Part 4: Fit Out Process

Determine needs and space requirements

The initiation process for all fit out accommodation commences with the agency completing and submitting an Agency Request for Office Accommodation Form (XLSX, 47 KB) to the DIT Government Accommodation Manager. Agency Business Planning should be completed to support this request. Refer Part 2: Fit Out Overview. The Agency Request form will prefill some calculations based upon the information provided by the Agency and incorporates the approved space utilisation rates.

Fit out brief

The fit out brief is a description of the client's workplace requirements in functional terms and defines the Agency’s purpose, objectives and fit out scope. It is also the benchmark against which the success of the project is measured.

The fit out brief should include timeframes linked to:

• the needs of each agency (eg. commencement of a new service- delivery initiative, funding availability, lease commencement date, etc.)
• master programming for whole-of- government accommodation strategies that involve a series of interdependent, sequential projects and relocations
• lease expiry dates.

Where an agency is unsure of their fit out requirements, they can liaise with their respective DIT Government Accommodation Manager and the DIT Office Fit Out Construction Team to discuss the requirements and assist in completing the Agency Request for Office Accommodation Form (XLSX, 47 KB).

DIT Fit Out Construction will review Agency Request for Office Accommodation Form to ensure compliance with these Guidelines.

Fit out budget

The budget is an indicative cost based on the estimated scope of works and approved fit out benchmarks per square metre.

The information within the Agency Request for Office Accommodation Form (XLSX, 47 KB) will provide an initial estimate of the total fit out area requirements for the agency, together with an indicative budget.

This calculator adds the areas of all the required types of spaces (ie personal workspaces areas, interactive spaces, support spaces and circulation space etc) to determine the total fit out area required to be leased.

Within the Agency Request form is the opportunity to consider special agency functions such as customer service desks, interview rooms, consulting rooms and the like.

Project program

The project program allocates time periods for undertaking each stage of a fit out project in sequential order. Each stage is given a start and finish date depending on its scope and complexity according to the project definition and the project brief.

The project program includes milestone dates, including a 'design freeze' date, and a continuous timeline for all project activities.

Timeframes are generally linked to:

• the needs of each agency (eg. commencement of a new service- delivery initiative, funding availability, lease commencement date, etc.)
• master programming for whole-of- government accommodation strategies that involve a series of interdependent, sequential projects and relocations lease expiry dates.

Investigate options and obtain project approval

DIT Property responsibilities

• DIT Fit Out Construction review Agency request to ensure compliance with these Guidelines.
• DIT Leasing undertake Market Call based on approved Client requirements.
• DIT Leasing evaluates responses and organises site inspections of shortlisted properties.
• External consultant may complete a building appraisal & test fit of preferred properties.
• Request lease offer & negotiate for shortlisted properties.
• Prepare financials to compare options (incentives, contributions, leasing costs, fit out costs).

Agency responsibilities

• Agency provides appropriate delegate approval for the funding required for the proposal.
• Select the preferred option and act in a timely fashion.
• Agency to execute MoAA prior to DIT obtaining approvals as required to suit submission.

Office accommodation approvals

Agencies must provide appropriate delegate approval for the funding associated with office accommodation proposals, new leases and lease renewals using documentation provided by DIT.

DIT is responsible to assist with Office Accommodation Approvals.

• For office accommodation proposals under $1.5 million (inclusive of GST) prepare and arrange appropriate delegate approvals.
• DIT 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 recommended option to the Minister for Infrastructure and Transport and prepare Cabinet submissions seeking approval for office accommodation proposals of $15 million and over (inclusive of GST).

Approval of lease proposals will be in accordance with those delegations as set out in Treasurer's Instruction 8 – Financial Authorisations.

Fit out design and finalise lease

DIT Fit Out Construction responsibilities

• Work with the Agency to understand scope and prepare design team tender documents and issue to procure prequalified consultants.
• Review Concept design to ensure compliance with these Guidelines.
• Manage the Tender evaluations, recommendations, and approvals of the design team.
• The design team may include Architect/ Interior Designer, Building Services and Structural Engineers, Cost Consultants, Certifier, Acoustic Consultants, Other Specialists as required.

DIT Property responsibilities

• Concurrently, DIT Property will finalise the Lease Agreement and issue Memorandum of Administrative Arrangement to Agency.

Agency responsibilities

• Ensure staff availability and level of approval to engage with DIT through this process.

Agency engagement / concept design

DIT Fit Out Construction responsibilities

• Manage the design team through engagement with the Agency and understanding of preliminary fit out requirements and ICT needs.
• Engagement through information gathering sessions to develop preferred business unit configurations.
• Once the Concept design is agreed, obtain a budget through a cost consultant to ensure it aligns with available funding.

