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Department ofHousing and WorksOffice Accommodation PoliciesA Guide to the Procurement andManagement of Western AustralianGovernment Office AccommodationAugust 2004Department of Housing and Works - Office Accommodation PoliciesFOREWORDOne of my roles as Minister for Housing and Works is to facilitate the provision of office accommodation to mostGovernment agencies through powers contained in the Public Works Act.Government offices in many ways represent the public face of the Government to the community. Government officeaccommodation is also a major and highly visible component of total public expenditure. It is therefore essential thatwhen agencies decide that new office accommodation is required, the decision-making process balances servicedelivery requirements with the responsible use of public funds.The Department of Housing and Works has developed a series of office accommodation policies to ensure thatGovernment office accommodation is provided as efficiently as possible, while also enabling services to be delivered inan effective manner. These policies also address the Government's concerns in other key areas, such as sustainability and access for peoplewith disabilities.They were endorsed by Cabinet on 10 May 2004 and as responsible Minister I require that they are complied with bythose agencies listed at Appendix 2. Enquiries concerning these policies should be directed to the Commercial Property Branch of the Department ofHousing and ...
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Department of HousingandWorks
Office Accommodation Policies
A Guide to the Procurement and Management of Western Australian Government Office Accommodation
August 2004
FOREWORD
Department of Housing and Works -Office Accommodation Policies
One of my roles as Minister for Housing and Works is to facilitate the provision of office accommodation to most Government agencies through powers contained in thePublic Works Act.
Government offices in many ways represent the public face of the Government to the community. Government office accommodation is also a major and highly visible component of total public expenditure. It is therefore essential that when agencies decide that new office accommodation is required, the decision-making process balances service delivery requirements with the responsible use of public funds.
The Department of Housing and Works has developed a series of office accommodation policies to ensure that Government office accommodation is provided as efficiently as possible, while also enabling services to be delivered in an effective manner.
These policies also address the Government's concerns in other key areas, such as sustainability and access for people with disabilities.
They were endorsed by Cabinet on 10 May 2004 and as responsible Minister I require that they are complied with by those agencies listed at Appendix 2.
Enquiries concerning these policies should be directed to the Commercial Property Branch of the Department of Housing and Works.
Hon. Nick Griffiths LLB MLC Minister for Housing and Works August 2004
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Department of Housing and Works -Office Accommodation Policies
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Table of Contents
Policy 1
Policy 2
Policy 3
Policy 4
Policy 5
Policy 6
Policy 7
Policy 8
Policy 9
Policy 10
Policy 11
Policy 12
Policy 13
Policy 14
Policy 15
Appendix 1
Appendix 2
Application of Policies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . .3
Procurement of Office Accommodation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
Office Floor Space Standards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8
Vacant Space . . . . . . . . . . . .. . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
Standard of Premises .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Benchmark Cost for Office Fitout . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Memorandum of Understanding . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12
Payment of Rent and Outgoings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13
Car Parking . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Not for Profit Organisations .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
People with Disabilities . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16
Procedures for Private Leasing Consultants Engaged to Conduct Lease Negotiations on Behalf of Agencies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
Procedures for the Acquisition of Office Accommodation Fitout. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19
Sustainability and Government Accommodation. . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . 20
Government Accommodation Committee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . 25
Glossary of Terms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26
Agencies Bound by Office Accommodation Policies. . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . 27
Policy 1: APPLICATION OF POLICIES POLICY STATEMENT
1.1
1.2
GENERAL
Department of Housing and Works -Office Accommodation Policies
The Department of Housing and Works is responsible for the coordination of Western Australian Government office accommodation.
This includes:
●managing the procurement of Government office accommodation;
●managing leases for Government offices, including the payment of rent to private lessors and the recovery of rent from Government tenants;
●managing the portfolio of Government owned office buildings under the control of the Minister for Works;
●and ongoing management of Government officeestablishing and enforcing policies for the procurement accommodation; and
●planning for the Government's future office accommodation needs.
APPLICATION
The Office Accommodation Policies in this document apply to the agencies listed at Appendix 2.
