- The Office Agents Society

Report
INTERACTIVE SPACE
OAS EDUCATION BREAKFAST
SEMINAR
Traditional versus Design & Build
procurement for an office relocation
OAS EDUCATION
INTERACTIVE WORKING
INTERACTIVE WORKING
Client References
OAS EDUCATION
INTERACTIVE WORKING
4 Stages
These are the 4 Stages to
a relocation project
SPACE ANALYSIS
SPACE PLANNING,
INTERIOR DESIGN,
IT AND M&E
BUILDING APPRAISAL
STAGE 1
STAGE 2
STAGE 3
 Your future office space
needs
 The image for your new
offices
 The programme for the
project
 Specific technical
requirements
 A space plan to show fit for
shortlisted buildings
 Information on flexibility for
each building
 Report & validation of A/C
and Elecs
 Technical Support for your
Agent in negotiating the
lease





OAS EDUCATION
INTERACTIVE WORKING
Construction drawings
Specifications of work
Design coordination
Budget control
Tender process
CONSTRUCTION AND
RELOCATION
STAGE 4
 Fitting Out the new Space
 Working drawing packages
Approvals
 Quality assurance,
 CDM
 The MOVE
TRADITIONAL ROUTE
TEAM STRUCTURE
Client
Main Board
or CEO
CLIENT STEERING
GROUP
PROJECT MANAGER
(Contract Administrator)
&
MAIN CONTRACTOR
COST CONSULTANT
M & E Engineers
OAS EDUCATION
INTERACTIVE WORKING
DESIGN TEAM
DESIGN & BUILD
TEAM STRUCTURE
Client
Main Board
or CEO
CLIENT STEERING
GROUP
PROJECT MANAGER?
(Contract Administrator)
&
D&B CONTRACTOR
COST CONSULTANT?
M & E Engineers
Or subcontractors
OAS EDUCATION
INTERACTIVE WORKING
DESIGN TEAM
OFFICE RELOCATION
/ REORGANISATION
Business
Issues
Factors the Client needs to
consider
Reduce
costs
Location
benefits
Property
Issues
Market
conditions
Quantity of
space
Team
working
Image and
Style
Lease end
Lease &
Rental
levels
Budget
Overheads
IT strategy
Workplace
Communications
INTERACTIVE WORKING
Growth &
Change
Acquisition
Recruit &
retain staff
Dilapidations
OAS EDUCATION
Flexible
working
Image
and
Culture
Issues
HOW DO WE DEFINE
YOUR PROJECT?
WHO
By understanding your
business
We need to get to know you in
order to understand how you work,
what processes you use and what
your future plans are.
WHAT
BUSINESS
PLATFORM
There is an optimum quantity
and type of office space that will
allow your company to function
efficiently.
It is our role to define that space.
OAS EDUCATION
INTERACTIVE WORKING
WHERE
HOW
PROJECT OBJECTIVES
/ BRIEF
The overall objective is for
us to assist you in
developing a Project
Strategy for the new space
that will identify:
•
•
•
•
•
•
•
OAS EDUCATION
Space standards, i.e. how much space each person will need for each
job function
Your future office space needs i.e. exactly how many square feet your
company will need, including expansion or contraction
An idealised model of your organization showing the most effective
adjacencies for your teams / departments
Suggestions and ideas on the future use of space and new ways of
working
Specific technical requirements such as IT, power, air conditioning and
ventilation
The image you wish to portray to your Clients and Staff in a new
