Office building insights:

• Office buildings increasingly adopt flexible layouts, modular designs, and smart technologies to support hybrid work.
• To ensure long-term adaptability, engineers are prioritizing resilient, future-proof designs with scalable infrastructure.
• Sustainability and decarbonization are driving the adoption of energy-efficient systems like heat pumps, enhanced filtration and electrification in both new and existing office buildings.

Respondents: 

• Jarron Gass, PE, CFPS, Fire Protection Discipline Leader, CDM Smith, Pittsburgh
• Danielle Passaglia, PE, LEED GA, Mechanical engineer, SmithGroup, Chicago
• John Yoon, PE, LEED AP, Principal, McGuire Engineers, Inc., Chicago

Please explain some of the codes, standards and guidelines commonly used during the project’s design process for office facilities. Which codes/standards should engineers be most aware of?

Jarron Gass​: In office building design, fire protection and life safety are governed by codes such as NFPA 101: Life Safety Code, which outlines requirements for means of egress, fire alarms and sprinkler systems to protect occupants during emergencies. NFPA 13: Standard for the Installation of Sprinkler Systems establishes standards for the installation of automatic fire sprinklers, while NFPA 70: National Electrical Code focuses on electrical safety to prevent fire hazards. NFPA 72: National Fire Alarm and Signaling Code provides guidelines for fire alarm system implementation. Local​ building codes and the International Building Code further ensure that structures meet fire-resistance and safety standards. Compliance with these codes is critical to ensuring safe egress, fire prevention and comprehensive fire protection for building occupants during emergencies.

John Yoon: Potentially the most disruptive changes in codes/standards are the emergence of local​​ benchmarking and building performance standards (BPS) to address decarbonization. The 1997 Kyoto Protocol and the 2015 Paris Climate Accords are the nexus of these decarbonization policies. All signatory countries to these two agreements committed to reducing emissions. Although the United States was a signatory to both, guidance from the federal government in implementation has been delayed, inconsistent or missing altogether. With the lack of guidance from the federal government, local​​ and state governments have often tried to fill that void through organizations like the U.S. Climate Alliance or the U.S. Conference of Mayors. While each group may have good intentions, without binding federal statutory requirements, there is often little motivation to create consistent, enforceable standards. Seemingly simple items, like which metrics are used in a benchmarking ordinance, can change from jurisdiction to jurisdiction. Some jurisdictions have nonbinding resolutions while others like New York City have unusually aggressive requirements (i.e.,​ Local​ Law 97 & 154). Nongovernmental organizations, such as the Institute for Market Transformation, the New Building Institute and American Council for an Energy-Efficient Economy have gained some traction in advocating certain BPS policies and rulemaking. However, because of the lack of federal guidance, many local​​ BPS policies are being challenged in court, often with federal preemption arguments. In legal challenges to BPS policies, the Energy Policy and Conservation Act of 1975 is the federal law quoted as being preempted. With the change in presidential administration, it is unlikely that this confusion will be cleared up anytime soon.

What are some best practices to ensure that such buildings meet and exceed codes and standards?

Jarron Gass​: Architects and engineers ensure buildings meet and exceed building and fire codes by thoroughly researching applicable regulations, collaborating with clients and code officials, and integrating fire safety features into the design. Early consultations with fire marshals and safety experts help align the design with fire protection standards. Advanced modeling and simulation tools, such as building information modeling, assess fire safety, evacuation plans and system performance. Fire-resistant materials, well-planned egress route and advanced fire protection systems are incorporated into the design. Regular code compliance reviews and third-party inspections further ensure adherence to safety standards. Architects and engineers also stay current on code changes through ongoing education and professional development. Post-construction, fire drills and regular system maintenance ensure continued safety and compliance with evolving regulations.

