Tenant Project Management Services
(Landlord
Constructor)
Purpose
To present a collection of services offered by Sempai Services, Inc. to support the design, construction, and outfitting of leasehold improvement projects when the Landlord engages the constructing agent.
General
The work letter provisions of a lease agreement typically outline the responsibilities of the Landlord and Tenant in the design, construction, outfitting and occupancy of the leased premises. Since the Landlord is responsible for operating and maintaining the building and leasehold improvements, the Landlord typically requires the Tenant carry out tasks required to outfit the premises within a specified set of rules and guidelines. These rules are typically an attachment to the lease. Under this scenario, the Landlord holds the construction contract and supervises the construction of the leasehold improvements. The Tenant prepares the design and transmits it to the Landlord for construction. SSI coordinates with the Landlord during the construction and manages the other Tenant vendors required to outfit the space.
Assumptions
- Tenant engages the interior designer
- Landlord engages the interior construction contractor
- Tenant controls the installation of loose and systems furniture
- Tenant controls the installation of the voice, data, audio visual, security and other technology systems
- Tenant manages the move to and occupancy of the premises
- Landlord provides a leasehold improvement allowance to fund a portion of the project
Client Benefits
- Single point of contact for project activities
- Leverages knowledge of local requirements and customs
- Maximizes selection of qualified and experienced local vendors
- Transforms project supervision from a fixed to a variable cost
- Minimizes Tenant involvement in day-to-day project tasks; facilitates management by exception
Services
General
- Serve as a Tenant representative with authority to act on the Tenant’s behalf to monitor and coordinate development of the project
- Advise Tenant on usual and customary procedures and processes employed to develop a tenant improvement project of this type and scale
- Advise Tenant on the requirements for, and assist Tenant select and engage separate specialty consultants that may be required for the project
- Interface with Tenant management to bring together internal Tenant staff actions required to support the project
- Periodically publish meeting minutes, action items and progress schedules to inform Tenant management and other project team members on project status.
- Coordinate project actions with the Landlord
- Receive and advise on payment of invoices for goods and services to support the project
- Receive and advise on approval of project vendor change requests
- Track project expenditures against the approved project budget
Planning Phase
Assist Tenant prepare a strategic program quantifying the gross project area requirements.- Assist Tenant prepare a schedule and budget for the project
- Assist Tenant select and engage an interior designer to prepare the architectural program of requirements, test fits, and final architectural and engineering construction plans for the interior improvements
- Assist Tenant obtain shell and core drawings from prospective Landlords
- Review and offer comments on Landlord lease proposals
- Review and offer comments on the work letter and other project-related provisions of the lease agreement
Design Phase
- Monitor the activities of the interior designer and his consultants
- Review the design to verify general compliance with the architectural program
- Monitor designer actions to coordinate the design with Tenant requirements for loose and systems furniture
- Monitor actions to coordinate the design with Tenant requirements for technology systems
- Coordinate preparation of periodic construction cost estimates to verify if the design is within budget
- Monitor designer actions to coordinate the design with the shell and core office building
- Transmit tenant improvement drawings to the Landlord for his review
Construction Phase
- Monitor Landlord activities to select, engage, and manage an interiors contractor to construct the interior improvements
- Verify that interior contractor’s performance reasonably complies with contract requirements
- Monitor actions of the interiors contractor and report progress to the Tenant
- Meet the Landlord, interior designer and contractor periodically to resolve work coordination issues
- Monitor progress of the work against the schedule; provide reports to the Tenant on project status
- Schedule and monitor substantial and final completion inspections. Confirm whether the contractor’s list of outstanding work is reasonably complete. Verify completion of outstanding work.
- Verify that the interiors contractor has submitted all project close-out documentation
Loose and Systems Furniture Installation
- Monitor interior designer actions during the specification and design of loose and systems furniture and the survey, inventory and reuse of any existing loose and systems furniture
- Assist Tenant and interior designer coordinate with existing furniture vendors to fabricate, deliver, and install any new loose and systems furniture and to relocate/reconfigure any existing loose and systems furniture
- Monitor and coordinate the installation, relocation, and reconfiguration of loose and systems furniture
- Monitor and coordinate actions to provide electrical connections to loose and systems furniture
- Coordinate the installation of voice and data structured cabling within the loose and systems furniture
Information Technology Systems
Procurement and Installation
- Coordinate with Tenant information technology vendors and staff to collect and transmit the utilities infrastructure requirements for technology systems to the interior designer
- Coordinate with Tenant information technology vendors and staff to confirm the requirements for the voice and LAN structured cable system
- Assist Tenant select and engage professional and construction services required to design, construct, and commission the voice and LAN structured cable system
- Monitor the procurement, installation and commissioning of Tenant network electronics and telephone system equipment
- Coordinate technology systems work self performed by Tenant with the overall project plan
- Confirm Tenant actions to secure local, long distance, and WAN communications services
- Coordinate the selection and installation of audio-visual, access control, CCTV monitoring, and sound masking system components, if specified
Occupancy Phase
- Assist the Tenant develop an overall relocation management plan
- Assist the Tenant select and engage moving services
- Monitor and coordinate moving services during the move period