When a University unit is considering moving from existing space, expanding its space, or creating a new program that requires space, a thorough analysis of space needs should be conducted. The assistance of an architectural firm may be necessary to review programmatic needs and identify the appropriate amount and type of space required.
For minor projects, the information contained in this document may be sufficient to determine the best option to address space needs. For significant projects, the analysis of the options for acquiring or using space should be part of a comprehensive Business Plan that considers other factors besides those identified below. Elements of a Business Plan are provided at the end of this paper.
With a good understanding of space needs, the relative merits of the factors to be considered should be weighed. First, the critical factors must be identified; then the others, even though not determinant, should be reviewed.
An explanation of the factors to consider follows. In addition, a matrix of decision factors has been provided to define the possible optimal solutions based on these factors. Note that not all projects fit neatly into this matrix; it is simply meant as a guide and special circumstances will require exceptions.
Availability of Space and Market
First, consideration should be given to existing University space that is, or soon may become available. Business unit staff responsible for assignment of space should be consulted to discuss programmatic space needs in order to determine what space could be used.
When University space is not available, lease or purchase may be considered. Each market differs over time. Some areas have an abundance of low cost facilities for rent, while in others it is a buyers' market. Before considering the relative advantages of leasing vs. purchase, the properties available in the local market should be compared. Even when other factors dictate a lease or purchase decision, a comparison of available properties should be made.
If a property offered for sale meets other required criteria, it must be available at a reasonable cost. Usually this is determined by having two appraisals prepared and negotiating for purchase at or below appraised value.
Suitability of Space
When considering suitability of space, questions which should be asked include:
- Is the internal layout of the space appropriate for the program?
- What modifications would be necessary?
- What costs will be incurred to prepare the space for use?
Modifications can result in significant additional costs. If space is being built, or a new facility is to be finished out, it can be designed to suit specific programmatic and/or design specifications. However, when existing University facilities are used, or existing space is leased or purchased, any additional costs associated with renovations to retrofit the space to suit programmatic needs should be considered.
All construction on a University-occupied facility must comply with appropriate codes. Any renovation, build-out or construction with a cost above $25,000 must be done by workers paid pre