Danielle Passaglia​: The design team should review current building codes and the client’s requirements early on in the project design to compare and ensure no scope or information gaps are seen. The engineer should highlight any major changes from recent code changes and ensure the client is made aware of the impacts on their project. Transparency and consistent communication are critical to ensure all parties are on the same page.

How are codes, standards or guidelines for energy efficiency impacting the design of such buildings?

Jarron Gass​: Energy efficiency codes, standards and guidelines play a critical role in office building design by promoting sustainability, minimizing waste and reducing energy consumption. Organizations like ASHRAE​ and the International Energy Conservation Code​ establish requirements for efficient heating, ventilation and air conditioning (HVAC) systems, lighting and building envelopes, all of which contribute to reducing energy needs. Green certifications such as LEED encourage the use of sustainable materials, energy-efficient systems and renewable energy sources, like solar panels. These standards also advocate for advanced HVAC systems, smart lighting controls and real-time energy monitoring to optimize building performance. Passive design strategies and climate adjustments further reduce heating and cooling demands. The result is lower operational costs, increased tenant demand and a likely improved market value for office buildings that prioritize energy efficiency.

Danielle Passaglia​: IECC​ 2021 requires 50% of installed receptacles in office spaces be controlled by the lighting control system, which would have them switch off during unoccupied times. The Environmental Protection Agency’s​ refrigerant phaseout has previously used refrigerants, like R134A​ and R410a,​ being discontinued. This is bringing in new refrigerants to the market, some with additional requirements for ventilation, piping and detection due to their classification as an A2L (slightly flammable) refrigerant. This requires discussion with the client to understand the impacts this may have on their building design.

John Yoon: Energy conservation codes can have a dramatic impact on how mechanical, electrical and plumbing (MEP)​ systems are designed. Unlike most building codes, there are usually changes with each updated edition that further increase the efficiency and complexity of the systems that we specify. However, there is also little consistency in code adoption across the country. So, the codes used in one state could be up to three code revision cycles older than the state next door. This can cause confusion if the standard design practices are based on codes that are significantly more or less stringent than what the local​ jurisdiction enforces. The U.S. Department of Energy offers a comprehensive overview of national adoption rates at energycodes.gov, which can help reduce confusion. The stretch codes section of the website also includes more granular information about home rule jurisdictions that may have more stringent requirements than the state in which they are located.

What types of systems and technologies are ahead of the code/standard curve? Have you specified something that doesn’t fall into any code requirements?

Jarron Gass​: Building codes and standards often struggle to keep pace with advancing technologies, creating challenges for design professionals. While codes are periodically updated, the rapid pace of technological innovation, particularly in areas like building automation, renewable energy and smart building systems, often outpaces regulatory updates. New materials, construction methods and energy-efficient technologies may not yet be fully integrated into existing codes, resulting in a gap between what is technically feasible and what is legally allowed. As a result, designers may have to work with outdated or restrictive codes, limiting their ability to incorporate cutting-edge solutions or explore performance-based options. Furthermore, emerging technologies like advanced artificial intelligence, Internet of Things devices and automation systems may not be fully addressed in current standards, raising concerns around safety, cybersecurity and interoperability.

Danielle Passaglia: Heat pumps and modular heat recovery chillers are increasingly popular alternatives for decarbonization. The technology is gradually improving to accommodate colder climates, which will enable them to become more viable replacements for cooling-dominated regions in the future. Case studies from cold climates in Canada have demonstrated that utilizing solar/photovoltaic systems to elevate the ambient temperature around outdoor heat pumps during winter can mitigate efficiency de-rating and enhance performance in colder months. Additionally, waste heat recovery and other methods of heat recovery through natural resources are becoming more prevalent in design practices.

What are some of the biggest challenges when considering code compliance and designing or working with existing office facilities?

