The Total Office Cost Survey July 2002

The Total Office Cost Survey July 2002 based on research by City University Business School Actium Consult and Cushman & Wakefield Healey & Baker C I T Y City University Business School London ACTIUM CONSULT

Introduction The Total Office Cost Survey UK Edition provi des an independent accurate guide to the total cost of occupying office buildings. The July 2002 survey has been extended to 40 major office locations in the UK. It aims to provide decision makers with key information to assist in the acquisition of office space by bringing together the total office cost picture from a number of leading advisers and suppliers. This survey is the 4 th edition of a series that was started in January 2001 and is published every 6 months. In this edition we have compared workstation costs with average annual gross earnings (salaries plus any bonus/commission) for the centres surveyed. We believe that this comparison puts office occupancy costs into context within total overheads. The survey is based on a new, good quality 5,000m 2 office building taken on a 10-year lease, and measures the total annual cost of leasing and operating. It is based on independent research carried out by a leading business school, a specialist consulting practice and an international real estate company. Key findings Our key findings show: The cost of a workstation in the 40 centres surveyed is between 30% (Plymouth) and 47% (West End) of average annual earnings For the first time in this survey series the average cost of rent and rates is below 50% of total office costs at 49% The highest cost of a workstation is in the West End at 18,978 which is a reduction of 7% since the January survey In greater London, the cost of a workstation in the West End ( 18,978) is more than twice that in Croydon ( 8,411) The average workstation cost in Scotland at 9,121 (Edinburgh, Glasgow and Aberdeen only) is marginally more expensive than the average of our 15 centres in the South East at 9,041 Rent is the biggest and most volatile cost driver from 97 per m 2 in Plymouth to 807 per m 2 in the West End (over 8 times more) Rates and wages costs also show significant variation between locations The biggest rent fall is in Docklands (19%) since the January survey The highest rent increase is in Birmingham (17%) since the January survey The lowest cost of a workstation is in Plymouth at 6,142 The average cost of a workstation in London is 13,249 The average cost of a workstation in the South East is 9,041 The average cost of a workstation in the South West is 7,495 The cost of telephony has fallen in all locations due to reduced cost of hardware since the January survey The cost of rates has increased across the board since the January survey apart from Guildford and Watford

What is a workstation? Since the intensity of use in office buildings varies it has become standard practice in the industry when looking at occupancy costs to measure not only price per m 2, but also costs per workstation. For organisations that use a 1:1 ratio for workstations and staff (i.e. no desk-sharing/hot-desking) this measure also relates to cost per staff member. Physically a workstation is the area taken up by someone's desk, chair, pedestal and proximity storage, which comes to approximately 7m 2. Within any one building the identifiable space allocated to individuals may vary from 4m 2 to 15m 2 or more. However, when looking at a complete building, the average space per workstation increases significantly, as the non-productive space (meeting rooms, cafe, reception, corridors etc.) has to be shared among the number of workstations. This survey uses 14m 2 per workstation as a norm - this is at the lower end of the range established in recent research and is in line with recent BCO budgeting recommendations. The diagram below shows the breakdown of the space allocation per workstation in the 5,000m 2 office building. Net area for workstation including desk, task+b12chair, pedestal and one linear metre proximity storage 7 m 2 Central storage 1 m 2 Addition for 20% cellular offices 1 m 2 Reception, post, comms print rooms etc 1.2 m 2 Boardroom and 15 meeting rooms 1.6 m 2 Café and Breakout Space 0.8 m 2 Corridors and Circulation 15% 1.8 m 2 Total 14 m 2

The components of total office costs In order to identify and define total office costs we have researched all relevant annual and one off capital costs in relation to the occupation of office space. These costs include rent, property tax, annualised costs of fit out and furniture, building management costs such as maintenance, security and cleaning and relevant business support costs such as reception, telephones, catering and reprographics. We have made reference to the published expenditure items contained within the IPD Occupiers Property Databank International Total Occupancy Cost Code and have provided and agreed detailed output specifications to those items we consider relevant with our data suppliers. The data suppliers have been chosen from the leading suppliers of office infrastructure and office-support services and are listed on the back of the survey. We are very grateful to our supplier club for their valuable knowledge and input to this survey. The diagram below shows the components that go into each of the cost headings in our survey. Each component is defined in detail later in the document. Total Office Costs Rent Fitting Out Insurance Telephones Management Rates Furniture Internal R&M Catering Annualised M&E R&M Reception Costs External R&M Post/Courier Improvements Reprographics Int. moves Disaster Recovery Reinstatement Soft FM Security Cleaning Waste Disposal Plants int/ext Water/Sewerage Energy Compliance Hard FM

