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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 No. 06-06, January 2006
 
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  • 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.

Which Government Program Summaries contain related information?

DMS, Facilities Program

What other OPPAGA-related materials are available?

  • Report No. 10-04 Some Alternative Work Arrangements Can Reduce Costs and Provide Employee Benefits,published in January 2010.
  • Report No. 08-22 DMS Has Improved State Leasing Processes, Additional Performance Measures Needed, published in April 2008.

Copies of this report in print or alternate accessible format may be obtained by telephone (850/488-0021), by FAX (850/487-9213), in person, or by mail (OPPAGA Report Production, Claude Pepper Building, Room 312, 111 W. Madison St., Tallahassee, FL 32399-1475).
e-mail address: oppaga@oppaga.fl.gov


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