Jarron Gass​: Challenges from outdated infrastructure often require costly retrofits to meet modern codes, including fire safety, accessibility and energy efficiency standards. Adapting older buildings to accommodate new technologies, such as automation systems and advanced HVAC, can be difficult due to structural limitations or outdated systems. Retrofitting for fire protection, accessibility and environmental sustainability may necessitate complex design changes. Additionally, balancing code compliance with budget constraints while maintaining the building’s functionality and aesthetic appeal can be tricky. Coordination between design professionals and local​ authorities is crucial but may lead to delays, especially when regulations change during a project.

Danielle Passaglia​: Tenants are under the umbrella of the base building systems. In older, unrenovated buildings, tenants and owners have to deal with the restrictions of the base building. Often, the base building was designed during earlier code adaptations, which means the design team needs to ensure that the renovated portions meet current codes while maintaining functionality and integration into the base building. I have seen issues arise in a high-rise that was built during an earlier code and the new tenant improvement renovation requirements for smoke compartments and controls did not integrate into the existing building. This required an update to both the base building smoke controls and tenant improvement design. Understanding both the previous codes and new code adoptions is critical for projects.

John Yoon: One of the greatest challenges is access to financing for infrastructure improvements. This is especially true for older properties where deferred investment has resulted in obsolete MEP​ systems that no longer meet current code requirements. This is made worse but the prevalence of work from home has caused skyrocketing vacancy rates. Those same vacancy rates have dramatically lowered net operating income (NOI) for the building owners. With low NOI, the property’s value plummets, meaning few lenders are willing to give the building owner additional access to capital if there is little chance of a reasonable return on investment. With an inability to invest in improvements to an office building, owners typically have trouble attracting new tenants to fill that vacancy. This creates a vicious cycle where, often, the property eventually goes into receivership. Oddly enough, once the property is in the lender’s possession, the lender will often make some level of investment to help facilitate its sale and get it off their books.

What are some of the challenges that exist between what the building owner wants, how the building needs to accommodate occupants and complying with particular codes and standards?

Jarron Gass​: It is challenging to balance the desires of building owners, the needs of occupants and compliance with codes. Owners often prioritize unique designs or maximizing usable space, which can conflict with safety and code requirements for fire protection, ventilation or accessibility. Budget constraints further complicate matters, making it difficult to meet costly code requirements, especially in retrofits of existing structures. Creating comfortable and flexible environments for occupants while adhering to energy efficiency and safety standards adds another layer of complexity. Owners may also want to integrate modern technologies, but doing so while meeting regulatory requirements can overcomplicate designs. Additionally, aligning occupant density requirements and sustainability goals with fire safety and energy efficiency codes requires a careful balance of cost, functionality and compliance. Effective coordination among stakeholders is essential to achieve a design that satisfies all these competing demands, ensuring the building is safe, efficient and aligned with owner and occupant expectations.

Danielle Passaglia​: The main challenge is aligning stakeholders on their must-haves, wants and nice-to-haves​ for clients and the design team. It’s important to understand the driving factor for the client, and be transparent with all options that meet the needs of the client. SmithGroup​ has implemented “choosing by advantage” on projects when discussing options with the client. Similar to a design matrix, this method uses less subjective forms of ranking and takes into account the client’s main priorities when evaluating different design options.

When designing such facilities, are life safety codes typically exceeded to ensure the building is always running properly to accommodate occupants’ needs? If so, how are you going above what is mandated by current codes?

Jarron Gass​: Office building design doesn’t typically exceed life safety codes in a strict sense, as compliance with these minimum standards is a legal requirement. However, architects, engineers and building owners often take additional steps to enhance safety, efficiency and occupant comfort. While life safety codes establish a baseline for design, many projects go beyond these requirements to improve operational efficiency, support occupant health and safety, and achieve long-term sustainability.

These enhancements can include advanced fire protection systems, cutting-edge building technologies and designs that prioritize resilience and adaptability. By going beyond code compliance, building owners and design teams create facilities that not only meet current standards but are also prepare for future challenges, ensuring a safe, efficient and comfortable environment for all occupants.

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