Project Completion Krista Rostosky-Sharma 214-427-4659 (O) - - PowerPoint PPT Presentation
Address: Tenant Coordination 5001 Spring Valley Road Suite 400E Steps to Successful Dallas, Texas 75244 Phone: Project Completion Krista Rostosky-Sharma 214-427-4659 (O) 214-907-4313 (C) krostosky@GuessConstruction.com Developer
Tenant Coordination Steps to Successful Project Completion
Address:
5001 Spring Valley Road Suite 400E Dallas, Texas 75244
Phone: Krista Rostosky-Sharma
214-427-4659 (O) 214-907-4313 (C) krostosky@GuessConstruction.com
– Rent – Termination provisions – Renewals – Contributions
dimensioned drawings, plans, sections elevations, and position within center and any
key or build to suit, improvements by tenant and variable as per agreement.
FF& E, black out and opening
specifications in the construction sections need to coordinate with lease obligations. Float will also need to be included in scheduling to absorb delays and establish processes to meet lease requirements.
construction
The following describes the landlords obligations in what will be delivered to the tenant and any variations to standard specifications. The following items are to be coordinated with the main construction agreement. Internal Constraints
loads
stairs and escalators)
pass through space
External Provisions
Center Integration
requirements
Service loads
Acts as the landlord’s representative and will have experience in:
The Tenant Coordinator will require technical support from the Architect (s), Structural Engineer (s), MEP Engineer (a), Fire specialist and in some cases the Civil Engineer (s).
The tenant is a retailer not a builder
The Tenant Coordinator will be
impressions in dealing with the center
The Tenant Coordinator will manage to the benefit of both the landlord and the tenant.
The Tenant Coordinator will help the landlord raise the standard of the center
The Tenant Coordiantor will act
behalf with professionalism
Client
Legal Leasing Team Tenant
Architect and Engineer Center’s Management
Tenant Coordinator
Dumpsters
penetrations
materials
Once our Tenant Coordination team is engaged we will start preparing the Contractor Rules and Regulations in conjuction with the landlord. The following are main topics of inclusion:
Project specific tracking reports will be established and set up for reporting throughout the life of the project. Our coordination team will log and report on the following activities. All tracking reports will be released to the landlord along with all backup at the end of the project for record keeping. Site Addresses Tenant Contacts LOD/LL Drawing Review/Required Dates TDLR Drawing Review City Drawing Review/Permit/CO Shell Turnover Notice Tenant SF Verification Construction Start Dates Turnover to Tenant GC (Contractor Acceptance) Rules and Regulations Rules and Regulations Food Service
Contractor Insurance Contractor Security Deposit Signage Installation Dumpster/Toilet (Fees) Water Meter (Sub Meter) Transformer Information/Temp Power Punch list Close-out Documentation TDLR Inspection % Open/Delivery/Open Dates Tenant TI Release
TENANT TRACKING SHEET Lease Obligation Lease Drawing Coordination Tenant Address Contact (Construction & Arch) SF (Per Lease) TI Allowance TI Allowance to be Paid to Tenant LOI Signed Lease Signed LL Delivery Obligation LL Shell Drwgs to Tenant Tenant Plans Due LL Comments on Tenant Drwgs Tenant Drwg Comments received by LL Tenant Approval
Signage Drwgs Received/Approved TDLR Review EABPRJB# Building # and Total SF PSF Total Shell Add Work By LL for Tenant Delivery Tenant Work Commencement Building Permit Shell Construction Start Shell Delivery Modified Permit Modified Construction Start Modified Delivery Delivery Notice Delivery Notice Sent Landlord Required Turnover Estimated Premise Delivery Tenant Permit Tenant Construction Start Tenant Construction Complete TDLR Inspection Tenant CO Rent Commencement Date Open Date
Send introduction email to tenant and their design team with a brief explanation of the following: – Centers Design Criteria – Shell Floor Plan and Elevations (CAD files) – Site Constraints – Contractors Rules and Regulations (and/or Food Service R & R) This will then be followed up with a phone call to establish that contact has been made and that the information provided is understood by both parties.
