Part 2: Fit Out Overview

The office accommodation workplace density benchmark targets a maximum of 12m² per workpoint.

Standardised workstation arrangements are preferred and desks ranging in size between 1800mm and 2100 long
will be sufficient for most office-based activities. Linear workstations will provide the best space utilisation.

Open plan floors with low form workstations are the standard to be observed for all government fit outs. Offices are discouraged for all but Chief Executives. (Offices for Deputy Chief Executives can only be approved by exception by the relevant Chief Executive and reported to GOAC).

Other flexible spaces will be required to fulfill private work and meeting functions. Design should provide open and closed flexible and wireless access across the tenancy where possible. Technology should support the use of all spaces across the tenancy for working and teaming.

Included within workplace density benchmarks are areas such as quiet rooms, small meeting spaces, open plan collaboration spaces and multi-purpose Wellness rooms, together with utility, lockers and other general office support spaces.

Refer also the Agency Request for Office Accommodation Form (XLSX, 47 KB).

Future ways of working and space utilisation strategies incorporating work from home, desk sharing, technology and collaboration spaces mean a change from calculating against numbers of staff or FTE and analysing workpoints required.

Staff number x 80% = Workpoint number required

To allow for lower occupancy demand for workpoints where flexible working practices are being used, a space utilisation ratio of 80% is recommended as a guide. This is to provide a greater efficiency return to government where staff are accessing more flexible work practices such as working from home, part-time hours and staff working off site and on leave. Having additional support and collaboration spaces allows set down options between meetings for example.

Typical Agency Fit Out (from actual example completed 2022)

Special agency facilities are unique- office areas, and these may impact on the ability to achieve the density target. Some typical examples include:

• Basements, workshops, storage areas used for non-office items
• Operational areas such as hearing rooms, laboratories, cashiers, public front counter areas, customer service spaces, public galleries and rooms used to interview, assess, or counsel members of the public
• Additional facilities that form part of the fit out (i.e., not part of base building) such as bathrooms, showers etc. designed to specifically support operational activities.

Benchmark costs include all physical construction costs, incorporating demolition, services, and furniture. They exclude associated professional fees, statutory charges and GST which must be included in budget planning.

To assist Agencies in establishing some preliminary budgets for a fit out project, DIT Property has established some benchmark fit out cost ranges as a guide.

It should be noted that these ranges are based on space utilisation targets for office space (under 12m² per workpoint) and will be updated annually.

**Updated May 2022 (excludes escalation, professional fees and agency costs)

Refer also the Agency Request for Office Accommodation Form (XLSX, 47 KB).

Special Support Spaces or Agency Security or other specialised requirements will affect the Project Costs.

The need for Special Agency Facilities must be considered when planning a new fit out project and if required appropriate budgets should be allocated.

Agency managed costs can include items such as IT, network infrastructure, removalists, Agency staff costs, disposals, leasing decanting space and change management.

These items may be considered capital or operational expenditure.

Other costs may include unique elements which relate to upgrading building facilities or special services connections to the building for technology etc.

These will be important to be considered in your project budget as they can be large one-off costs.

Funding of costs can be from Agency funds (CAPEX/OPEX), Lease incentives negotiated and or Lessor contribution/Lessor works.

WHY: Business planning

Agencies are responsible for business planning, including formulating service delivery strategies and programs that deliver outcomes in accordance with the government's priorities and policies.

Changes to service delivery driven by technology, patterns of work, or organisational structure will often require changes to office accommodation.

To establish a basis for accommodation planning, the business planning process needs to articulate service delivery requirements in terms of:

• new service delivery initiatives number of staff
• introduction or change of technology continuity of existing services
• office accommodation
• discontinuation of services or completion of projects
• financial resources and funding

Agencies are responsible for business planning, including formulating service delivery strategies and programs that deliver outcomes in accordance with the government's priorities and policies.

Refer also Agency Request for Office Accommodation Form (XLSX, 47 KB).

WHAT: Office accommodation planning

Important to planning is the consideration of timeframes. Refer Fit out delivery times.

Agencies may need to address immediate office accommodation requirements when demands have not been previously identified or do not fit into strategic planning timeframes. In these circumstances, prompt and ongoing consultation with DIT Property is required.

WHEN: Fit out delivery times

Planning office accommodation decisions well in advance will ensure functional and cost-efficient workspace solutions.

The timeframes tabled below include fit out project processes which are required in some form on each fit out. An outline of the typical process to be followed for the planning and procurement of office accommodation is illustrated below.

Agencies must ensure ample time is allowed for planning new office accommodation and lease negotiations.

– PC018

Office Accommodation Phases and Timeframes

A. Project Initiation		B. Fit out Design and Finalise Lease			C. Fit Out Construction
Determine Needs and Space Requirements	Investigate Options and Obtain Project Approval	Fit out Design Team Procurement & Finalise Lease	Agency Engagement / Concept Design	Detailed Design Documentation	Fit out Contractor Procurement	Construction & Occupation
2-4 mths	2-4 mths	2-3 mths	2-3 mths	1-4 mths	1-4 mths	6-12 mths
Range 18 months - 36 months

For further details of each phase noted above refer Part 4: Fit Out Process.