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Department of Housing and Works -Office Accommodation Policies Policy 2: PROCUREMENT OF OFFICE ACCOMMODATION POLICY STATEMENT 2.1 GENERAL The Department of Housing and Works is responsible for coordinating of Government office accommodation. This includes ensuring that existing vacant office space is minimised by directing agencies to use such accommodation in appropriate circumstances. The procurement of office accommodation includes the selection of a completely new tenancy and the renewal of an existing tenancy. 2.2 PROCUREMENT PROCESS FOR LEASED OFFICES The following process shall be followed for the procurement of leased office accommodation: 2.2.1 The agency seeking new office accommodation shall prepare a justification statement which outlines the business case for new office accommodation. The business case shall provide: ●evidence of the needs giving rise to the requirement for new office accommodation; ●the options which have been considered to satisfy the need;a summary of ●details of the preferred office location and office space requirement; ●a clear justification that the chosen option is the best option, taking into account service delivery and value for money considerations; ●of the life cycle cost of the proposal;an approximation ●confirmation that capital and recurrent funding as required are available for the office fitout and ongoing lease commitments; and ●Executive Officer or equivalent endorsing the business case.written advice from the agency Chief
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2.2.2 The business case shall be submitted to the Department of Housing and Works for evaluation. The Department of Housing and Works:
●will confirm that the proposal complies with accommodation standards and the prevailing whole-of-government approach to accommodation matters; and ●will provide the agency seeking new office accommodation with a vacant space clearance in circumstances where the agency's request cannot be accommodated within existing vacant Government office space; and ●advise the agency whether the lease negotiation process will be conducted internally by the Department of Housing and Works or through the services of a private leasing negotiator from a panel contract administered by the Department of Housing and Works.
2.3
Department of Housing and Works -Office Accommodation Policies
2.2.3 At the conclusion of the lease negotiation, the agency is to submit a formal lease proposal to the Department of Housing and Works. The proposal should include:
●the name and location of the premises; ●the grade of the building as determined by the Property Council of Australia (where applicable); ●the lessor and the managing agent;the names of ●the proposed terms of the lease, including net rent, the net effective rent, outgoings, car parking, make good provisions, incentives, period of the lease and lease renewal options; ●the net lettable area (square metres) to be leased; ●to be accommodated in the tenancy;the number of staff ●with the Government space standard of 15 square metres perwhether the proposal complies employee and the mitigating circumstances in cases of non-compliance; ●the energy rating of the premises under the Australian Building Greenhouse Rating; ●the cost of the fitout; ●details of facilities for people with disabilities; ●confirmation that funds are available to fund the fitout and the recurrent cost of the lease on an ongoing basis; and ●an endorsement of the lease proposal by the agency Chief Executive Officer or equivalent.
2.2.4 The Department of Housing and Works will evaluate the lease proposal to determine its compliance with Government accommodation standards and funding availability. Proposals with a life cycle cost exceeding $1 million will be referred to the Government Accommodation Committee for approval.
2.2.5 The Department of Housing and Works will arrange to have lease documentation prepared and then executed by the Minister for Works or an authorised delegate.
OCCUPANCY OF LEASED PREMISES An agency must not take occupany of a tenancy until a lease for the premises is executed by the Minister for Works or an authorised delegate.
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Department of Housing and Works -Office Accommodation Policies
2.4 BUILDING OR BUYING NEW OFFICE ACCOMMODATION
2.4.1 Proposals to purchase or construct new office accommodation must be prepared and submitted in accordance with the capital investment process administered by the Department of Treasury and Finance.
2.4.2 Proposals which require a capital funding allocation in excess of $1 million must be endorsed by the Government Accommodation Committee before the proposal is submitted to the Department of Treasury and Finance.
2.4.3 Proposals to build or buy new office accommodation shall take into account the office accommodation standards prescribed in this document, including area per employee, fitout cost, open planning requirements and access for people with disabilities.
POLICY RATIONALE
This policy is designed to ensure that the significant financial and legal commitment which arises from buying or building an office or entering into a building lease is done so in a diligent and justified manner.
The Department of Housing and Works will assist agencies in the development of their business cases and leasing proposals to ensure that the position of the agency and the Government generally is protected and not unnecessarily exposed in any leasing deal.
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Department of Housing and Works -Office Accommodation Policies
ROAD MAP FOR THE PROCUREMENT OF NEW LEASED OFFICE ACCOMMODATION
Agency prepares business case outlining requirement for new office accommodation. Submit business case to DHW.
DHW determines that private leasing consultant is required.
DHW seeks quotes & selects preferred leasing consultant. Confirms appointment with Agency.
DHW evaluates business case. Determine if requirement can be met from within existing vacant space.
Vacant space not available. DHW to issue vacant space clearance.
Leasing consultant undertakes lease negotiation. Prepares lease proposal.
Lease submitted to Minister for Works (or delegate) for execution.
Agency agrees to Memorandum of Understanding with DHW for payment of rent, outgoings, etc.
Agency takes occupancy of tenancy (pending completion of fitout where applicable).
Vacant space available. DHW & agency to agree on leasing & fitout proposal.
DHW determines that lease negotiation is to be conducted in house.
