TENANT RESOURCES

The Division of Capitol Square Services (DCSS) provides maintenance, operation, repair, and technical support for DGS-managed buildings in the Capital District.

Facility Maintenance and Operation

If your request is for maintenance of an emergency nature (i.e. a broken water pipe, toilet flooding, etc.), call the OFM Service Desk at (804) 786-3578 for prompt service. If an individual does not answer, call Capitol Police at their non-emergency hotline number (804) 786-HELP. OFM has on-call staff available to respond to emergency needs 24 hours a day, seven days a week, including holidays.

For maintenance requests of a non-emergency nature (i.e. uncomfortable air conditioning or heat, a burned-out light, trash not picked up, etc.), please enter a 1stService Request to submit the problem directly to our facilities staff. When the service request has been reviewed and accepted, you will receive an email.

Submit a 1stService Request

OFM uses in-house and contract resources to provide the following services:

Tenant Handbook

The DGS Tenant Handbook sets forth guidelines for agencies and private companies to follow as a tenant occupying a state-owned building that is managed by OFM. The policies and procedures outlined in the Tenant Handbook are provided to ensure facilities and related physical assets meet their intended functions and are maintained in a high quality, cost-effective, and timely manner.

The Tenant Handbook should not be viewed as a comprehensive listing and may not reflect all applicable rules and requirements due to locations being unique and possibly bound by specific regulations. Please contact OFM with any concerns or questions regarding permissible tenant practices.

Building Policies

While the Tenant Handbook outlines many policies and procedures for those occupying DGS-maintained facilities, here are some of the high-profile policies every tenant and visitor should know.

Smoking

Pursuant to Executive Order 41 (2007), no person shall smoke in any building owned or occupied by an executive branch agency or institution. No person shall smoke in or near the exterior doorways of those buildings and must remain a minimum of 25 feet from all entrances and exits. No person shall smoke on the grounds of any building where a nonsmoking area has been designated by means of a posted sign. Smokers should use the proper receptacles for disposal of cigarette butts.

Firearms

It is unlawful for any person to carry any firearm (as defined in §18.2-308.2:2) or explosive material (as defined in § 18.2-308.2) in the following areas:

• The Capitol of Virginia
• Capitol Square and the surrounding area (defined as the grounds, land, real property, and improvements in the City of Richmond bounded by Bank, Governor, Broad and Ninth streets) and the sidewalks of Bank Street extending 50 feet west of the Pocahontas Building entrance and 50 feet east of the entrance of the Capitol
• Any building owned or leased by the Commonwealth or any state agency
• Any office where employees of the Commonwealth or any state agency are regularly present for the purpose of performing their official duties

Visit this page for a downloadable sign to place in applicable areas, as well as versions of the sign in mulitple languages.

Violations are punishable as a Class 1 misdemeanor. Any firearm or explosive material carried in violation of this section shall be subject to seizure by a law-enforcement officer and forfeited to the Commonwealth and disposed of as provided in §19.2-386.28.

This prohibition does not apply to the following while acting in the conduct of their official duties:

• Any law-enforcement officer as defined in §9.1-101
• Any authorized security personnel
• Any active military personnel
• Any fire marshal appointed pursuant to §27-30 when such fire marshal has police powers provided by §27-34.2:1
• Any member of a cadet corps who is recognized by a public institution of higher education while such member is participating in an official ceremonial event for the Commonwealth

The prohibition does not apply to the following in Capitol Square and the surrounding area (defined above):

• Any State Police officer who is off duty
• Any retired State Police officer who has participated in annual firearms training and has qualified to the standards required of active law-enforcement officers in the Commonwealth, in accordance with subsection C of §18.2-308.016.

The prohibition does not apply to the following in any building owned or leased by the Commonwealth or any state agency, or any office where its employees regularly are present for the purpose of performing their official duties:

• Any State Police officer who is off duty

• Any retired State Police officer who has participated in annual firearms training and has qualified to the standards required of active law-enforcement officers in the Commonwealth, in accordance with subsection C of §18.2-308.016

• Any retired law-enforcement officer who has participated in annual firearms training, has qualified pursuant to subsection C of §18.2-308.016, who is visiting a gun range owned or leased by the Commonwealth

• Any of the following employees authorized to carry a firearm while acting in the conduct of such employee's official duties:

  • A bail bondsman as defined in §9.1-185
  • An employee of the Department of Corrections or a state juvenile correctional facility
  • An employee of the Department of Conservation and Recreation
  • An employee of the Department of Wildlife Resources

• Any individual carrying a weapon into a courthouse who is exempt under §18.2-283.1

• Any property owned or operated by a public institution of higher education

• Any state park

• Any magistrate acting in the conduct of the magistrate's official duties

Recycling

DGS maintains and promotes a diverse recycling program for buildings it maintains. Visit the Recycling and Waste Reduction Program to learn more.

Conference Rooms

DGS provides event and meeting space to tenant agencies. For room photos and layouts, conference room policy, and to reserve a conference room online, visit our Conference Rooms page.

Events in Building Common Areas

Tenant and public activities that require use of DGS facilities in spaces not assigned to tenants, such as common use areas of buildings and grounds, plazas, roads and walks, must be approved by DGS in advance of the event. Examples include organizational and group gatherings, speeches and lectures, advertising, fundraising, photographic and film productions, etc. All events must be sponsored by an agency.

To request permission to hold an event in a building common area, complete this form and return it to DGS at the contact listed on the form. To find more information, see the Events section of the Tenant Handbook.

Relocation Services

DGS offers services to state agencies within the Capitol Square Complex related to space planning, remodeling and move coordination. Services are provided through a combination of in-house and contract resources charged to the customer on a project-specific basis.

Services include:

• Space planning: Interior design, architectural and engineering services
• Office remodeling and alterations
• Move planning and move coordination services
• Modular systems furniture design, ordering, and installation
• Surplus property disposal
• Special events coordination on DGS property

To utilize these services, please submit a 1stService Request. When your 1stService request is received, a DGS staff member will contact you to assist in defining the scope of services and the projected cost.

If your agency is moving out of a DGS-maintained building, contact the Division of Real Estate and Facilities Management at (804) 371-7200 for help finding a suitable space.

Emergency

The DGS Occupant Emergency Action Plan (OEAP) is the primary guidance document for tenants occupying state-owned facilities in and around Capitol Square. The OEAP is based on guidance provided by the Governor's Office, the Division of Capitol Police, the Department of Homeland Security and the Virginia Department of Emergency Management. Occupants will find within the OEAP basic emergency action plans, evacuation procedures and emergency communication tools. The DGS Emergency Manager serves as the Program Manager for the OEAP and is tasked with providing plan updates, emergency preparedness drills and on-site training. A copy of the OEAP can be requested through the OEAP Program Manager. Additionally, the OEAP also includes links to multiple preparedness websites as well as a link to sign up for the Virginia State Capitol Alert Network (VSCAN).

VSCAN is owned and operated by the Division of Capitol Police and is the primary communication tool utilized during emergencies and significant events in and around Capitol Square. It is important that all employees located in DGS-maintained facilities in and around Capitol Square are signed up for a free VSCAN account in order to get all Capitol Police emergency notifications.

Virginia State Capitol Alert Network (VSCAN): www.dcp.virginia.gov (Once on the DCP website, click on the Virginia State Capitol Alert Network on the right side of the webpage.)

For more information, contact the OEAP Program Manager at DGSEM@dgs.virginia.gov or (804) 225-8136.

Parking And Building Access

DGS manages parking and building access for state employees and other tenants in DGS-maintained buildings in the Capital District. For more information, visit the Parking Services or Building Access webpages.