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City of Philadelphia

Mayor's Task Force on City-Owned Facilities

The Mayor’s Task Force spent two years evaluating four major areas of City facility management: space allocation, leasing, maintenance and facility management, and utility payments/energy efficiencies.  The Task Force estimates that significant cost savings and efficiencies can be gained through implementation of its recommendations.  

The full report is available here.

The top ten recommendations are:

1. Implement an integrated, citywide asset management program (AMP) to manage all data on City-owned facilities in a uniform and consistent manner. The program should include technology and guiding policies and procedures. In progress.
2. Engage a design firm to conduct a space utilization study and develop new space standards for City offices that represent best practices and achieve optimal efficiencies.
3. Develop a citywide space consolidation plan, based on the space utilization study, which optimizes use of existing City-owned facilities and minimizes need for leased space.
4. Mandate a competitive procurement process for all real estate acquisitions and leasing including comprehensive request for proposals (“Lease RFP”) and standard lease provisions to maximize the City’s ability to achieve competitive rates.
5. Proactively prioritize capital investments based on strategic requirements, informed by data and reports generated from the new citywide AMP, as opposed to allocating capital reactively to deferred maintenance needs, subject to imminent health and safety issues.
6. Structure programs, processes, and agreements to incentivize reduction in the City’s energy consumption in both owned and leased space.
7. Establish criteria for payment of utilities for existing tenants of City-owned facilities including a utility payment review board and process for managing contested payment relationships. 
8. Include sustainability requirements in the new the “Lease RFP” consistent with Mayor Nutter’s goal of becoming America’s Greenest City.
9. Ensure adequate staffing for the Department of Public Property’s Real Estate Division to proactively address space consolidation and lease management tasks and to properly negotiate all leases for the City in order to achieve the best pricing and lease terms.
10. Commit to properly funding facility maintenance and capital improvements to achieve a state of good repair across the City’s portfolio.