DHW undertakes lease negotiation. Prepares lease proposal.
DHW evaluates lease proposal. DHW recommends approval.
Submitted to Government Accommodation Committee where total value exceeds $1m. GAC approves.
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Department of Housing and Works -Office Accommodation Policies
Policy 3: OFFICE FLOOR SPACE STANDARDS POLICY STATEMENT 3.1 OFFICE SPACE FORMULA
The amount of net lettable area allowable for newly acquired offices is determined by applying the following formula:
Number of full time employees x 15 square metres.
This space allocation includes all work areas, conference and meeting rooms, and reception areas. Space requirements of special areas such as laboratories and court or hearing rooms are not covered by the formula and should be determined in consultation with the Department of Housing and Works.
3.2 INTERNAL OFFICE SPACE ALLOCATION
It is the responsibility of the agency, in consultation with design professionals, to ensure that the area allocated within an office meets the agency's functional requirements. There are no prescriptive standards outlining an entitlement of a set amount of space based on employee classifications.
3.3 OPEN PLANNING TO BE MAXIMISED
Open plan office design is to be maximised and there is no automatic entitlement of any officer to an enclosed office. Enclosed offices should only be provided in circumstances where an officer's function involves confidential client contact on an ongoing basis or the nature of the officer's work is such that it must be protected from the unauthorised scrutiny of other officers in the same organisation on an ongoing basis. POLICY RATIONALE The adoption of the 15 square metre space standard reflects the approach taken to office layout in most other Australian government jurisdictions and the private sector. It results in reduced rental costs and lower expenses for office fitout, electricity, security and maintenance.
Prescriptive space allocation standards have not been formulated so as to maximise an agency's capacity to determine its own internal office layout requirements. Open planning is a widely accepted modern interior design philosophy. Open planned offices have better air circulation, light penetration and reduce costs by being more flexible in the event of organisational change.
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Department of Housing and Works -Office Accommodation Policies
Policy 4: VACANT SPACE POLICY STATEMENT 4.1 LIABILITY FOR VACANT SPACE As a general rule, an agency which vacates a tenancy prior to the expiry of its lease shall remain liable for commitments associated with that lease. The liability will cease when an alternative tenant assumes responsibility for the lease on the same terms as the agency. In situations where an alternative tenant assumes responsibility, but on lesser terms than the agency, then the agency may continue to be liable for any shortfall between the original terms and those accepted by the alternative tenant. 4.2 RENTAL VALUATION OF VACANT SPACE In the event that an agency which has vacated a tenancy prior to the expiry of a lease is unable to agree with a potential Government tenant on the terms of the lease, both parties shall accept an independent assessment of the market rental by the Valuer General or licensed valuer. 4.3 APPOINTMENT OF LEASING AGENT In circumstances where a potential Government tenant for vacant Government owned or leased office space is not readily identifiable, the Department of Housing and Works may appoint a leasing agent to maximise opportunities to sublet the space to a private tenant. POLICY RATIONALE From time to time vacancies arise in Government leased and owned properties. To ensure that Government avoids 'dead rent' in leased premises and maximises the return from its owned properties, there is a requirement that vacant space is considered as a first option. The requirement that an agency which vacates a tenancy continues to be liable for any remaining vacant space reflects the broader principle that agencies are accountable for all costs associated with their activities. It also serves as an incentive to ensure that any decision to take up or vacate office accommodation takes account of all possible cost implications.
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Department of Housing and Works -Office Accommodation Policies
Policy 5: STANDARD OF PREMISES POLICY STATEMENT 5.1 GENERAL RULE
As a general rule, agencies seeking new office accommodation shall not seek accommodation in buildings graded 'Premium' or 'Grade A' by the Property Council of Australia.
5.2 EXCEPTIONS TO THE GENERAL RULE
Premium and Grade A buildings only be considered where it can be clearly demonstrated that:
●there is an insufficient supply of available space in other grade buildings; or
●is essential to the nature of the agency's business; orPremium or Grade A accommodation
●Premium or Grade A accommodation can be transparently demonstrated as being better value for money than other grades of accommodation. POLICY RATIONALE This policy recognises that the majority of Government activities in inner city areas can be suitably accommodated in secondary grade premises. These buildings provide quality, cost effective accommodation and services. (The Property Council of Australia defines 'B Grade' accommodation as including 'good quality modern space'.)
While special incentives can make Premium and Grade A building attractive lease propositions in the short term, such properties have a higher rental base and are more likely to be subject to higher rental growth. As a consequence, a long lease in a Premium or Grade A building will almost certainly be more expensive than a secondary grade building, regardless of the initial incentives offered.
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