Agency responsibilities

• Provide clear requirements for concept design and ensure all required parties are engaged at commencement as this is where the budget and scope is set.
• Concept scope and budget reviewed and approved.
• Ensure staff availability and level of approval to engage with DIT through this process.

Detailed design documentation

DIT Fit Out Construction responsibilities

• Manage the design team and agency through the further briefing, design and documentation phases undertaken.
• Regular meetings will be held to iteratively review design through this phase.
• Obtain a Pre-tender estimate to ensure the design matches the scope and budget.
• Final scope and budget approved.
• Documentation completed and checked by the design team in readiness for construction tender.

Design Team responsibilities

• Manage Agency scope and design requirements within agreed budget parameters.
• Clearly communicate the design through plan, elevations, 3D visuals, colour boards or other agreed media.
• Match office space to service delivery needs and incorporate any proposed future changes to existing service delivery methods.
• Ensure workplace density benchmarks are met – Refer Part 3: Workplace design.
• Manage the design to reduce the requirement to make changes to services infrastructure and co-locate plumbing services where possible.
• Apply best practice in the design to achieve access to natural light, clear space, breakouts and options for work area – Refer Part 3: Workplace design
• Consider and offer alternative and innovative workplace strategies for consideration by agencies to improve effectiveness of workspace and flexible workspace. For example, flexible work scheduling, desk sharing, work from home and touch down spaces.
• Apply Universal Design approach, reducing barriers and constraints within design, taking into account the needs of the broadest range of users. Refer to https://inclusive.sa.gov.au.
• Consider sustainable design practices – Refer Part 3: Workplace design and ESD Specifications.

Agency responsibilities

• Provide clear requirements for detailed design and ensure all required parties are engaged through this process to ensure all elements are captured within the design documentation.
• Final scope and budget reviewed and approved.
• Ensure staff availability and level of approval to engage with DIT through this process.

DIT Leasing responsibilities

• Finalise Memorandum of Lease/Agreement for Lease.

Procurement of contractor

DIT Fit Out Construction responsibilities

• Create Acquisition Plan and obtain tender field approvals through Tender Allocation Committee.
• Coordinate Construction Tender documentation and issue to tender field.
• Undertake site visits (where appropriate) and answer queries from the tender field.
• Undertake Tender evaluations with the relevant parties and negotiate with the preferred tenderer(s).
• Provide tender recommendations to Agency and obtain approvals in line with delegations.
• Prepare the Construction Contract and formally award to contractor.

Agency responsibilities

• Contribute to tender evaluations and interviews (optional).
• Endorse recommended Contractor award.

Construction

DIT Fit Out Construction responsibilities

• Engage with Agency, Landlords to facilitate Contractor mobilisation on site.
• Manage the Construction of the fit out works including any staging and decanting.
• Stakeholder management through construction.
• Construction cost management in line with budget and funding streams.
• Coordinate with Agencies and Contractors the management of Agency or Landlord nominated subcontractors.
• Oversee Contractor Commissioning and testing.
• Inspect and agree Practical Completion and handover of fit out to Agency.

Agency responsibilities

• Attend construction meetings as required to ask and answer queries through construction.
• Communicate with staff to ensure they are excited about their new workplace and ready for any staging and/or final relocation.
• Ensure IT and AV or any nominated subcontractors are engaged and available to the Construction team if works undertaken within the Construction programme.
• Ensure staff availability and level of approval to engage with DIT through this process.

Occupation

DIT Fit Out Construction responsibilities

Provide all operational manuals and information about the fit out to the Agency to assist with the management of staff and the site.

Hand over management of the Fit out to Government Accommodation Managers.

Manage and oversee Defects Liability Period (DLP) (12 months duration).

Undertake a Post Occupancy Review if required.

Close project and any outstanding financials at completion DLP (return of Bank Guarantee and any remaining fees for final inspections). Issue final invoices to Agencies and other funding sources.

Agency responsibilities

• Prepare for relocation and engage removalists.
• Ensure IT and AV or any other subcontractors under their work as agreed prior or immediately after Practical Completion.
• Transition and move in.
• Clear emergency procedures, including building evacuation, need to be communicated to staff as part of the relocation.

Other business-related items that need to be considered in this process include:

• notification of change of address and telephone numbers to clients, other agencies, directories, suppliers, contractors, etc. including updating website information
• arranging new business stationery adjusting asset registers
• signage
• allocation of car parking (staff and visitors)
• cleaning arrangements and the continuation of any special services
• security arrangements including after-hours access
• building management arrangements including emergency contacts.

DIT Government Accommodation Management responsibilities

• Can provide additional advice and services related to the initial move-in process if required.
• Liaise with building management to obtain emergency, security and after hours information, finalise incentive and seek approval for fit out works.