Results of the survey The chart shows summary results of the survey. The full results can be found towards the end of this paper. 1. Annual Workstation Costs by Location London - West End London - City London - Midtown London - Hammersmith London - Docklands Uxbridge Croydon Heathrow Maidenhead Slough Bracknell Reading Guildford Watford Leatherhead Crawley Basingstoke Oxford St Albans Southampton Milton Keynes Maidstone Bristol Swindon Cardiff Exeter Plymouth Birmingham Cambridge Nottingham Norwich Manchester Leeds Newcastle Liverpool Sheffield Edinburgh Glasgow Aberdeen Belfast 18,978 17,074 14,083 11,873 11,613 9,906 8,411 10,650 10,582 10,314 10,059 9,859 9,857 8,807 8,780 8,612 8,446 8,330 8,309 7,967 7,531 7,516 8,502 8,322 7,943 6,567 6,142 9,555 8,983 7,320 6,981 9,152 8,767 7,594 7,297 6,966 10,471 9,020 8,015 6,892 LONDON Average 13,134 SOUTH EAST Average 9,041 SOUTH WEST Average 7,495 MIDLANDS/EA Average 8,210 NORTH Average 7,955 SCOTLAND Average 9,169 N. IRELAND

Regional averages The table below shows the make up of average workstation costs by region. Note that for Northern Ireland, there is only one centre, in Belfast. All other regions have at least three centres. These figures show that the main variable between regions is rent, followed by rates, a charge linked to rental levels. The high costs in central London are balanced out to a certain extent by costs in lower cost parts of the metropolis such as Croydon and Uxbridge. Perhaps the biggest surprise is that Scotland (based on Edinburgh, Glasgow and Aberdeen) is more expensive than the South East. Region No of Centres Rent /m 2 Rates /m 2 Other costs / m 2 Total /m2 Total /pa/ workst n Most expensive Cheapest London 7 470.54 138.86 328.76 938.16 13,134 West End 18,978 Croydon 8,411 South East 15 256.18 75.33 314.29 645.80 9,041 Heathrow 10,650 Maidstone 7,516 South West /Wales 5 172.22 63.00 300.15 535.37 7,495 Bristol 8,502 Plymouth 6,142 Midlands/EA 4 216.63 62.00 307.79 586.41 8,210 Birmingham 9,555 Norwich 6,981 North 5 194.83 70.00 303.39 568.22 7,955 Manchester 9,152 Sheffield 6,966 Scotland 3 254.75 93.33 303.44 651.52 9,121 Edinburgh 10,471 Aberdeen 8,015 N Ireland 1 144.99 66.00 281.26 492.25 6,892 Belfast 6,892 Regional Make up of Total Office Cost /sq m 1,000 900 800 700 600 500 400 300 200 100 0 London South East South West /Wales Midlands/EA North Scotland N Ireland Rent Rates Annualised Costs Hard FM Soft FM Management

Analysis 1. The table below shows the median proportion of the various cost headings that go to make up Total Office Cost. It can be seen that rent and rates are less than 50% of the total. Breakdown of Total Office Costs Rates 13% Annualised Costs 14% Rent 36% Hard FM 22% Management 1% Soft FM 14% 2. Using the New Earnings Survey (National Statistics), we have compared the cost of a workstation with average earnings for the various locations. The highest is London West End, where the average workstation cost is 47% of average gross earnings, followed by Edinburgh at 45% with Manchester, Glasgow, Birmingham, Leeds and City of London all 40% or above. At the other end of the scale, the ratio falls to 30% in Plymouth and 31% in St Albans. The overall average is 36%. Docklands and Midtown have been excluded from this analysis as they are not shown separately in the New Earnings Survey. 3. Rent is the predominant cost driver, providing the largest individual contribution to total costs, and also showing the largest variation, both in terms of absolute level (from 807/m 2 in the West End to 97/m 2 in Plymouth) and as a percentage of total costs (60% in the West End, 22% in Plymouth). Rates payable (which have linkages to rental values) are the next largest, varying between 8% and 17½%. Annualised costs, Hard FM and Soft FM are all the sum of a number of separate cost lines. 4. The Main variable in Hard and Soft FM is regional wage levels. 5. For the other cost heads, the main variation is that of regional wage levels. 6. The cost of telephony is falling rapidly. The specification for this survey is for a traditional switchboard. However, Voice over Internet working Protocol (VoIP) systems are just becoming available on the general market, and this solution, which will become the standard in the near future, will significantly reduce call costs, provide feature rich telephones and boost the information available to the user at the desk top. From the users point of view they have a number of attributes, including the ability to reduce cost of churn in the office environment.

