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Skip Navigation LinksDepartment of Housing and Public Works > Facilities > Facilities for government > Office Accommodation Management Framework > Guideline 4: Occupancy > 6.0 Tenancy management systems

6.0 Tenancy management systems

6.1 Archibus

Archibus is a graphical space management system used by the Department of Housing and Public Works for measuring tenancy areas electronically and allocating space to agencies. The system provides plans showing the location, shape and area of each tenancy together with agencies’ details. These plans are prepared by the Department of Housing and Public Works and provided to agencies as part of ‘Lease Details Schedules’ that form part of the Occupancy Agreement for government-owned and ‘Major Leased’ office buildings.

Tenancy areas in ‘Other Leased’ buildings are measured by survey. Copies of the survey plans are included in the executed lease documentation held by the Department of Housing and Public Works.

6.2 Tenancy Management System (TMS)

The TMS is the system used by the Department of Housing and Public Works to register and manage agencies’ tenancies for all government office accommodation. The TMS uses area measurements from the Archibus system (in government-owned and ‘Major Leased’ buildings) and from lease surveys (in ‘Other Leased’ buildings) to establish rental and other accommodation-related charges for invoicing to government and private tenants. The system also manages the payment of rent and other charges to private sector landlords and suppliers.

TMS invoicing is electronic when this is supported by agencies’ information technology (IT) systems or otherwise by paper invoice delivered by post.

Agencies can access the system remotely via Govnet and ‘drill down’ into invoices to obtain additional information and historical data when their IT systems support this function.

All enquiries related to the TMS and access/security procedures should be directed to the Department of Housing and Public Works.

6.3 Occupancy costs and payments

Agencies are responsible for the payment of commercial rent and accommodation-related charges for office accommodation in government-owned and ‘Major Leased’ buildings. Rental rates in government-owned buildings are set by independent valuation and adjusted every two years. Rental rates for ‘Major Leased’ buildings are reviewed according to the lease conditions and applied from the rent review date.

Rental rates and other accommodation costs for ‘Other Leased’ buildings are set initially according to the negotiated commencement rent and adjusted periodically according to the specific rent-review conditions in each lease.

Agencies are required to consider and accept these lease conditions as part of their financial commitment to occupy the space prior to the execution of the lease. The Department of Housing and Public Works will negotiate to achieve the best possible outcome on a ‘without prejudice’ basis (subject to each agency’s approval) in rent reviews, and will submit the proposed new rate to the agency for approval before acceptance.

Charges for other accommodation-related services, such as after-hours air conditioning, are made at commercially-comparable rates for government-owned office buildings and according to lease conditions in ‘Major Leased’ and ‘Other Leased’ office buildings.

The Department of Housing and Public Works charges Cabinet-approved fees for lease negotiation and establishment based on a sliding scale and a lease management fee of 2.5 per cent of the effective rent and other charges. Lease negotiation fees do not include legal expenses, which are recharged to agencies. The lease management fee includes the provision of services for rent-review negotiation, make good negotiation, landlord/agent liaison, verification of landlord’s accounts, payments to landlords, coordinating rectification of defects and periodical inspections of tenancies to confirm tenant satisfaction with the accommodation.

Last updated 16 August 2012    Creative Commons Attribution 4.0 International (CC BY 4.0)

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