Part 1: Operating and Transportation

Home / Budget / State Budget 2027-29 / 2027-29 Budget Instructions / Part 1: Operating and Transportation / Chapter 09: Facility Costs

Chapter 09: Facility Costs

Last modified: June 1, 2026

Agency 2027-29 biennial budget requests are due to OFM by Monday, September 14, 2026.

In This Section

Introduction

Six-Year Facilities Plan

Facility Cost Template

Template Field-Specific Guidance

Decision Package Addendum

Addendum Field-Specific Guidance

Appendix: Template Fields by Action Type

Introduction

The goal of Chapter 9 is to improve facility cost transparency and long-term planning. To this end, the Office of Financial Management (OFM) is changing its biennial Six-Year Facilities Plan timeline and deliverables to align with the budget development process. Beginning this cycle, Six-Year Facilities Plan instructions are now incorporated into Chapter 9, and all six-year planning agency deliverables will be due with other budget materials in September via the Agency Budget System (ABS). This change improves process efficiency and supports more integrated planning and budgeting by encouraging agencies to consider facility needs across their full portfolio in the context of evolving workplace practices and current fiscal constraints.

Chapter 9 deliverables include the Facility Cost Template, which has been updated to capture high-level six-year planning data, and a new Decision Package (DP) Addendum for projects that collects more detailed information on project scope, cost, and rationale.

Agencies Required to Participate

All agencies are required to participate except the following agencies and institutions, which are exempt from all Chapter 9 requirements.

Commodity commissions
Four-year and two-year higher education institutions
School for the Blind
Center for Deaf and Hard of Hearing Youth
Washington State Historical Society
Eastern Washington State Historical Society

Contact Information

If you have any questions about the Chapter 9 process or deliverables, contact your assigned OFM facilities analyst or email the OFM Facilities Oversight and Planning team at ofmfacilitiesoversig@ofm.wa.gov.

Six-Year Facilities Plan

RCW 43.82.055 directs OFM to work with state agencies to develop a biennial Six-Year Facilities Plan outlining the long-term facility needs of state government to ensure cost-effective planning and the efficient use of space. The Six-Year Facilities Plan is the state’s primary planning and budgeting framework for long-term facility needs.

The data we collect this year will be used to: (1) document agency plans to right-size their physical footprint and (2) support the 2027-29 budget development process, with a focus on efficiency, consolidation, colocation, and closing full leases where possible. Right-sizing space includes evaluating current and projected staffing levels, hybrid work patterns, and utilization of existing space, as well as identifying opportunities to consolidate or reduce footprint before pursuing new or expanded space. As agencies embrace hybrid work, it is important that we strive to be as efficient as possible, particularly as we navigate a challenging budget climate.

In-Scope Facilities

Beginning this cycle, all facility space types are in scope for six-year planning. This is a change from previous years when the Six-Year Facilities Plan focused solely on office space. This process change aligns with the Facility Cost Template, which includes an agency’s full inventory of owned, leased, and receivable facilities. Expanding the scope allows for a more complete view of facility needs, costs, and opportunities across an agency’s portfolio. It also improves transparency at the statewide level and provides the Legislature and other decision-makers with a more comprehensive look at facility costs and long-term planning.

Timeline and Deliverables

The Facility Cost Template replaces the Agency Desired Plan used in previous cycles and captures planned actions for all locations over the three biennia covered by the plan. For Six-Year Facilities Plan projects, agencies will submit a DP Addendum, which replaces the Project Request Form from previous cycles.

Agencies will submit their Facility Cost Template and any DP Addendums with the rest of their budget materials in September via ABS. OFM encourages agencies to engage early with their assigned OFM facilities analyst and budget advisor when developing facility plans or considering new projects to support alignment on agency need, project scope, and budget considerations.

OFM will review project requests and align the final 2027-33 Six-Year Facilities Plan with the Governor’s proposed 2027-29 budgets. OFM must submit the plan to the Legislature by January 1, 2027, and will publish a dashboard with all planned actions on its public-facing website at that time.

Planned Actions

The table below defines the planned actions available in the Facility Cost Template. To facilitate consistent labeling, OFM will assign a more specific Six-Year Facilities Plan Project type based on the agency’s project description.

For the first time, OFM has included project types related to the capital and transportation capital budgets to gain a more comprehensive view of facility planning across the state’s portfolio. To avoid duplicative reporting, these project types require a limited amount of data in the six-year planning section of the Facility Cost Template and do not require a DP Addendum. Refer to the Appendix tab for a summary of which Facility Cost Template fields are required by action type. Additional details are available in the field-specific guidance.