Manage Design Collaboration - This will entail a review of the initial concept with the tenant and the landlords design team to establish the ground rules to an effective, inspirational and acceptable design. Arrange meeting with the tenant and/or their designer
Outline and explain the design criteria and aspirations Provide answers to any queries the tenant may have Reference lease approval process and timelines Advise the tenant of any likely fees associated with changes Produce meeting minutes and circulate
Concept/Design Approvals - Receive the tenants storefront design and fixture plan. These items will need to be reviewed by the landlord and design team. A drawing review and comment letter will be completed with each review by each party denoting dates with reference back to the lease requirements. Issue comments back to tenant and repeat until plans are approved Receive the tenants fixture plan design and inform landlord Landlord approval of the design and fixture plans will release the tenant to start
drawings Issue comments back to tenant and repeat until plans are approved Distribute to landlords design team for comments within agreed upon time frame
Distribute to landlords design team for comments within agreed upon time frame Receive the tenants storefront design and inform landlord
Tenant Drawing Review Process - Upon approval of the storefront and fixture plans the following process will be completed in order to start the tenants drawing review process. A drawing review and comment letter will be completed with each review by each party denoting dates with reference back to the lease requirements.
Submit to tenant the shell and signage drawing package to include neccassary CAD files The tenant will complete drawings for landlord review The Tenant Coordinator will review tenants drawings and comment Comments will be sent back to tenant with approval or requested revisions The shell Architect will also review tenant drawings and comment Comment time frame will need to meet lease requirements The tenant will have to meet lease design time requirements
This process will repeat until approvals are met by both parties
Upon tenant drawing review and approval by landlord the tenant shall submit Permit Set plans to the City for review/comment and approval. These plans will also need to be sent to an Registered Accessiblities Agent (RAS) for ADA compliance review/comment and approval. Approvals by both City and State will be tracked by
Upon completion of the tenants construction. The landlord will need to complete a Request for Inspection form from the TDLR to make sure the space was constructed in compliance with ADA requirements. If corrections are noted the tenant will have 270 days to comply with the requirements. Once correction’s are made another Request for Inspection form will need to be submitted. Many times an approval letter from the TDLR is a requirement of the landlord for final release of tenant allowances.
The tenant will need to submit drawings to the State Licensing and Regulations Department for ADA compliance. These cost should be negotiated into the
less than 50K it will not be subject to review. Most area Cities will require a project registration number (EAB) when submitting plans for review to the City. It is best to have the landlord require that the tenant use the landlord’s RAS agent for consistency throughout the center.
All Texas Department of Licensing and Regulation (TDLR) reviews and inspections will be tracked by the Tenant Coordiantor
Once the tenants drawings have been approved by the City the Tenant Coordinator shall arrange an onsite meeting with the Tenants Representative and their General Contractor. In this meeting the Contractor Rules and Regulations will be reviewed by the General Contractor in which an acceptance/acknowledgement form will be signed. The General Contractor and the Tenant Representative will need to sign an acceptance form for the shell space noting that the lease requirements have been met or note which items are still outstanding. Review any site constraints with respect to location of space/center and locations for materials, dumpsters, containers and Port-a-let. SITE CONSTRAINTS Any specification that has been agreed to with the tenant per the lease will be discuss in detail. REVIEW SPECIFICATIONS Any outstanding items that have not been completed
specification are required to be documented with photos and a formal letter denoting completion/correction date. INCOMPLETE LEASE REQUIREMENTS
ACCEPTANCE OF SHELL SPACE
General overview of discusion items at turnover per the landlords site Contractor Rules and Regulations. All
TYPICAL AGENDA Contact Information Vehicle Access and Parking Schedule Final Inspections Temporary Services Health and Safety Deposits O & M Manuals Internet Systems Waste Management Insurance Health and Safety Manuals Noise and Dust Control Sign Boards Sprinklers As-Built Drawings Access to space Visitors Alarms Punchlist Site Restrictions Permits to Work Site and Space Security Certificate of Occupancy
Construction Oversight and Closeout – Our Tenant Coordination team will maintain an on site Owner’s presence during tenant construction activities. We will perform the following duties:
accuracy, and fairness
completion of work CLOSE-OUT
drawings, manuals and training, maintenance programs, and warranty compliance
the lease agreement to meet tenant allowance release requirements
CONSTRUCTION OVERSIGHT
tenant design and construction activity on a weekly basis using owner’s forms and systems.
plan approvals, obtaining permits and inspections and receipt
without delay
leasing meetings and any other meeting which may be required during the course of work, including on-site or telephone conference calls, etc