Are you comparing like with like? When benchmarking your own office costs with the above you should be careful to: Include all costs for all the cost heads included within the survey. The costs of reception, reprographics, catering, cleaning, insurance, security etc. are included. Your business may provide some items yourself, procure them externally, or have them included in a serviced office or total outsourcing contract. Check your workstation utilisation of space. 14 m 2 is a good average figure, but could be considered generous for a management consultancy practice and below average for a law firm. Check that the size, age and location of your buildings and your buying power are comparable to TOCS. We have adopted the hypothetical purchasing power of a medium size organisation that employs only 357 staff. We have also assumed a new building in a prime location. The Total Office Cost Survey - UK Edition can be downloaded from the City University website (www.city.ac.uk) the Actium Consult website(www.actiumconsult.co.uk), the Cushman & Wakefield Healey & Baker website (www.cushwake.com) the Regus website (www.regus.com ) and the TOC Survey website (www.tocsurvey.com).

Detailed results by centre The table below shows the total Office Cost in each of the 40 centres, with the major category splits. For ease of comparison where other space norms are used, costs are given per m 2 as well as per workstation. All Earnings information is based on New Earnings Survey (National Statistics, Crown Copyright) TOTAL OFFICE COSTS ( PER ANNUM PER M 2 / PER WORKSTATION ) COSTS PER Rent Rates Annualised Hard Soft Manage- Total ANNUM PER m 2 NIA Fit Out/ Furniture FM FM ment Cost/m 2 Cost/ W'station (14 m 2 ) Average Gross Annual Earnings Aberdeen 193.75 77.00 83.36 122.69 76.94 8.56 562.31 7,872 25,016 Basingstoke 215.28 77.00 83.36 134.24 84.80 8.60 603.28 8,446 24,874 Belfast 144.99 66.00 83.36 113.03 76.40 8.46 492.25 6,892 20,700 Birmingham 296.01 77.00 83.36 135.14 82.24 8.77 682.53 9,555 22,464 Bracknell 312.16 88.00 83.36 140.74 85.45 8.80 718.51 10,059 30,579 Bristol 226.04 75.00 82.65 132.95 82.04 8.63 607.31 8,502 23,172 Cambridge 258.34 72.00 83.36 135.37 83.90 8.69 641.66 8,983 24,186 Cardiff 204.52 65.00 77.65 130.56 81.02 8.58 567.32 7,943 21,751 Crawley 247.57 54.00 82.65 138.12 84.15 8.67 615.16 8,612 23,234 Croydon 220.66 62.00 83.36 137.54 88.63 8.62 600.81 8,411 23,673 Edinburgh 322.92 112.00 83.36 140.63 80.21 8.82 747.94 10,471 23,459 Exeter 129.17 44.00 82.65 125.97 78.85 8.43 469.06 6,567 18,771 Glasgow 247.57 91.00 83.36 133.49 80.21 8.67 644.30 9,020 22,150 Guildford 296.01 91.00 83.36 137.75 87.16 8.77 704.05 9,857 28,564 Heathrow 322.92 116.00 83.36 141.85 87.75 8.82 760.70 10,650 29,301 Leatherhead 226.04 89.00 83.36 134.51 85.57 8.63 627.11 8,780 28,564 Leeds 226.04 95.00 82.65 133.47 80.41 8.63 626.20 8,767 21,116 Liverpool 150.70 66.00 82.65 133.25 80.14 8.48 521.21 7,297 21,203 London - City 699.66 187.00 89.08 140.62 93.66 9.57 1219.60 17,074 43,154 London - 349.83 145.00 89.08 142.17 94.53 8.87 829.49 11,613 N/A Docklands London 403.65 115.00 89.08 139.82 91.54 8.98 848.07 11,873 30,234 Hammersmith London 511.29 163.00 89.08 139.95 93.45 9.20 1005.96 14,083 N/A Midtown London - West 807.30 213.00 89.08 141.90 94.53 9.79 1355.60 18,978 40,119 End Maidenhead 333.68 106.00 83.36 138.95 85.03 8.84 755.87 10,582 28,173 Maidstone 172.22 54.00 83.36 133.90 84.83 8.52 536.83 7,516 22,125 Manchester 252.95 95.00 82.65 133.18 81.23 8.68 653.69 9,152 21,244 Milton Keynes 182.99 44.00 83.36 134.65 84.36 8.54 537.90 7,531 23,990 Newcastle 193.75 48.00 81.93 133.03 77.15 8.56 542.43 7,594 20,193 Norwich 150.70 44.00 82.65 130.76 82.04 8.48 498.62 6,981 20,344 Nottingham 161.46 55.00 83.36 132.69 81.84 8.50 522.85 7,320 21,394 Oxford 226.04 57.00 83.36 134.56 85.42 8.63 595.02 8,330 24,046 Plymouth 96.88 47.00 82.65 127.18 76.67 8.37 438.74 6,142 20,309 Reading 301.39 89.00 83.36 135.85 85.86 8.78 704.24 9,859 27,521 Sheffield 150.70 46.00 82.65 132.62 77.15 8.48 497.58 6,966 20,248 Slough 322.92 97.00 83.36 138.95 85.64 8.82 736.70 10,314 29,549 Southampton 209.90 51.00 82.65 133.15 83.77 8.59 569.06 7,967 23,765 St Albans 226.04 50.00 83.36 140.22 85.23 8.63 593.49 8,309 26,401 Swindon 204.52 84.00 82.65 131.21 83.47 8.58 594.43 8,322 25,959 Uxbridge 301.39 87.00 83.36 140.12 86.93 8.78 707.59 9,906 30,115 Watford 247.57 67.00 83.36 136.45 86.05 8.67 629.10 8,807 26,401