Agencies must choose one planned action for each location, inclusive of fiscal years 2028 through 2033. If there are multiple actions planned over the next three biennia, prioritize actions planned for the 2027-29 biennium, or those occurring first if not within the 2027-29 biennium, and add a note about additional plans in the Facility Cost Template.

To highlight projects underway that will be completed prior to fiscal year 2028, such as a closure, consolidation or relocation, add a note in the Facility Cost Template row associated with the existing facility that is closing or downsizing.

Planned Action	Definition
No Action	No planned change for an owned facility or a lease that will not end during the six-year planning cycle.
Renew	Renewing an existing lease with no change in square feet.
Six-Year Facilities Plan Project	A facility-related action identified through the Six-Year Facilities Plan that is not submitted through a capital or transportation capital budget request, excluding routine maintenance (scheduled, recurring building repair). These actions may include changes in square feet or location and support agency planning and future budget development. One-time improvements are considered a project when the cost is $500,000 or more. Examples: Relocating from a private lease and downsizing into a state-owned facility, obtaining new space, closing a facility, expanding or downsizing current space, remodels/renovations, etc.
10-Year Capital Plan Project	A long-term facility investment included in an agency’s 10-Year Capital Plan and submitted through the capital budget process. Example: Elevator Modernization Project
Transportation Capital Project	A facility improvement or change submitted and funded through a transportation capital program and reported to OFM through the Transportation Executive Information System. Examples: Relocating or obtaining new space to house a capital program.
Minor Works Project	A facility improvement project that (1) costs between $25,000 and $2,000,000, (2) is expected to be completed within the biennium, and (3) is submitted through the capital budget process. Examples: New roof or HVAC upgrades

In addition to the Facility Cost Template, agencies must submit a Decision Package (DP) Addendum for Six-Year Facilities Plan Projects that meet all of the following criteria. Refer to the DP Addendum section of this chapter for more details.

Do not have an approved modified pre-design (MPD).
Will occur in the 2027-29 biennium (FY 2028 and FY 2029).
Have an associated DP.

Additional Requirements for Major Leases

RCW 43.82.035 requires major leases to be included in the 10-year capital plans. A major lease project is defined as a new space or expansion project over 20,000 square feet. Agencies must provide a separate operating budget policy level DP for major lease projects. This budget DP may contain multiple projects over 20,000 square feet and should fully describe the business need for each new space. Include general location and square footage along with responses to all DP questions.

Facility Cost Template

The Facility Cost Template includes an agency’s full inventory of facilities as currently reported in the Facilities Portfolio Management Tool (FPMT), which is the system of record for Washington’s inventory of state-owned and leased facilities.

OFM has developed an updated Facility Cost Template that is now available as a report in FPMT. Refer to the Facility Cost Template job aid for instructions on how to run the report. If you need access to FPMT, refer to the Request New User Account job aid.

The template includes separate tabs for leased/receivable and owned facilities, as applicable, and some pre-populated data, such as location, space type, square feet, and lease terms. Data is current as of the date the report is downloaded. If your agency needs to add or update inventory data, OFM recommends completing these updates in FPMT before downloading the Facility Cost Template.

Agency Coordination

Most FPMT users are in a facilities-related role. Agency budget staff must coordinate with their internal agency facilities counterparts to download and populate the template. OFM encourages agencies to engage early with their assigned OFM facilities analyst and budget advisor when developing facility plans or considering new projects to support alignment on agency need, project scope, and budget considerations.

New Campus Functionality

OFM collected campus data from agencies earlier this year to enable new campus rollup functionality in the Facility Cost Template. In addition to campus names, agencies indicated whether they wanted the system to apply this functionality for each campus. When enabled, FPMT will automatically format the template in a way that allows agencies to report base budget and fiscal year costs as a single line item for campuses.

Agencies will initially see this functionality for leased locations as base budget and fiscal year costs are not required for owned facilities at this time. If campus data was supplied to OFM, agencies will see their owned locations organized by campus, but there will be no cost fields to populate. OFM is working toward collecting base budget and fiscal year cost data for all facilities in the future and will enable this functionality for owned campuses when this data becomes required.

If your agency needs to add or update campus data in FPMT, refer to the Campus Data job aid for step-by-step instructions.