building
Timescales to show when the key decisions have to be made
INTERACTIVE WORKING
NEW WAYS
OF WORKING
Culture
Hot desking
Touchdown
Hotelling
New technologies:
IT strategy
Voice strategy
“Video conferencing will be replaced
by hologram 3D projection technology”
OAS EDUCATION
INTERACTIVE WORKING
SPACE
FORECASTING
seats
70
277
Visitor Meeting Spaces
Workspace
Internal Meeting Spaces
Support Spaces
Net Usable Area
20% Circulation
Net Internal Area
10% additional open plan desks over 5 years
Open Plan Desks
Staff Coats
Additional Net Usable Area
20% Circulation
Additional Net Internal Area
OAS EDUCATION
seats
25
25
INTERACTIVE WORKING
sqm
sqm
5.0
0.1
area
284.0
1,517.0
160.0
413.7
2,374.7
474.9
2,849.6 s qm
30,662 s qft
Notes
area
125.0
2.5
127.5
25.5
153.0 s qm
1,646 s qft
Notes
10.3 s qm per pers on
111 s qft per pers on
10.0 s qm per pers on total
107 s qft per pers on total
If a Space Audit saves you
5,000 sq ft, over a 10 year
lease period the financial
savings are significant:
Saving in rent @ 55 per sq ft: 275,000 pa
Service Charge @ 12 per sq ft: 60,000 pa
Rates @ 28 per sq ft: 140,000 pa
Total Saving over 10 years: £4,750,000
Excluding fees, fit out, maintenance,
cleaning, dilapidations
3-person Office
Open Plan
Separate Open Plan
Hot Desk
9.0
9.0
7.5
7.5
5.0
1
18.0
21.6
PA
1
7.5
9.0
Directors
3
15.0
18.0
HR
1
5.0
6.0
Facilities (incl recep)
3
22.5
27.0
Marketing
4
36.0
43.2
4
Compliance
2
18.0
21.6
2
Internal Audit
2
18.0
21.6
2
Underwriting
4
36.0
43.2
4
IT
3
17.5
21.0
1
1
3
1
3
1
PC1 Reinsurance
2
18.0
21.6
PC2 Motor Fleet
22
186.0
223.2
2
20
PC4 BEIB
3
33.0
39.6
1
2
PC6 Media
6
45.0
54.0
PC7 Sport & Travel
18
145.5
174.6
1
17
PC8 Speciality Markets
14
108.0
129.6
2
PC9 North America
59
457.5
549.0
4
PC10 Direct
3
22.5
27.0
3
Expansion
9
67.5
81.0
9
532.8
639.4
Support Facilities
Total Area
Area per person
Total Area
Area per person
INTERACTIVE WORKING
18.0
CEO
Total
OAS EDUCATION
2-person Office
Space Standards
Single Office
Required Area
(incl 20% expansion)
Required Area
(Net)
Division
Headcount
THE VALUE OF
A SPACE AUDIT
2
2
6
160
1,810.0
2,172.0
sq m
11.3
13.6
sq m
19,476
23,371
sq ft
122
146
sq ft
12
6
40
9
5
20
6
114
9
6
90.0
180.0
54.0
855.0
67.5
30.0
BUILDING
SEARCH CRITERIA
Agent will advise on:
The Client needs to know:
• How much space
• Location
• Number of floors
• Length of tenure
• Flexibility – subletting / expansion space
• Rent and rates
• Image of building
• Service charge
• Budget for fit out
• Incentives – rent free
OAS EDUCATION
INTERACTIVE WORKING
• Technical needs: IT, M&E
STAGE 2
SPACE ANALYSIS
SPACE PLANNING,
INTERIOR DESIGN,
IT AND M&E
BUILDING APPRAISAL
STAGE 1
STAGE 2
STAGE 3
 Your future office space
needs
 The image for your new
offices
 The programme for the
project
 Specific technical
requirements
 A space plan to show fit for
shortlisted buildings
 Information on flexibility for
each building
 Report & validation of A/C
and Elecs
 Technical Support for your
Agent in negotiating the
lease