DEFINITIONS AND ASSUMPTIONS FOR TOTAL OFFICE COST SURVEY BY ACTIUM CONSULT ITEM General Building Parking Use DATA/ ASSUMPTION SOURCE All costs are total and assume the annual cost of occupation. All expenditure heads are mutually exclusive. All VAT is assumed as recoverable. Capital items are written off straight line over specified terms. Hypothetical brand new architect designed air-conditioned self-contained B1 office building of 5,000 m2 (NIA) built on 4 floors in prime (most valuable) location for centre (ie either CBD or business park) Cost of parking is excluded in CBD but included as part of the rent in business park and campus locations B1 Office www.city.ac.uk Lease Based on 10 year fully repairing and insuring institutional lease with a 5 year rent review with standard alienation, use and repairing covenants. Data point Space Utilisation and design OCCUPATIONAL COSTS Rent Rates ANNUALISED COSTS Fit out Furniture HARD FM Insurance ACTIUM CONSULT AND CITY UNIVERSITY www.actiumconsult. co.uk 01-Jul-2002 SPACE FOR 357 workstations at an overall density of 14m2 per workstation which BUSINESS AND includes primary circulation, storage areas, support space, reception area, TECTUS 60 cover café area, one 18 person board room, three 8/10 person www.spaceforbiz.co meeting rooms, twelve 4/6 person meeting rooms and 20% cellular/80% m open plan layout. www.tectis.co.uk CUSHMAN & WAKEFIELD HEALEY & BAKER www.cushwake.com G L HEARN www.glhearn.com Annual open market rental value for office use with no inducement, no rent-free period beyond 3 month fit out allowance and no premium payment by tenant. On the basis of building description, lease terms and location outlined above. Estimate of full rates payable with no phasing. INTERIOR Assumes initial Category A developer finish and includes demountable www.interiorplc.com partitioning and fully glazed office fronts, Cat 5 voice and data cabling, electrical installation, carpeting, carpet tile floor coverings to office areas, fixtures and fittings, suspended ceilings, raised floor, VAV or fan coil A/C adaptation, blinds. Written off over 7 years. STEELCASE www.steelcaseeurope.com WILLIS www.willis.com Include corner workstations 1600x1200, task chairs, pedestals, 2 linear metres storage per person, executive board room seating, boardroom/meeting tables, leather sofas for reception, café tables and chairs for 60 covers, lighting units, screens, kitchen units/equipment. Exclude IT equipment. Written off over 5 years. All building insurance and contents policies. Include terrorism, rent loss etc. Exclude business interruption, employers liability and public liability. Internal repair/maintenance E C HARRIS www.echarris.com Include planned and reactive redecoration, repair and maintenance to internal surfaces, furniture, equipment, and fittings. M&E repair/ maintenance External repair/maintenance Minor improvements Internal moves Dilapidations/ reinstatement Security Cleaning WSP/ACTIUM Include all annual costs for repair, servicing and maintenance of M&E www.wspgroup.com including HVAC, lifts, building services, electrical distribution & fixed equipment, re-lamping, Pat testing and M&E specialist contracts. E C HARRIS www.echarris.com Building fabric including all integral structural parts of the premises, roof, rainwater goods, external walls, windows and doors. Excludes landscaping. E C HARRIS Typically 10k p.a. but exclude internal move costs. www.echarris.com ACTIUM CONSULT Associated with space reorganisation on basis of 50% churn. Excludes partition/furniture moves. Assume 8 crates per person for 1 week. MALCOLM HOLLIS www.malcolmhollis. co.uk COFLEX www.coflex.co.uk ISS www.issworld.com Annual costs of anticipated landlord claims at end of contract period. Assume high level of maintenance and low repairing requirement. Full reinstatement of 20% cellular space. Full redecoration internal & external. Minor repairs to ceiling and carpet tiles. Total annual costs of securing the premises including annualised capital costs and maintenance of access control cover, intruder detection systems, CCTV, badges/identity cards, swipe card readers, uniforms and communication equipment for 24hr/365day cover. Both interior and exterior of entire premises including staff costs and consumables and periodic special cleaning. Include cleaning windows and surfaces, WC accommodation, common parts, sanitary disposal, refuse disposal, roller towels, dust control mats, fittings and paper recycling.