Completing the Template

Follow the steps below when downloading and populating the Facility Cost Template. More detailed field-specific guidance is available in the following section.

If you need to add or revise inventory data, update FPMT before running the Facility Cost Template report.
Download your agency’s template from FPMT (Agency tile menu-Reports-Facility Cost Template). Refer to the Facility Cost Template job aid for detailed instructions.
OFM recommends reviewing the pre-populated template data before manually entering data in the spreadsheet. If you need to make a correction or add a facility, update the system and rerun the report. If you do not wish to rerun the report:
1. Correct the data in the spreadsheet, change the cell fill color to flag the correction, and update your agency’s inventory data in FPMT.
2. Use the blank rows provided at the bottom of the table to enter missing facilities. Also update FPMT to add the facility to the state’s inventory.
Populate the template based on the field-specific guidance. If you have any questions, contact your assigned OFM facilities analyst.
When completed, upload the Facility Cost Template and any DP Addendums to ABS with your agency’s budget submittal.

Template Field-Specific Guidance

Leased and Receivable Facilities

The collapsed headings correspond to the sections in the Facility Cost Template spreadsheet.

Facilities Portfolio Management Tool (FPMT) Data

Six-Year Facilities Plan Action

This section captures key data for the 2027-33 Six-Year Facilities Plan. Please work with your agency’s internal facilities staff to complete this information.

If a project has an approved MPD, the template data should match the terms in OFM’s approval memo.
If your agency is planning to acquire brand new space or relocate to an unknown location, use the blank rows provided at the bottom of the table to capture data about the new facility. You may add additional rows if needed.
Do not duplicate costs or square feet between the existing data and the new location. For example, if your agency is relocating, treat the existing UFI row as a closure, enter 0 for the estimated new square feet and $0 for ongoing costs once the location will no longer be obligated to the agency. Enter $0 one-time cost unless you are detailing costs specific to the closure itself. The new square feet, new ongoing cost, and one-time relocation cost would be captured in the blank rows at the bottom of the table.
Enter the new facility data as follows:
- Populate the New Space Type as defined in the table above.
- Populate an Agency Control ID or Campus Name if applicable.
- Populate the City and County if known.
- Populate all fields in the Six-Year Facilities Plan Action section. Enter the new space square feet and total project cost in this section. Also include the project one-time cost in the applicable fiscal year field(s).
- Populate $0 in the Total Agency Funded Base Budget field.
- Populate the fiscal year ongoing costs as applicable. Enter $0 until costs are anticipated to begin at the new location. Use OFM’s market rates to estimate the new ongoing cost.

Field	Description
Action Type	Defaults to Renew or No Action based on the contract end date. Update the field if there is a planned project for this facility. Choose from Six-Year Facilities Plan Project, 10-Year Capital Plan Project, Transportation Capital Project, and Minor Works Project. Refer to the Six-Year Facilities Plan section of this chapter for action type definitions. For Six-Year Facilities Plan Projects, OFM will assign a more specific project type based on the project description.
Project Fiscal Year Start	Populate for all project types. This field is not required for No Action and Renew. Enter the fiscal year the project will begin. Choose from FY 2028 through FY 2033. To highlight a project underway that will be completed prior to FY 2028, add a note in the Agency Notes/Assumptions field.
Project Fiscal Year End	Six-Year Facilities Plan Projects only. Enter the fiscal year the project will end. Choose from FY 2028 through FY 2035. If your planned project will end later than FY 2035, add a note in the Agency Notes/Assumptions field.
Project Description	Enter a brief description for all project types. Describe what is changing and why. For Transportation Capital Projects, include the Transportation Executive Information System Budget Identification Number (BIN). If your agency is consolidating into an existing location in the state’s inventory, include the FPMT unique facility identifier (UFI) or common building name if known.
Will there be a change in SF?	Six-Year Facilities Plan Projects only. Select Yes if your project involves a decrease or increase in square feet. Otherwise, select No.
If SF is changing, estimated new SF	Six-Year Facilities Plan Projects only. If you selected Yes for a change in square feet, populate the estimated new square feet. If your project requires a DP Addendum, use the addendum to calculate the estimated new square feet. For outyear projects (FY 2030–FY 2033), populate the best estimate available with current information.
Estimated Total Project Cost	Populate for all project types. For Six-Year Facilities Plan Projects that require a DP Addendum, use the addendum to calculate the estimated total project cost. Also populate the one-time cost in the applicable fiscal year section of the template. For 10-Year Capital Plan Projects and Minor Works Projects, populate the best estimate available and align with the agency’s capital plan. For Six-Year Facilities Plan Projects in the outyears (FY 2030–FY 2033) and Transportation Capital Projects, populate the best estimate available with current information.
Decision Package	Six-Year Facilities Plan Projects only. If your agency is submitting an 8L or 8U for a location with no planned project, add a note in the Agency Notes/Assumptions column. Select Yes if your agency is submitting a decision package for this project. Select No if the project is underway with an approved MPD or if the project is planned for the outyears (FY 2030–FY 2033). Select Existing Funds when your agency plans to pay for the project with existing agency funds. This option applies to: (1) new projects or (2) projects underway with a change in project scope or cost. If this is a new project that involves acquiring, expanding or relocating space, your agency must submit an MPD for project approval. If there is a change to an existing approved project, your agency must submit a Change of Conditions.
Type of Budget	Populate for all project types. Select the budget associated with this facility project.

