workspace furniture.

Post-occupancy evaluations are conducted to assure:

Furniture purchased from a new supply source should be evaluated after installation based on the following criteria:

The role of the FMSS Project Manager requires a greater sensitivity and awareness of requirements for persons with disabilities. To provide an appropriate work environment for those with special needs, it is often necessary to modify existing furniture and equipment, including those areas accessible to taxpayers. Such modifications are referred to as Reasonable Accommodations (RA).

An employee who has a special need requiring an accommodation will follow the process outlined in IRWorks under “Reasonable Accommodation Requests”, using Form 13661, Reasonable Accommodations Request Form. A Reasonable Accommodation Coordinator (RAC) is assigned to help facilitate the process. The RAC submits an IRWorks case ticket to FMSS regarding the need and coordinates with FMSS on the timeframe for action.

FMSS Project Managers will research alternatives and provide options to the RAC as quickly as possible to ensure the needs are appropriately addressed.

A post-occupancy evaluation of any newly designed workspace or installed equipment will be conducted 90 days after installation to ascertain if the solution adequately addressed the need.