Municipal Facilities Committee report relative to proposed new City Office space standards.

This report from the Municipal Facilities Committee (MFC) proposes new City Office Space Standards to replace the 1995 Workspace Standards (File No. 92-1154-S4). The update aims to modernize office configurations to reflect hybrid work schedules, desk-sharing, and hoteling trends, with the goal of optimizing City-owned property and reducing reliance on leased space, which saw a 37.5% cost increase from 2022-23 to 2024-25 ($20.8M to $27.8M).

Key Provisions:

• Standardized Workspaces: Non-management workstations reduced to 6x6 feet (36 sq. ft.); management offices reduced to 10x12 feet; executive offices reduced to 12x15 feet.
• Assignment Policy: Assigned desks are reserved for staff working in-office at least 3 days per week. Employees telecommuting 3+ days per week are assigned to hoteling/shared spaces.
• Compliance: The General Services Department (GSD) must apply these standards to all new space requests or repurposing projects. Departments must obtain Mayor's Office approval for telecommute policies before GSD initiates space work.
• Deviations: Departments seeking to deviate from these standards must submit a written request to the MFC.

Financial Details:

• The report states there is no General Fund impact from the adoption of the policy itself. Tenant improvements and furniture costs will be evaluated on a case-by-case basis.
• A test-fit analysis of the Marvin Braude Municipal Building suggests that a full renovation with desk sharing could yield $2M in annual lease savings.

Procedural History:

• The CAO engaged M. Arthur Gensler Jr. & Associates, Inc. in June 2024 to develop these standards.
• The Engineers and Architects Association (EAA) raised concerns regarding the correlation between space reduction and telecommute schedules, as well as potential impacts on employee well-being due to smaller cubicles. No other labor unions submitted formal feedback.