GENERAL SERVICES DIVISION POLICIES
DOA Facility Management
The purpose of this policy is to ensure facilities and related physical assets located within a 10-mile radius of the Capitol Complex function as intended and are maintained in a high quality, cost-effective, and timely manner.
This policy applies to all state-owned (referred to as "state space" in this policy) and state grounds in Helena in accordance with the Department of Administration's (DOA) responsibilities under 2-17-811, Montana Code Annotated (MCA) and 2.1.101 Administrative Rule of Montana (ARM).
DOA GSD Space Management
The State of Montana owns 4,532 buildings, comprising 23 million square feet. The Department of Administration’s General Services Division (GSD) manages approximately 1.4 million square feet or 6% of the State’s ownership.
The purpose of this policy is to provide a framework for space management of GSD-managed buildings. To effectively manage this space, GSD shall use industry standards and definitions to record square footage values.
This policy applies to all GSD-managed buildings in Helena defined in 2-17-811, MontanaCode Annotated (MCA).
Lease Policy Manual for Landlords and Agencies
By law, a state agency may not lease, rent, or purchase property for office space or other building space without the prior approval of the Department of Administration (section 2-17-101 (2) MCA). To gain this approval, the General Services Division has established a series of parameters that must be met before the department will approve a lease. Although compliance with these parameters doesn't guarantee approval of a lease, it generally expedites the process.
Mail Services
It is the intent of this guide to provide users with information needed to generate “good” mail which results in lower postage and mail handling charges. The business goal is to save tax dollars by centralizing mail processing staff, reduce the duplication of postal equipment and use automated mail-processing equipment.
Mail Services operates the mail processing for State agencies through a proprietary account. Annually, the State of Montana sends approximately 14 million pieces of mail.
Print Services
Print Services of the General Services Division operates a printing program on behalf of the State and has the exclusive authority to contract for all printing. By centralizing the procurement of printing, agencies benefit both from the cost savings and from the professional management of their printing needs. Each year state agencies submit nearly 3000 printing requests and spend approximately $2.1 million on printing services. Print Services provides this service by operating a central duplicating facility, one quick copy center and procuring printing from the commercial sector.
Public Safety and Facility Use for State Space and State Grounds in Helena
This policy establishes standards of conduct and use to protect state property and create a safe environment for state employees, legislators, and visitors on state property in the Helena area.
This policy applies to all state-owned and state-leased space (referred to as "state space" in this policy) and state grounds in Helena in accordance with the Department of Administration's (DOA) responsibilities under 2-17-811, Montana Code Annotated (MCA).
Surplus Property Management
The Surplus Property and Recycling Program (Program) is authorized under MCA 18-6-101. The Program provides for the centralized acquisition and disposition of surplus property for state agencies, local units of government, other tax supported agencies or political subdivisions of the State, and the public. Effectively managing the state’s surplus property is one means of ensuring that tax dollars spent in the past will continue to work for the State in the future.