OAS EDUCATION
INTERACTIVE WORKING
Construction drawings
Specifications of work
Design coordination
Budget control
Tender process
CONSTRUCTION AND
RELOCATION
STAGE 4
 Fitting Out the new Space
 Working drawing packages
Approvals
 Quality assurance,
 CDM
 The MOVE
VIEW SUITABLE BUILDINGS
- THEN SHORTLIST
OAS EDUCATION
INTERACTIVE WORKING
OBJECTIVE AND STRUCTURED
COMPARISON OF BUILDINGS
Floorplate
Efficiency
OAS EDUCATION
Daylight
Penetration
Cellularisation
Potential
INTERACTIVE WORKING
Fit Factor
Column-free
Space
Sub-let
Potential
ONCE HEADS OF TERMS
HAVE BEEN AGREED - DUE DILIGENCE
SURVEYS AND THE EXCHANGE CONTRACTS:

Measured survey

M&E surveys and
validations of systems

Engineer or
Subcontractor??

Building survey

Structural survey

Specialist reports – IT,
telecoms, lifts
OAS EDUCATION
INTERACTIVE WORKING
When should the Client decide on his
procurement route?
SPACE ANALYSIS
SPACE PLANNING,
INTERIOR DESIGN,
IT AND M&E
BUILDING APPRAISAL
STAGE 1
STAGE 2
STAGE 3
 Your future office space
needs
 The image for your new
offices
 The programme for the
project
 Specific technical
requirements
 A space plan to show fit for
shortlisted buildings
 Information on flexibility for
each building
 Report & validation of A/C
and Elecs
 Technical Support for your
Agent in negotiating the
lease





OAS EDUCATION
INTERACTIVE WORKING
Construction drawings
Specifications of work
Design coordination
Budget control
Tender process
CONSTRUCTION AND
RELOCATION
STAGE 4
 Fitting Out the new Space
 Working drawing packages
Approvals
 Quality assurance,
 CDM
 The MOVE
TRADITIONAL ROUTE
TEAM STRUCTURE
Client
Main Board
or CEO
CLIENT STEERING
GROUP
PROJECT MANAGER
(Contract Administrator)
&
MAIN CONTRACTOR
COST CONSULTANT
M & E Engineers
OAS EDUCATION
INTERACTIVE WORKING
DESIGN TEAM
Pros and Cons
Traditional
• The Client has complete control over the design
and the quality of design
 Single set of construction drawings and single
specification of works enabling a more transparent
evaluation of like for like pricing at tender stage
 Cost certainty at key stages and overall costs are
lower
• Achievement of the most competitive price for the
works
• Transparent audit trail and demonstration of value
for money
 Projects are fully designed and specified before
tender = less risk to the Client and more control
over the design
OAS EDUCATION
INTERACTIVE WORKING
 Lack of contractor involvement at design stage for
advice on buildability and value engineering
 The Contractor may claim for works that are not
included in the drawings or specification
 The Client may enter into many different contracts
(PM, QS, Architect, M&E, CDM, Contractor, other
Specialists…….)
TRADITIONAL METHOD OF PROCUREMENT
- Traditional
OAS EDUCATION
INTERACTIVE WORKING
DESIGN & BUILD
TEAM STRUCTURE
Client
Main Board
or CEO
CLIENT STEERING
GROUP
PROJECT MANAGER?
(Contract Administrator)
&
D&B CONTRACTOR
COST CONSULTANT?
M & E Engineers
Or subcontractors
OAS EDUCATION
INTERACTIVE WORKING
DESIGN TEAM
Pros and Cons
Design & Build
 Excellent for smaller projects and
smaller Clients eg below 5k. Design
risk is with the contractor
 Choice of designs via a number of
companies pitching
 Design to a margin? Uncertainty over
end product
 Engineers or subcontractors (PI
insurance)?
 Time consuming at the brief and tender
stages.
 Overlap of design and construction and
contractors expertise at design stage
 One company to deal with and good
communications between designers
and contractors
 Hard to evaluate costs and value for
money at pitch stage
 More expensive. Overheads of Fit Out
contractors are usually 15-20% lower
than Design & Build contractors.
 D&B Contractor may present a less
detailed specification and may claim for
items of work not included for.
OAS EDUCATION
INTERACTIVE WORKING
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RISER 14
01SG101
RISER 13
FOR DETAILS OF
SERVICES WITHIN
RISER REFER TO
DRG. No.
6059-M-5334RD
SERVICES WITHIN
THIS AREA TO BE
INSTALLED AFTER
REMOVAL OF
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6059-M-5331RD
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DESIGNING THE
NEW OFFICES
OAS EDUCATION
INTERACTIVE WORKING
DESIGNING THE
NEW OFFICES
OAS EDUCATION
INTERACTIVE WORKING
When should the Client decide on his
procurement route?
SPACE ANALYSIS
SPACE PLANNING,
INTERIOR DESIGN,
IT AND M&E
BUILDING APPRAISAL
STAGE 1
STAGE 2
STAGE 3
 Your future office space
needs
 The image for your new
offices
 The programme for the
project
 Specific technical
requirements
 A space plan to show fit for
shortlisted buildings
 Information on flexibility for
each building
 Report & validation of A/C
and Elecs
 Technical Support for your
Agent in negotiating the
lease





