SYSTEMWIDE SPACE UTILIZATION STUDY AND SPACE OPTIMIZATION AT UNGSC, BRINDISI (ITALY)

The United Nations Global Service Centre (UNGSC) is looking into the possibility of engaging services from qualified professional consultancy firms to impartially evaluate allocation and utilization of spaces and infrastructures to identify ways to reduce real estate and facility occupancy costs while improving and enhancing workplace performance and employee productivity. The objective is to receive recommendations that will be made bearing in mind the goal of reducing utilities and maintenance costs while optimizing space use. Space that is inefficiently configured or designed, poorly utilized, or in deteriorated condition will be identified. Data will be analyzed and compared to metrics based on campus use and peer institutions to identify underutilized spaces. The UNGSC would also like to provide its employees with an appropriate mix of workspace alternatives that accommodate varying job functions and activities across the compound. The result study shall comprise of four (4) main objectives: The expected actions and results are listed below. 1. Develop strategies to reduce the UNGSC’s real estate footprint and occupancy costs. a. Action: Conduct a space utilization study b. Result: Identify densification opportunities and recommend new policies governing space actions 2. Identify the appropriate target utilization rate that reduces the UNGSC’s overall footprint without compromising workplace effectiveness. a. Action: Analyze the UNGSC’s average space utilization and compare to industry standards, best practices and peer comparators b. Result: Recommend adoption and policy enforcement of a new space utilization target range of 14.5 – 16 USM (Usable Square Meters) 3. Reduce unnecessary footprint and utilities costs (energy, water, etc.) related to real estate use. a. Action: Create a programmatic planning and scenario analysis tool that incorporates recommended collaboration and support space standards and facilitates the UNGSC’s ability to customize programs and spaces according to their specific need b. Result: Recommend an implementation framework supporting business case development and justification of space requirements. 4. Situate space as a tool to improve user satisfaction and operational activities. a. Action: Conduct a benchmarking study comparing the UNGSC’s space standards, policies and practices to public and private sector peers. b. Result: Identify workplace improvement opportunities that will enhance productivity, improve employees’ satisfaction with space and the UNGSC’s ability to attract and retain talent. Recommend workplace standards that support new ways of working that will improve individual and team productivity The goal of the Request for Information is to receive recommendations on the specific guidelines required on what to include in the future tender for the complete professional service. In the past years, UNGSC has made significant progress to more effectively utilize and manage space. Some specific developments include: • UNGSC’s Campus Support (CS) maintains a robust space management relational database management system (FRIM) that includes the amount, type, capacity and assignment of each room. The database includes fields for occupant name, indirect cost recovery categories of use, room features, offices seat type, HVAC equipment, refurbishment and maintenance costs. • The UNGSC Space Allocation and Facilities Review Committee (SAFRC) reviews all workspace requests, facilities maintenance or refurbishments that are due and proposed new projects which are outside the authority of the Chief Campus Support. • Guidelines for Office Space Allocation at UNGSC establishes principles and delineates guidelines for assignment of office space. Campus Support applies these guidelines when assessing utilization of office space, developing what-if scenarios, planning for new facilities and designing new or renovated buildings (Standard Office Space Based On Capital Master Plan Standards For United Nations Common Premises, United Nations Engineering Support Manual, United Nations Office Space Planning Guidelines). • UNGSC’s Campus Support, SGITT (Service for Geospatial, Information and Telecommunications Technologies), and Environmental Unit are partnering to advance data analytics by leveraging space and campus activity data, including staffing and research expenditures.  Since the inception of the UNGSC Space Allocation and Facilities Review Committee (SAFRC), Senior Management has become more aware of the pressures placed upon the campus’s space. By means of periodical surveys, the UNGSC community reported that the space management guidelines and policy combined with increased use of data analytics has resulted in greater transparency and confidence that decision-making is not arbitrary. There is recognition that more can be done to overcome remaining barriers to maximizing space utilization and ensure that space is strategically allocated to align with strategic plan goals and priorities. Campus Support considers it critical to better understand current dynamics and find ways to optimize and enhance use of existing infrastructure space to support UNGSC’s operations and promote target KPIs. The amount of physical space required for each Service varies widely depending upon the operational activity’s reliance upon specialized equipment and physical materials. Current UNGSC space allocation break-down Type No. of Rooms Sqm. Archive 5 243.48 Boiler 22 215.76 Cafeteria 6 778.6 Conference 26 1,220.70 Corridor 43 1,568.27 Entrance 15 391.06 Gym 5 503.28 Hallway 20 505.32 Internet 1 81 Kitchen 23 338.57 Office 352 10,144.70 Paint Booth 4 335.69 Restroom 14 202.73 Sauna 1 15 Seminary 5 305 Server 18 696.25 Stairs 10 272 Storage 41 3,307.43 Technical 39 1,048.62 Toilet 138 1,352.45 Training 4 233 Warehouse 10 21,645.80 Workshop 28 12,847.80 Totals 830 58252.51 The responses to this RFI shall assess current practices, policies, and procedures regarding the allocation of space, identify opportunities for improvement, and make recommendations for realizing opportunities to ensure the most optimized and efficient use of space in order to reduce recurring utilities and maintenance costs. The RFI response should recommend specific goals for various space uses: a) Conference and Learning Centre (UNGSC Training Hub) b) Workshops, warehouses, and storages c) Data center, server rooms, and technical room d) Offices and Administrative Support e) Staff Welfare facilities Please also provide a brief description of your company's experience in optimising space and reducing utilities' costs, as follows: Company profile and services: -A brief general description of your company, its structure, years in business and the line of business dealing with similar services -Brochures and/or methodologies of the related services - A list of recent engagements for providing similar services Price options: - Please indicate total pricing range as well as available pricing models in order to have the information on how to build the Bill of Quantity for the requesting of prices.