As part of the County’s Facilities Asset Management Program, the County of Marin’s Space Planning Management Guidelines were created to aid all County departments when considering space planning projects. A space planning project is defined as a project involving the remodeling, addition/subtraction or relocation of existing department facilities. The goal of space planning is to assure the highest quality of design, functionality, aesthetics and to create a productive working environment.
General Space Planning Process
Step 1
Each department must submit a Space Planning Request Form.
Step 2
Programming: defined as the research, information gathering and the decision-making process that identifies the scope of work and the project objectives. Information includes number of offices and work stations, functionality, adjacency and operational requirements and other user needs. Note, space plan design is not produced in this step.
Step 3
Feasibility Analysis: After the sign off of the program, analysis will be done to identify available area, funding source(s), space analysis, schedule impacts and other “big picture” factors such as need for temporary relocation, move issues, etc.
Step 4
Preliminary Space Planning Design: Site plans, floor plans, elevations, details, etc. may be developed to articulate the functional layout of the space. Cost estimates may be produced and time schedules determined. The design will be checked for adherence to various design standards. Items such as furniture, telephone, data planning/installation will be considered.
Step 5
Approvals: After department sign off of the preliminary space plan design, through the recommendation of DPW/CAO, the County Administrator ultimately approves the design, funding and gives authorization to proceed with detailed design and construction.
Step 6
Detailed design development and construction drawings are produced. Updated cost estimates and schedules are given and verified with the department. At this stage, scope changes and other preliminary design details are not considered.
Step 7
Permitting: After department sign off of construction documents, the necessary building permits will be obtained, if required.
Step 8
Bidding: contractors will submit bids for work and DPW/CAO will issue final award after verification of budget. Change orders (changes made after the bidding process) should be avoided.
Step 9
Construction / temporary relocation and/or move.
Step 10
Move in: This process is general in nature. Other steps may be added or deleted depending on project size and objectives. Depending on the nature of the project, these steps may be done by either County staff or by an outside consultant. Note, once sign-offs are obtained, changes to work will typically involve contract modifications, cost and schedule impacts.
Department Involvement
Each department who submits a Space Planning Request form should have a point of contact that will oversee the project from beginning to end. This person should be knowledgeable of the inner workings of the department and be responsible for information gathering and communication coordination among the user groups, for participation in team meetings and for obtaining needed user group and department head sign offs.
Each department who submits a Space Planning Request form should have a point of contact that will oversee the project from beginning to end. This person should be knowledgeable of the inner workings of the department and be responsible for information gathering and communication coordination among the user groups, for participation in team meetings and for obtaining needed user group and department head sign offs.
Important Questions to Ask
- Define the user group’s function, purpose and relationship to other County department and the public.
- Can this group work independently from the department in an offsite location?
- Are there any funding sources and/or grants that can pay for this project?
- How many office and work stations are needed? What type of support spaces are needed?
- What are the critical adjacencies for this work group both within the group and with the department?
- What other special considerations or equipment needs are there?
- Do you anticipate that this group will need to be relocated during construction?
Typical Square Footage for Various Spaces
The following is a table of office types and furniture found in a typical office as well as the space that should be planned to accommodate them.
| Item |
Square Footage Required |
| Work Station |
50 - 70 |
| Large Work Station |
75 - 90 |
| Office |
90 - 110 |
| Department Head Office |
200 - 240 |
| Administration Workroom |
120 - 140 |
| Small Conference Room |
100 - 120 |