Waste disposal Internal plants and flowers Water and sewerage Energy Compliance SOFT FM Telephones Catering Reception Post/messengers Reprographics Disaster Recovery MANAGEMENT COFLEX Refuse collection and confidential, sanitary and toxic waste disposal. www.coflex.co.uk ENTERPRISE Provision and maintenance of flowers/shrubs including dusting, pruning & PLANTS watering. Include specimen plants in reception. www.enterpriseplant s.com ACTIUM CONSULT Water supply, treatment and sewerage including repair and maintenance. Assume 9,250 litres/day for 300 days/year. 100mm supply, standard local water company tariffs. ENERGY PLUS UK www.energy1uk.co m Supply of 2.5m kwh gas and 0.9m kwh electricity at current rates and including estimate of climate change levy. WSP Environmental management, health and safety management and fire and www.wspgroup.com life safety. BT www.bt.com ACTIUM CONSULT www.actiumconsult. co.uk REGUS www.regus.com MAILROOM MANAGEMENT SERVICES www.mailman.co.uk CANON www.canon.co.uk SCHLUMBERGER SEMA www.sg-rs.com Meridian 1 Option 11 PBX system. Include one operator console, 16 digital extension ports, 360 analogue extension ports, 90 channels of ISDN30e, 360 handsets, 6 port 24 hour voice mail, call answering staff costs, maintenance and line rental.. Assume 5-year contract but exclude any special external datacomms links. Capital w/o 3 yrs. 1 FTE Assume 60 cover café operational 0830-1500 5 days a week. Pricing policy to recover cost of food and employer responsible for labour costs of 3.5 staff (FTE) to cover meeting rooms etc. Speciality coffee, sandwiches, sof t drinks, bought in hot food. Vending machines on all floors. Lunchtime take up @ 55%. Covers supply to all meeting rooms. Operational 0830-1800 5 days per week. 2.5 staff (FTE). Includes recruitment, training, relief, consumables and uniforms. Opening, sorting, distributing, packaging, stamping, recording and dispatching of mail. 2 mail points per floor, 2 deliveries per day, one franking machine. Total 5 year lease costs of all reprographic equipment including one GP605 copier, two GP335 copiers and twelv e GP405 copiers excluding paper but includes average total of 760,000 copies per month. Annual costs on 3 year contract of providing and maintaining alternative premises for critical processes in event of disaster. Assume 115 people needing relocating, PC for each person, 6 servers, 8 printers, no data centre space, free use of fax, copiers, kitchen facilities. CUSHMAN & Total annual costs of associated fees and management of real estate and WAKEFIELD FM. Including annualised acquisition/disposal costs and stamp duty. HEALEY & BAKER www.cushwake.com

Thanks to the following companies and organisations who contributed to the TOC survey. Their website addresses can be found in the definitions on the previous two pages. SchlumbergerSema The Total Office Cost Survey - UK Edition can be downloaded from the City University website (www.city.ac.uk) the Actium Consult website(www.actiumconsult.co.uk), the Cushman & Wakefield Healey & Baker website (www.cushwake.com), the Regus website (www.regus.com) and the TOC Survey website (www.tocsurvey.com) City University Business School, Actium Consult and Cushman & Wakefield Healey & Baker 2002 The material presented in this survey is for general information only. Whilst every care is taken to ensure its accuracy no legal responsibility is accepted by City University Business School, Actium Consult, Cushman & Wakefield Healey & Baker or the data suppliers and contributors for any loss or damage resultant from its contents. Reproduction of this material, in whole or in part is strictly forbidden without express written consent of the copyright holders.