Tenant Project Management
(Tenant
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 Tenant engages the designer and constructor.
General
The work letter provisions of a lease agreement 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 within a specified set of rules and guidelines. Under this scenario, the Tenant is responsible for designing the leasehold improvements, engaging the constructor, and supervising the construction of the tenant improvements. The Tenant must obtain Landlord approval of the design of the improvements. SSI supervises the project on behalf of the Tenant and manages all vendors required to design, construct and outfit the space.
Situation
- Tenant engages the interior designer
- Tenant engages the interior construction contractor
- Tenant procures and installs the loose and systems furniture
- Tenant procures and installs 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
- Assures selection of qualified and experienced local vendors
- Assures open market competition for goods and services required incident to the development of the project
- 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
- Prepare and maintain an overall project schedule and a master budget for the project. Track progress against the schedule. Track project expenditures against the budget
- 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
- Prepare and issue requests for proposal on behalf of the Tenant for the procurement of goods and services required for the project.
- Prepare and negotiate agreements for the procurement of goods and services 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
Planning Phase
- Assist Tenant prepare a strategic program quantifying the gross project area requirements
- Assist Tenant prepare a schedule and budget for the project to support development of the business case 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
- Assist Tenant evaluate the technical feasibility of alternative sites
- 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
- Serve as a liaison between the designer and the Tenant
- 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
- 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 and coordinate Landlord approval
Construction Phase
- Verify that interior contractor’s performance reasonably complies with contract requirements
- Verify that the contractor's insurance and bonds are submitted and are in order
- Monitor actions of the interiors contractor and report progress to the Tenant
- Direct the resolution of work coordination issues between the Landlord, interior designer and contractor
- 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.
- Coordinate the submittal of 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