Base Budget

Fiscal Years 2028-2031

This section is required for all action types.

The template captures both ongoing and one-time costs for each fiscal year in the four-year outlook and will calculate total agency need. OFM will reconcile this data with 8Ls, 8Us, and other relevant decision packages.

Populate the cost fields based on the desired planned action for each location.
- The template will pre-populate ongoing costs for receivable facilities that are included in the Central Service Model (CSM).
If your agency is planning a Six-Year Facilities Plan Project, populate the associated one-time costs in the applicable fiscal year field and adjust the ongoing costs for existing locations accordingly if they will change.
Enter $0 when there is no cost associated with the field or when a cost has ended or not begun yet at a particular location.
For relocations, treat the existing facility row as a closure and enter $0 for all costs once your agency is no longer obligated to the facility. Only report one-time costs in this row if they are specific to the closure itself.
If your agency is planning to acquire brand new space or relocate to an unknown location, use the blank rows provided at the bottom of the table to capture data about the new facility. Use OFM’s market rates to estimate the new ongoing cost.

Field	Description
Lease Cost	Enter the total annual base rent for this location by fund source (General Fund State, Other Funds, or Federal). If the lease is scheduled to renew in FY 2027 or during the four-year outlook and your agency plans to remain in place, ensure your rent cost reflects the renewal rate. Use the actual renewal rate if known. If unknown, use your agency’s standard process for escalating the lease renewal cost and detail your assumptions in the Agency Notes/Assumptions field. If your agency does not have an established process, use OFM’s CPI-U Calculator (instructions). Be mindful of any planned changes, such as downsizing square feet, when you calculate your renewal costs.
Operating Costs	Enter the total annual operating cost not included in the base rent for each location by fund source (General Fund State, Other Funds, Federal). Include the following types of operating costs: custodial, energy, refuse, water/sewer, grounds, maintenance and repair, pest control, road clearance, and security. Do not include programmatic or staff-related costs. If you have questions about which operating costs to include, contact your assigned OFM facilities analyst.
Total Projected	Template calculated field: Lease Cost plus Operating Costs
Total Need	Template calculated field: Total Projected minus Total Agency Funded Base Budget.
Receivable Lease Rent	The template pre-populates this data from FPMT and assumes the cost will last through the four-year outlook. If you need to make a correction (e.g., changing the rent rate or removing the income), update the data in the spreadsheet and change the cell fill color to flag the correction.
Receivable Lease Cost Recovery	If your agency charges a sublease tenant separately for any costs beyond the rent amount (e.g., utilities), enter the total amount for the fiscal year. Do not include programmatic and staff-related costs.
One-Time Costs (Operating/Transportation)	Enter any one-time costs being requested in the operating or transportation budget. If your agency is planning a project that requires a DP Addendum, use the addendum to calculate the estimated one-time cost. If your agency is planning a project in the outyears (FY 2030–FY 2033), populate the best one-time cost estimate available based on current information.
One-Time Costs (Capital/Transportation Capital)	Enter any one-time costs being requested in the capital or transportation capital budget.

Notes/Assumptions

Owned Facilities

The collapsed headings correspond to the sections in the Facility Cost Template spreadsheet.

Facilities Portfolio Management Tool (FPMT) Data

Six-Year Facility Planned Action

This section captures key data for the 2027-33 Six-Year Facilities Plan. Please work with your agency’s internal facilities staff to complete this information.

