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 Objectives • Maintain positive relationship with tenant • Excite, inform and advise tenant • Provide absolute clarity to avoid disputes • Achieve design quality • Minimize disruption • Meet all required lease dates
Tenant Objectives • Maintain brand image • Clear communication • Obtain certainty (specifications and dates) • On-site control • Maximize income • Minimize cost
Lease Components A. Legal agreement B. Lease plans C. Tenant specification document D. Tenant design criteria A. Legal Agreement – Rent – Termination provisions – Renewals – Contributions
B. Lease Plans - Lease outline drawing (LOD) - Allowable parking usage - Signage - Patio usage - Site work required at delivery - Tenant specific drawings C. Tenant Specification - Description of space - Typically shows - Typical time allowance for tenant design and dimensioned drawings, plans, sections construction elevations, and position within center and any - Design process 4 to 16 weeks obstructions outside of the space. - Construction periods - Landlord provisions - Vanilla box, as is, turn - Small tenant 1 to 3 months key or build to suit, improvements by tenant - Jr Anchor 4 to 6 months and variable as per agreement. - Anchor 6 months 10 months - Critical milestone dates – Delivery, training and - Restaurant 3 to 8 months FF& E, black out and opening - Technical Specifications – The technical 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. Lease Components
C. Tenant Specification cont. 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 External Provisions Center Integration Service loads • Wall, floor and ceiling • Kiosks outside space • Monitoring turnover • Required load loads • Sightlines • Fire exits • Required voltage • Openings (elevators, • Amenities • ADA paths and stairs and escalators) • Signage requirements • Landlord services that • Neighbors • Service routes pass through space • Staging areas • Acoustical provision • Tenant plant areas • Fire requirements D. Tenant Design Criteria - Opportunity to excite and control design quality - Describes the center and how the tenants space fits into the retail mix - Provides design guidance to allow theming of different zones - Places opportunities and restrictions to allow tenant to contribute to the center’s design and leasing objectives. - Provides mechanism to control and approve tenant proposed design - Elaborates on landlord provision - Describes the process for design approval - Describes what is expected of tenant Lease Components
Tenant Coordinator Acts as the landlord’s representative and will have experience in: • Planning and organizing • Design • Engineering • Construction • Local authority requirements • Leasing matters • Center operations • Retailer requirement knowledge
Tenant Coordinator 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). Points to remember…… 02 04 03 01 The Tenant 05 The Tenant Coordinator will be The Tenant Coordinator will help one of the first the landlord raise the The Tenant Coordinator will The tenant is a impressions in manage to the standard of the Coordiantor will act retailer not a builder dealing with the on the landlords benefit of both the center center landlord and the behalf with professionalism tenant.
Client Center’s Legal Management Tenant Coordinator Leasing Architect and Engineer Team Tenant Tenant Coordination Project Structure
Tenant Coordinator Typical Duties Once our Tenant Coordination team is CONTRACTOR RULES AND REGULATIONS engaged we will start preparing the Contractor Rules and Regulations in conjuction with the landlord. The • Introduction • Special Test & Inspections • Pre-Construction Meeting • Inspections following are main topics of inclusion: • Construction Safety • Labor Relations • Workers Will • Modification to existing structures • Site Security • Work Schedule • Visitors/Vendors • Temporary power • Access and Deliveries • Fire alarm Information • Contractor Parking • Fire caulking and rated wall • Crane/Lifts penetrations • Construction Damage Deposit • Demising walls • Fee for Temp Toilets and • Houskeeping and handling of Dumpsters materials • Coordination Fee • Tenant construction drawings • Water/Remote water meter • Sign posting • Quality Standards • As-built drawings • Space Acceptance • Punchlist • Landlord final acceptance
Tenant Coordinator Typical Duties Cont. 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. Tenant Tracking Reports: Site Addresses Contractor Insurance Tenant Contacts Contractor Security Deposit LOD/LL Drawing Review/Required Dates Signage Installation TDLR Drawing Review Dumpster/Toilet (Fees) City Drawing Review/Permit/CO Water Meter (Sub Meter) Shell Turnover Notice Transformer Information/Temp Power Tenant SF Verification Punch list Construction Start Dates Close-out Documentation Turnover to Tenant GC (Contractor Acceptance) TDLR Inspection Rules and Regulations % Open/Delivery/Open Dates Rules and Regulations Food Service Tenant TI Release Project Tracking Reports
Tenant Coordinator Typical Duties Cont. TENANT TRACKING SHEET Lease Obligation Lease Drawing Coordination Tenant Drwg Tenant Contact (Construction TI Allowance to LOI LL Delivery LL Shell Drwgs to Tenant Plans Due LL Comments on Tenant Approval Signage Drwgs TDLR Review SF (Per Lease) TI Allowance Lease Signed Comments Address & Arch) be Paid to Tenant Signed Obligation Tenant Tenant Drwgs of LL Drwgs Received/Approved EABPRJB# received by LL Building # and Total SF PSF Total Shell Add Work By LL for Tenant Delivery Tenant Work Commencement Shell Modified Landlord Tenant Tenant Rent Delivery Notice Estimated Building Permit Construction Shell Delivery Modified Permit Construction Modified Delivery Delivery Notice Required Tenant Permit Construction Construction TDLR Inspection Tenant CO Commencement Open Date Sent Premise Delivery Start Start Turnover Start Complete Date Sample Tracking Report
Tenant Coordinator Typical Duties Cont. Initiate contact with tenant by distributing all associated tenant guides to tenant 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. PROVIDING PROFESSIONAL SERVICES Contact with Tenant
Tenant Coordinator Typical Duties Cont. 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. 1 2 3 Arrange meeting with Outline and explain the Provide answers to the tenant and/or their design criteria and any queries the tenant designer aspirations may have 4 5 6 Reference lease Advise the tenant of Produce meeting approval process and any likely fees minutes and circulate timelines associated with changes Design Collaboration
Tenant Coordinator Typical Duties Cont. 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 Receive the Distribute to comments tenants Landlord landlords Issue Distribute to Receive the back to fixture plan approval of the design team comments landlords tenants tenant and design and design and for comments back to design team storefront repeat until inform fixture plans within agreed tenant and for comments design and plans are landlord will release the upon time repeat until within agreed inform approved tenant to start frame plans are upon time landlord on Permit Set approved frame drawings Concept/Design Review Process
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