OAS EDUCATION
INTERACTIVE WORKING
Construction drawings
Specifications of work
Design coordination
Budget control
Tender process
CONSTRUCTION AND
RELOCATION
STAGE 4
 Fitting Out the new Space
 Working drawing packages
Approvals
 Quality assurance,
 CDM
 The MOVE
OAS EDUCATION
INTERACTIVE WORKING
MONEX EUROPE
60
3 month programme:
traditional route
70% open plan
INTERACTIVE WORKING
OAS EDUCATION
INTERACTIVE WORKING
Costs of fit out
What are the
variables?
•
•
•
•
•
•
•
Number of meeting
rooms and offices
Partitions
Feature ceilings
Feature lighting
Cooling and
ventilation
Flooring
Joinery
OAS EDUCATION
INTERACTIVE WORKING
AAT
43
INTERACTIVE WORKING
OAS EDUCATION
INTERACTIVE WORKING
EMO / THE REAL
ADVENTURE
59
INTERACTIVE WORKING
OAS EDUCATION
INTERACTIVE WORKING
RENESAS
58
Cody Technology Park, Farnborough, Hampshire, GU14
OLZ
THE PROJECT
Project Manage and design the upgrade of building A3 on
Cody Technology park, which consists of 33,800 sq ft over
ground and first floor levels. To create a mixture of new
office space, reception area, meeting rooms, breakout
areas, electrical test laboratory, screen rooms and computer
room.
CLIENT OBJECTIVES
Renesas needed to relocate their entire business
operations within a three month period. It was therefore
business critical to find a suitable building and design new
facilities that fully supported their requirements. As a
technology based company they are high voice and data
users and a critical part of this project was to ensure that all
services were installed, tested and commissioned so they
could be fully operational prior to their relocation.
KEY FACTS
Relocate entire business operations within three month
period.
Project Manage & design new facilities to meet the
demands of the business needs.
Design & install new building services (mechanical,
electrical, voice & data).
Relocate screen rooms to new location
Specify and install new office and lab furniture
To provide a fully functional facility that will inspire Staff and
create an environment in where Staff enjoy coming to work.
3
2
OAS EDUCATION
INTERACTIVE WORKING
Synergy Vision
24
OAS EDUCATION
INTERACTIVE WORKING
ROBERT HALF
30
INTERACTIVE WORKING
OAS EDUCATION
INTERACTIVE WORKING
Interactive Space
OAS EDUCATION
INTERACTIVE WORKING
WE CREATE WORKING
ENVIRONMENTS THAT WORK ....
with the right
types of space
for all job
functions
to reduce costs and
increase margin
in order to recruit &
retain staff
with best use of
space
in your image
OAS EDUCATION
INTERACTIVE WORKING
for you and your staff
to improve
communications &
productivity
with best use
of technology
THANK
YOU!!
interactivespace.net
OAS EDUCATION
INTERACTIVE WORKING

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