If a project has an approved MPD, the template data should match the terms in OFM’s approval memo.
If your agency is planning to acquire new owned space or replace an owned facility that has been or will be demolished, capture all new space project details, including square feet and costs, in the blank rows provided at the bottom of the table. You may add additional rows if needed.
Do not duplicate costs or square feet between the existing data and the new location. If you are replacing an owned facility, report 0 square feet as the estimated new square feet. Only report one-time costs if they pertain to demolishing the existing location. Otherwise, report $0.
Enter the new facility data as follows:
- Populate the New Space Type as defined in the table above.
- Populate an Agency Control ID or Campus Name if applicable.
- Populate City and County if known.
- Populate all fields in the Six-Year Facilities Plan Action section. Enter the new space square feet and total project cost in this section.

Field	Description
Action Type	Defaults to No Action. Update the field if there is a planned project for this facility. Choose from Six-Year Facilities Plan Project, 10-Year Capital Plan Project, Transportation Capital Project, and Minor Works Project. Refer to the Six-Year Facilities Plan section of this chapter for action type definitions. For Six-Year Facilities Plan Projects, OFM will assign a more specific project type based on the project description.
Project Fiscal Year Start	Populate for all project types. This field is not required for No Action. Enter the fiscal year the project will begin. Choose from FY 2028 through FY 2033. To highlight a project underway that will be completed prior to FY 2028, add a note in the Agency Notes/Assumptions field.
Project Fiscal Year End	Six-Year Facilities Plan Projects only. Enter the fiscal year the project will end. Choose from FY 2028 through FY 2035. If your planned project will end later than FY 2035, add a note in the Agency Notes/Assumptions field.
Project Description	Enter a brief description for all project types. Describe what is changing and why. For Transportation Capital Projects, include the Transportation Executive Information System Budget Identification Number (BIN). If your agency is consolidating into an existing location in the state’s inventory, include the FPMT unique facility identifier (UFI) or common building name if known.
Will there be a change in SF?	Six-Year Facilities Plan Projects only. Select Yes if your project involves a decrease or increase in square feet. Otherwise, select No.
If SF is changing, estimated new SF	Six-Year Facilities Plan Projects only. If you selected Yes for a change in square feet, populate the estimated new square feet. If your project requires a DP Addendum, use the addendum to calculate the estimated new square feet. For outyear projects (FY 2030–FY 2033), populate the best estimate available with current information.
Estimated Total Project Cost	Populate for all project types. For Six-Year Facilities Plan Projects that require a DP Addendum, use the addendum to calculate the estimated total project cost. For 10-Year Capital Plan Projects and Minor Works Projects, populate the best estimate available and align with the agency’s capital plan. For Six-Year Facilities Plan Projects in the outyears (FY 2030–FY 2033) and Transportation Capital Projects, populate the best estimate available with current information.
Decision Package	Six-Year Facilities Plan Projects only. If your agency is submitting an 8U for a location with no planned project, add a note in the Agency Notes/Assumptions column. Select Yes if your agency is submitting a decision package for this project. Select No if the project is underway with an approved MPD or if the project is planned for the outyears (FY 2030–FY 2033). Select Existing Funds when your agency plans to pay for the project with existing agency funds. This option applies to: (1) new projects or (2) projects underway with a change in project scope or cost. If this is a new project that involves acquiring, expanding or relocating space, your agency must submit an MPD for project approval. If there is a change to an existing approved project, your agency must submit a Change of Conditions.
Type of Budget	Populate for all project types. Select the budget associated with this facility project.

Notes/Assumptions

Decision Package Addendum

The Decision Package (DP) Addendum collects details about project scope, cost, and rationale. A life cycle cost analysis (instructions) must be submitted with the DP Addendum for any new or expanded space requests over 20,000 square feet.

A DP Addendum is required for planned actions that meet all of the following criteria:

Labeled as Six-Year Facilities Plan Project on the Facility Cost Template.
Do not have an approved Modified Pre-Design (MPD).
Will occur in the 2027-29 biennium (FY 2028 and FY 2029).
Have an associated decision package (DP).

In addition to No Action and Renew, the following scenarios do not require a DP Addendum:

Six-Year Facilities Plan Projects underway with an approved MPD.
Six-Year Facilities Plan Projects that will occur in the outyears (FY 2030–FY 2033).
Projects that do not have an associated DP and will use existing funds. These projects require an MPD instead.
Projects labeled as 10-Year Capital Plan Project, Transportation Capital Project, or Minor Works Project on the Facility Cost Template.

