Part 1: Guideline overview

Purpose of the guidelines

The SA Government Office Accommodation Guidelines have been developed by the Department for Infrastructure and Transport (DIT). They outline the South Australian Government workplace design approach and provide a set of guidelines for establishing sustainable office accommodation in government owned and leased premises.

The guidelines should be applied to all new office accommodation fit out projects, as well as changes to existing facilities.

The guidelines provide straightforward, practical guidance to assist South Australian Government agencies to work with DIT in planning and managing their office accommodation in accordance with good design and management practice.

The guidelines operate in conjunction with Premier and Cabinet Circular 018 – Government Office Accommodation Framework (PC018).

These guidelines aim to assist agencies, design consultants and building contractors to:

Provide a clear framework for agencies to undertake business planning and programming to support their office accommodation
Provide a clear framework for the procurement and management of government office accommodation fit outs
Make workplaces more effective to improve staff satisfaction, productivity and service delivery
Make workplaces more effective to improve staff satisfaction, productivity and service delivery
Achieve flexibility and adaptability in fit outs to reduce cost of changes and extend economic life
Achieve long term savings throughout government by better planning and utilisation of office space
Reduce their operational emissions and improve climate resilience of office accommodation, in line with the South Australian Government Climate Change Action Plan and net zero 2050 target

Roles and Responsibilities

The key responsibilities for office accommodation planning, leasing, fit out construction and management is to ensure the efficient, cost- effective provision of government’s office accommodation in accordance with government accommodation policies, guidelines and regulatory requirements as outlined in PC018.

Cabinet has directed that only DIT will represent government in the marketplace for government occupied office accommodation.

Agencies

The Chief Executives of government agencies are responsible for ensuring their office accommodation is suitable for the service delivery functions in terms of:

capacity
area efficiency in m² (square metre) quality standard
amenity
operational alignment; and
location.

Agencies are responsible for undertaking their own business planning, developing corporate strategies and business plans, and delivering government services in accordance with the government’s priorities and policy.

As part of the business planning process, each of the above components should incorporate:
proposed timing / programme
potential opportunities such as preferred synergies, possible integration of service-delivery programs, physical collocations, and resource sharing
possible locational constraints such as incompatibility with other agencies’ services or clients, or with private businesses
identifying workplace staff numbers and workplace client/visitor numbers
workplace technology
functional building and accommodation costs and funding available.

Chief Executives are accountable and responsible for the effective and efficient use of office space and associated facilities and agencies are required to:

Engage and coordinate with DIT on agency accommodation, strategic planning and changes in accommodation requirements
Complete space usage audits and surveys and submit to DIT annually within required time frames
Ensure DIT is informed of new initiatives to allow adequate time to procure and fit out new accommodation
Consider the cost of office accommodation in all new initiatives and include funding for accommodation in budget bids where the funding is not identified in existing operating budgets
Submit Agency Request for Office Accommodation Form (XLSX, 47 KB) DIT in a timely manner to allow accommodation briefs to be accurately prepared. The request should demonstrate that the budget for accommodation already exists and must include executive endorsement of the proposal (this should be the Agency’s Chief Executive or delegate authorised by the Chief Executive)
Ensure that all contact with leasing market operatives (agents and landlords) is arranged by DIT only.
No direct contact should be made by agencies with leasing agents or landlords on leasing matters.

‘Both DIT and the individual Agencies need to work in partnership to balance the Agency’s operational needs with the most effective Whole of Government outcomes.’
– PC018

DIT Property

DIT Property is responsible for:

Strategic Accommodation advice
Lease Negotiations and Documentation Property Management
Whole of Government accommodation fit out projects
Approval processes.

DIT Property coordinates all office accommodation fit outs. The adoption of a central approach to managing Government fit out projects ensures:

Standardisation of approach to achieve compliance with all relevant government policies, legislation, and standards (including Industry Participation, Environmental and Work Health & Safety, Building Codes and Australian Standards requirements)
Consistency in fit out design and application to provide greater flexibility across different agencies to allow ease of movement between government offices and the reduction in churn costs.

For Whole of Government accommodation fit out projects:

Formulate, develop, implement, and review standards and guidelines in relation to the planning and management of Whole of Government office accommodation for agencies including standards that address fit out flexibility
Coordinate office accommodation project management and change management services for government agencies
Coordinate fit out planning, design and construction where required
Maintain and implement Whole of Government office accommodation fit out standards and guidelines
Review and assess Agency Request Form to align with these Guidelines
Review and assess Concept design and Final Construction to align with these Guidelines

Approval processes:

For office accommodation proposals under $1.5 million (inclusive of GST) prepare and arrange appropriate delegate approvals
Arrange for approval of agencies office accommodation proposals as part of the Ministerial process for projects and leases where the total net cost is $1.5 million (inclusive of GST) and over
Present proposals to the Minister for Infrastructure and Transport and prepare Cabinet submissions on behalf of the Minister seeking approval for office accommodation proposals of $15 million and over (inclusive of GST).

Government Office Accommodation Committee (GOAC)

The Cabinet approved role of GOAC, comprising senior executive representatives of the Department of the Premier and Cabinet, the Department of Treasury and Finance, and the Department for Infrastructure and Transport (DIT), is to focus on strategy and major office accommodation proposals where the total cost of a new lease exceeds $1.5 million (GST inclusive) or where the proposal will affect the CBD Accommodation Strategy.

GOAC is responsible to the Minister for Infrastructure and Transport and its endorsement of major accommodation proposals is required as part of the approval process for agencies’ office accommodation proposals.

GOAC has the power to direct agencies on the preferred solution.

GOAC and DIT are responsible for developing and implementing strategies to allow the delivery of government’s office accommodation guidelines and other whole-of-government targets for effective accommodation use.

GOAC monitors office accommodation proposals across government in relation to costs and policy compliance.

Minister for Infrastructure and Transport

All office accommodation proposals where the value of the lease payments in the proposal is greater than $1.5 million and up to $15.0 million (inclusive of GST) will be referred to the Minister for Infrastructure and Transport for endorsement and to ensure that office accommodation standards and policies have been met.

Proposals that meet the Government’s mandated standards and policies may be endorsed by DIT for subsequent Ministerial or Cabinet approval.

The expected timeline and process for review by the Minister for Infrastructure and Transport and Cabinet should be appropriately managed by DIT and the agency. In planning an accommodation project, sufficient time must be allowed to enable Ministers and Cabinet to properly consider a proposal. DIT must also be given adequate time to conduct its assessment and respond to that agency if required.

Cabinet

All proposals where the total cost to government of the lease commitment is over $15 million (inclusive of GST) will be referred to Cabinet for approval. Submissions to Cabinet will carry the Minister for Infrastructure and Transport endorsement and comment on the proposal.

Key Principles Part 2: Fit Out Overview