Office of Program Policy Analysis and Government Accountability
Office of Program Policy Analysis and Government Accountability

Workspace Management Initiative Can Benefit State, But DMS Not Taking Adequate Steps to Ensure Goals Are Met

Report 06-06, January 2006




Report Summary

  • If properly managed and monitored, the Department of Management Services (DMS) Workspace Management Initiative and use of a private tenant broker should produce savings and better office space utilization. However, DMS is not taking adequate steps to ensure that all of the initiative's goals are met. Specifically, while using the tenant broker has produced short-term savings, questionable cost-savings methodology and modification of lease safeguards make the initiative's long-term fiscal impact uncertain and appear to conflict with statutory requirements. In addition, DMS has made only limited efforts to implement workspace standards for new leases, and some new leases may not improve the quality of buildings housing state workers unless the Legislature provides special funding for that purpose.
  • DMS must take additional steps to ensure that the initiative's overall goals are met, including assigning a property management professional to monitor the tenant broker contract and ensure that DMS adheres to federal "smart buyer" best practices; implementing contract performance measures; conducting "lease-versus-buy" analyses for master leases; and ensuring that tenant broker and agency leasing staff are trained on state procurement and leasing procedures. While DMS amended its tenant broker contract on December 15, 2005, to address some of these concerns, it is too early to evaluate whether these changes will improve services.


Related Reports
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    Report 10-04 January 2010
  2. DMS Has Improved State Leasing Processes, Additional Performance Measures Needed
    Report 08-22 April 2008
Copies of this report in print or alternate accessible format may be obtained by email OPPAGA@oppaga.fl.gov, telephone (850) 488-0021, or mail 111 W. Madison St., Room 312 Tallahassee, FL 32399-1475.
Copies of this report in print or alternate accessible format may be obtained by email OPPAGA@oppaga.fl.gov, telephone (850) 488-0021, or mail 111 W. Madison St., Room 312 Tallahassee, FL 32399-1475.
government, government support,tenant broker, leased office space, contracting, facility management, landlord, tenant, commission, negotiation, tenant-at-will, rent, building classification