DP Addendums and Modified Pre-Designs

RCW 43.82.035 requires OFM to establish and maintain a modified pre-design (MPD) process for approving agency requests to acquire, expand, or relocate a state facility through lease or purchase. Most space requests will begin with the six-year planning process, and if a project is included in the Six-Year Facilities Plan and the Governor’s proposed budget, the project DP and DP Addendum can serve as the MPD if all of the following conditions are met:

The project is funded in the enacted budget.
There are no material changes to the original project terms.
The agency sends an email with a copy of the DP and DP Addendum to OFM (1) indicating intent to move forward with the project and (2) requesting MPD approval.

If a project is funded in the enacted budget and there are material changes to the project terms, the agency must submit an updated DP Addendum when requesting MPD approval. A material change is a change in project scope and/or an increase in cost compared to the funding level approved in the budget.

Space requests that occur outside of the standard Six-Year Facilities Plan process require a Modified Pre-Design (MPD) form (instructions). These scenarios include:

Emergencies, such as: (1) immediate work stoppage, (2) office closures occurring within six months, and (3) initiated cancellation clauses.
Legislative Directive: A change in space directed in a proviso that is not included in the current Six-Year Facilities Plan.
Temporary Request: Space to be occupied for 12 months or less.
Space Efficiencies: A change in space that will result in savings in the four-year outlook.
Existing Funds: Projects that will be paid for using existing agency funds that cannot be identified as another project scenario type.

All projects over 20,000 square feet and/or facility leases over 10 years require a life cycle cost analysis (instructions) to be submitted with the MPD form.

Importantly, whether MPD approval is received through the six-year planning process or the MPD form, agencies must submit a Change of Conditions (instructions) if there is an increase in lease term, square feet, or ongoing or one-time costs after initial approval is received.

A completed Project Outcome Form (instructions) and a PDF of the final floor plan must be submitted to the OFM Facilities Oversight and Planning program at ofmfacilitiesoversig@ofm.wa.gov within 90 days of building occupancy.

If you have questions about the process or need assistance with a form, contact your assigned OFM facilities analyst.

Completing the Addendum

Follow the steps below when downloading and populating the DP Addendum. More detailed field-specific guidance is available in the following section.

Download the DP Addendum from OFM’s website. Refer to the addendum overview on the previous page for which project types require an addendum.
The amount of data required varies by project type. If your agency will remove a facility from the inventory (i.e., close, dispose or demolish) and will not relocate or replace the facility, you may stop entering data after capturing the projected one-time costs.
When an addendum is required, ensure the estimated square feet and cost values in the Facility Cost Template match the associated calculated fields in the DP Addendum.
Upload the completed DP Addendum(s) and Facility Cost Template to ABS with your agency’s budget submittal.

Addendum Field-Specific Guidance

DP Addendum Field-Specific Guidance

The collapsed headings correspond to the DP Addendum form sections.

