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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 iSPACE

The iSPACE System is an integrated workplace management system (IWMS) used by the Queensland Government Accommodation Office (QGAO) and Government Employee Housing (GEH).  iSPACE is configured to support the effective management of space utilisation and associated tenancies for Government owned and leased accommodation, through capturing and maintaining key property/asset, tenancy and financial data.

In particular, the application is used to undertake the following activities:

  • Creation and maintenance of all QGAO and GEH tenancy information, including relevant property, tenant, landlord, and lease data.
  • Creation and maintenance of spatial information for QGAO’s owned and major lease portfolios, including upload and management of floorplans associated with relevant properties.
  • Creation of financial transactional data associated with current managed tenancies for purposes of billing and payment via interfaces to the Department’s core financial system (SAP).

Information about an agency charges is sent by email monthly as part of the monthly invoice process and additional information can be extracted and provided to agencies, on an ad-hoc basis, as required

6.2 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 11 July 2018    Creative Commons Attribution 4.0 International (CC BY 4.0)

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