Property Matters newsletter | December 2024

In this edition of the Government Property Group newsletter – we reflect on 2024, give you an update on the Wellington consolidation project, the latest updates to the Government Property Portal and more.

Meri Kirihimete ki a koutou ko te whānau - Merry Christmas to you and your whānau 

Changes to GPG

In February 2025, we will be joining with MBIE’s internal property team to form a new branch.

As a joint branch, we will leverage the breadth of skills and knowledge spread across MBIE’s Property functions into a centre of expertise, creating efficiencies for MBIE and our government property responsibilities.

We will share more with you about our new team in the new year and look forward to continuing to support your agency’s property needs. In the meantime, please continue to reach out to us as usual, through your Senior Property Portfolio Specialist or email us. 

Wellington consolidation project

The Wellington consolidation project (WCP) seeks to find efficiencies, drive savings and release surplus space by consolidating our footprint into a reduced number of sites within the Wellington CBD.

By taking a system-centric approach to how we manage the office accommodation portfolio we hope to achieve: 

• Higher utilisation of government’s office accommodation footprint and a reduction of surplus space in the portfolio.
• Collective negotiation of our office accommodation requirements while building a more resilient portfolio.
• More strategic decisions for the portfolio as a whole.

Some of this work has already commenced as agencies prepare for lease exits. The initial focus of WCP is on agencies who have leases expiring over the next 12-24 months. We’re also keen to explore relocation and/or co-location opportunities earlier if this is an option for agencies. 

The role of WCP is to support and facilitate agencies through a seamless transition into new accommodation. Often accommodation changes can be very unsettling so we’re developing some tools and templates to support people leaders. We look forward to engaging with you further on this in the new year.

Updating data
With the changes that have occurred within the public sector over the last few months, we are updating data on headcount and workstation numbers. This is to ensure we’ve got an up-to-date view of the portfolio and to inform future briefings for the Minister for the Public Service.

We recently emailed agencies asking to confirm their data in the Government Property Portal. Many thanks to those agencies who have responded. This information provides us with a greater level of detail to support a portfolio approach. If you’ve not responded, we encourage you to check your data and let us know at wcp@mbie.govt.nz. 

If you want to discuss more details on the project, please talk with your Senior Property Portfolio Specialist or email the project team.

Bowen House update

With only 16 weeks remaining until practical completion, onsite construction works continue with excellent progress. LT McGuinness run a very tight and safe site with their recent external Health and Safety audit score being over 99% which is extraordinary.

Over the last few months, the project team has established agency working groups to provide input on topics such as health and safety, ways of working, art and taonga and ICT. This work ensures we establish the right processes, policies, and procedures for when the building goes live.

Recently our furniture providers were appointed, and the project is working quickly to place orders to have furniture installed on time. The ICT test network has been established on site which enables set up and testing of the security systems. Shortly the permanent network will be in place.

Bowen House will be available from April 2025, and it aims to support a more connected and collaborative public service. It includes a large conference suite which will be available for all government agencies.

We look to sharing more with you as we go full steam ahead to opening in 2025.

Knowledge Hour: crowded places

The last Knowledge Hour for 2024 was held at Pastoral House on the 28th of November.

Senior Sergeant Richard Scott provided a comprehensive overview of New Zealand Crowded Places Strategy which was developed after the 2019 Christchurch Mosque attacks. The strategy has four elements, the presentation focussed on two of these: Implementing effective protective security and Increasing resilience.

Richard outlined the four measures to Implementing effective protective security; Deter, Detect, Delay and Respond. Examples from Australia and New Zealand demonstrate that it’s not if, but when the next violent event will be. Whether this be an act of terrorism, mental health event or other cause, the result can be tragic. We need to be more proactive and learn from these events.

Richard emphasized the need for education and ongoing communication to build resilience against attacks. Having well-considered and well-tested protective security will reduce the likelihood of an attack occurring. New Zealand Police have developed helpful resources to assess and audit your internal protective security.

Access the crowded places strategy on the New Zealand Police website

Crowded places

The webinar finished with our team, led by David White, providing an update on topical areas, including Property System Leadership, WCP and Bowen House.

This Knowledge Hour will be available shortly on the Hīkina video library.

Government Property Portal

Throughout 2024, we’ve continued to drive a vision of data excellence in GPP with numerous individual sessions completed with agencies to help them maximise the value they receive from quality information.

The portal continues to give your agency a consolidated overview of all the operational information about your properties. This will make it easier to see how your portfolio is performing.

In 2024 we have:

• Hosted agency training sessions to ensure agencies can get the most out of the Portal.
  
• Delivered the ability for agencies to ‘request’ space of any kind from other agencies.
  
• Added a new module (Capital Projects) to enable agencies to manage property projects from builds to fit outs.
  
• Assisted agencies with updating their information and data ensuring their data remains up to date and provide quality insights.
  
• Provided setup support so agencies have a clear picture of their property portfolio.
  

We’ll continue expanding our portal offering in 2025. We will investigate additional modules to benefit agencies and there will be more dashboard and homepage options to improve the information available without having to generate bespoke reports. Shortly, we will be deploying a connection to email enabling agencies to receive notifications without being logged into GPP.
 
If you would like to find out more about the GPP, contact us.

Universal Design Guidelines are now live

Christmas has come early! The guidelines were designed to help agencies take a universal design approach when creating or upgrading a range of personal facilities in their workplaces. It also includes aspects of flexible working to support accessibility and inclusion. Agencies should consider to what extent they are able to adopt these guidelines for both new builds and major refurbishments on a project-by-project basis.

You can find them within our workplace design guidelines. 

Facilities management services contract

The Facilities management services contract is due to expire in 2026. We’re working together with New Zealand Government Procurement to see what the future of the contract looks like and will provide more information next year. 

Workplace and classroom furniture contract

We’re delighted to see that the number of agencies and schools participating in the Workplace and Classroom Furniture contract has increased by 78% compared to the previous contract.

The contract covers workplace and classroom furniture and related services including seating, tables, workstation accessories, furniture maintenance, repair, refurbishment, planning and design, and delivery. Agencies can save on average 10% on workplace furniture and 16% on classroom furniture purchases compared with the best prices outside of the contract. You can achieve further savings by buying in bulk.

Workplace and classroom furniture

FMANZ scholarship

The FMANZ Foundation, the charitable arm of the Facilities Management Association of New Zealand (FMANZ) has 2 scholarships available for people from backgrounds currently under-represented in the FM industry who are interested in a career in facilities management.

If you, or someone you know are interested, head to the Foundation page for more information. Applications close 22 January 2025.