SECTION ONE: CURRENT FACILITY INFORMATION AND UTILIZATION

SECTION TWO: PROJECT INFORMATION

Field	Description
Is the project a colocation with another agency?	Select Yes if the project involves colocating with another agency. Otherwise, select No. Colocation means sharing a location or facility with another agency, where common resources are shared (i.e., lobby, break rooms, restrooms etc.).
If yes, which agency?	If the project involves colocation, enter the agency or agencies you will be colocating with.
Primary Space Type	Space type that accounts for at least 60% of the total square footage. Not a Listed Space Type: Select this option if the dropdown does not include the applicable primary space type. Classroom (110): A room or space used primarily for instructional classes that is not tied to a specific subject or discipline by equipment in the room or the configuration of the space. To be used by a degree-granting educational program. Training Room (120): A space serving an office and used primarily for staff and public training activities and is not tied to a degree-granting educational program. Laboratory (270): A space used for laboratory experimentation, research or testing. Office General (310): An office space housing staff, community volunteers, contractors, state agency partners or community partners working towards the agency mission in another capacity that does not fit within the criteria listed in the definitions for Administrative, Services, Field, and Project. Office Administrative (311): An office space housing staff primarily dedicated to administrative support for the agency mission. These offices typically have high telework eligibility. Examples include but are not limited to HR, IT, and Finance. Office Services (312): An office space housing staff primarily dedicated to direct delivery of services to the public. These offices typically have low telework eligibility. Examples include but are not limited to driver license examination facilities, unemployment benefit offices and community services offices. Office Project (313): An office space housing staff primarily dedicated to a major project in support of the agency mission. Examples include but are not limited to engineers, design teams and planning teams. Office Field (314): An office space housing staff primarily dedicated to conducting physical activities and processes in a specific area, outside of the traditional office environment. These operations may have a minimal in-office component, such as reporting and other paperwork. Field offices typically have low telework eligibility. Examples include but are not limited to maintenance offices, oversight and support offices, program offices, and community offices. Conference Room (350): A space serving an office complex that is used primarily for staff meetings and public activities. Library (420): A space used to house arranged collections of educational materials for use as a study resource. Hearing Room (502): A hearing room is a facility characterized by specific space configuration or special purpose equipment that limits the use of the space to hearing activities or closely related activities. Other (590): Only to be used for those spaces or facilities that cannot be described with other codes and definitions. Food Facility (630): A space used for eating, including dining halls, cafeterias, snack bars, restaurants and similar eating areas. IT Communication (710): A space used as a data or telecommunications center with applications that are broad enough to serve the overall administrative needs of a central group of users, department or agency. Shop (720): A space used for the manufacture, repair or maintenance of products and equipment. Storage (730): A space or building that is used to store equipment or materials. Vehicle Storage (740): A structure that is used to house or store vehicles. Health Care (800): All patient care areas that are located in separately organized and budgeted health care facilities. Residential (900): Facilities that provide housing for staff, patients, inmates and visitors.
Secondary Space Type	Secondary space type if applicable.
Requested County	The county where the project is planned.
Requested City	The city where the project is planned.
Requested Effective Start Date	The requested lease start date or occupancy date if in an owned facility.
Requested Lease Term	The lease term in years. Note: A lease term greater than 10 years requires a life cycle cost analysis.
Cancellation Clause	Select Yes if a cancellation clause is required. Note: If a cancellation clause is required for this project, expect a higher cost for rent.
Existing Facilities in the Area	Does your agency have existing facilities in the area? If so, why can’t you consolidate within your existing space?

SECTION THREE: COSTS

This section includes formulas. Enter your data in the gray fields.

Field	Description
One-Time Costs	This section gives agencies the opportunity to request one-time costs based on their own set of assumptions as opposed to OFM’s standard assumptions. Enter your agency’s requested one-time costs in the provided fields. These are required fields, even if OFM’s assumptions are being used. DES Fees: These fees are from the DES fee structure, which can be found on their website. Tenant Improvement: The cost of construction to modify a facility to meet agency business needs. This one-time cost is typically due at the beginning of the lease start period. Technology/Infrastructure: Any cabling, network, server rack, and phone system costs required for the agency to move into the facility. New Furniture: The cost of purchasing new furniture for the facility. Please follow all state procurement laws for purchases. Relocation Furniture: The cost to move furniture from a previous location to a new location. Moving Staff: The cost associated with moving all items (other than furniture) to the new facility. This may include the cost to move a copier, etc. Building Security: The cost associated with installing security systems in the facility. Example: keycard systems, camera systems, etc. EV Expense: The cost associated with installing one or more EV chargers. Other: This covers any additional one-time costs not already captured that are required for the agency to begin operations.
Agency Cost Assumptions	Detail your agency’s cost assumptions for each entered one-time cost.
Stop here if you are:	Closing, demolishing, or disposing space and not relocating or replacing the facility
OFM Market Rate (annual cost/SF)	Refer to the current OFM Market Rates for office space. Please contact the Department of Enterprise Services for current market rates when the primary space type is not office.
Other	If there are other ongoing costs, enter the annual amount here.
Additional Parking	If there is an additional parking fee, enter the annual amount here.

SECTION FOUR: SPACE ALLOCATION

This section includes formulas. Enter your data in the gray fields. Refer to the telework crosswalks on the Reference Tables tab for additional guidance on user type definitions.

Note: If the total space allocation is over 20,000 square feet, a life cycle cost analysis must be completed.

OFM will use these workspace type counts to calculate a utilization ratio. The total number of offices and cubicles should not exceed the number of resident users. At a minimum, touchdown spaces should have a 3:1 ratio for externally mobile users. The objective is to have 80% utilization of workspaces.

Field	Description
Fully Remote Users	Enter the number of fully remote users (no regularly scheduled days in the office).
Externally Mobile Users	Enter the number of externally mobile users (in office less than 60% of the pay period).
Resident Users	Enter the number of resident users (in office at least 60% of the pay period).
Program Specific Spaces	Enter spaces that are unique to your agency’s business needs and would not easily fit into the definition of workspaces or common spaces (e.g., interview rooms, training rooms, evidence storage, and service delivery lobby). Note: Be sure to include the type of space and the quantity needed in the description field (e.g., interview room X 3).
Office Count	Enter the number of planned offices. An office is an enclosed workspace with floor to ceiling walls.
Cubicle Count	Enter the number of planned cubicles. A cubicle is an open or partially enclosed workspace.
Touchdown Space Count	Enter the number of planned touchdown spaces. A touchdown space is an unassigned space that provides seating in varying forms to conduct work on an irregular basis or for short periods. Do not include multi-purpose surfaces mainly used for eating, staging, or equipment work.
Common Shared Space Types	Enter the number of planned conference rooms, break rooms, restrooms and wellness rooms.
Site Requirements	Enter any program-specific site requirements you have, including but not limited to: EV charging stations, parking, any secure site requirements.

SECTION FIVE: COST ANALYSIS

Appendix: Template Fields by Action Type

Required Template Fields by Action Type

Y=Yes N=No

Facility Cost Template Field	No Action	Renew	Six-Year Facilities Plan Project	10-Year Capital Plan Project	Transportation Capital Project	Minor Works Project
Action Type	Y	Y	Y	Y	Y	Y
Project Fiscal Year Start	N	N	Y	Y	Y	Y
Project Fiscal Year End	N	N	Y	N	N	N
Project Description	N	N	Y	Y	Y	Y
Will there be a change in SF?	N	N	Y	N	N	N
If SF is changing, estimated new SF	N	N	Y	N	N	N
Estimated Total Project Cost	N	N	Y	Y	Y	Y
Decision Package	N	N	Y	N	N	N
Type of Budget	N	N	Y	Y	Y	Y
Total Agency Funded Base Budget	Leased & Receivable Only	Leased & Receivable Only	Leased & Receivable Only	Leased & Receivable Only	Leased & Receivable Only	Leased & Receivable Only
FY 2028–FY 2031 Cost Fields	Leased & Receivable Only	Leased & Receivable Only	Leased & Receivable Only	Leased & Receivable Only	Leased & Receivable Only	Leased & Receivable Only

Field	Description
UFI Number	The facility’s unique facility identifier (UFI) can be found in the Facilities Portfolio Management Tool (FPMT).
Lease Number	The lease number for the current facility, if not owned.
Square Feet	The square footage of the current facility.
Lease End Date	The lease end date for the current facility, if not owned.
City	The city where the current facility is located.
Total Annual Cost	Enter annual cost data for the current facility using actual expenditures from the previous fiscal year.
USER SPACE ALLOCATION	Enter the current facility user counts. Refer to the telework crosswalks on the Reference Tables tab for additional guidance on user type definitions.
Fully Remote Users	Enter the number of fully remote users (no regularly scheduled days in the office).
Externally Mobile Users	Enter the number of externally mobile users (in office less than 60% of the pay period).
Resident Users	Enter the number of resident users (in office at least 60% of the pay period).
SUBLEASE INFORMATION	Enter applicable sublease information related to the facilities above.
UFI Number	The facility’s unique facility identifier (UFI) can be found in the Facilities Portfolio Management Tool (FPMT).
Sublease Number	The contract number for the sublease.
Sublease Square Feet	The sublease square feet.
Sublease End Date	The sublease end date.
Receivable Income	The annual rent received from the sublessee.

Popular Resources:

Popular Resources:

Part 1: Operating and Transportation

Chapter 09: Facility Costs

In This Section

Introduction

Introduction

Agencies Required to Participate

Contact Information

Six-Year Facilities Plan

Six-Year Facilities Plan

In-Scope Facilities

Timeline and Deliverables

Planned Actions

Additional Requirements for Major Leases

Facility Cost Template

Facility Cost Template

Agency Coordination

New Campus Functionality

Completing the Template

Template Field-Specific Guidance

Leased and Receivable Facilities

Owned Facilities

Decision Package Addendum

Decision Package Addendum

DP Addendums and Modified Pre-Designs

Completing the Addendum

Addendum Field-Specific Guidance

DP Addendum Field-Specific Guidance

Appendix: Template Fields by Action Type

Required Template Fields by Action Type