 Working Spaces | Controlled Costs |
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Q & A PROGRAMMING The objective of the Detailed Programming Phase is to establish detailed project criteria, which will confirm the Macro programming and further define the total project requirements. 0Facilitec will conduct interviews with the client's team to obtain information regarding space usage, projected growth or organizational changes including: size and function of departments; space used by department, requirements for offices, work stations (i.e. engineering, exec. assistants, clerical, managerial, and professional) and common use areas (i.e. conference, reception, break room, filing, storage, training); requirements for special areas (i.e. boardroom) and support areas (i.e. computer area); adjacency priorities (i.e. relationships among various groups affecting work-flow and communications); and a qualitative analysis of the clients expectations. - This is the client interview process that helps Facilitec understand how the client's organization currently functions. - It is a tool used by the design team to address the physical workspace of the organization. - It collects current information and incorporates future workspace goals. - Programming should parallel a client's business plan. The program will reflect the flexibility necessary to accommodate changes within the organization. - We take into account the size of each individual's workspace and the size of ancillary workspace. - Adjacency considers both interdepartmental and intradepartmental flow.
BUILDING ANALYSIS/SPACE PLANNING The objective of the building analysis/ space plan is to evaluate proposed building floor plates against the clients Detailed Program. Facilitec will analyze the lease provisions and use the program to prepare a preliminary Space Plan to further test the appropriateness of each building under consideration. Expansion spaces will be blocked out in each building to indicate the options available over the lease term. Each preliminary plan will include a tabulation of total rentable square footage, allocation of rentable square footage by use, and the total usable to rentable efficiency for the total space in each building. - This is a drawing that depicts the client's new workplace and how it fits into a particular building. - We will be able to evaluate each building location and how each building accommodates the client's program. - Expansion space will be shown on each plan. - Each plan will show the total rentable square feet used and a useable to rentable ratio.
PRELIMINARY PRICING This service can be requested by the client/tenant. In this case, a Pricing Letter accompanies each approved space plan and is returned to each building management team(s) for a pricing analysis. The Pricing Letter describes general specifications that may vary from the building standards of each building being considered. Existing building standards for each building are included for verification purposes. Contractors and building managers can use the Pricing Letter and the Space Plan to determine the cost and to project a budget. A building budget summary is submitted to the client for evaluation of each location. - This service is often used to establish a budget for each building management team. - It gives the client a clear indication of the intent of the buildings to accommodate their program within their budget. - Each building has build-out standards that should be considered, but can be changed if the standards do not accommodate the client's goals. The Pricing Letter will reflect any deviation from the building standards. - Add alternates are always important to the client and should be cared for in the pricing as important line items.
DESIGN DEVELOPMENT/ PRICING Upon determination of the client's selection of a building, Facilitec will refine and develop the space layouts into definitive space plans indicating final partitioning and furniture layouts. We usually include a limited number of revisions to this plan. Facilitec will begin the design of the architectural treatments and details, the selection and placement of special materials and finishes, and the development of a color palette. Facilitec will also develop a reflected ceiling plan showing the lighting concept and quantity/type of light fixtures. On another floor plan that shows furniture layouts, Facilitec will show power and data requirements. Design Development/ Pricing documents will show appropriate design drawings to illustrate the architectural treatments and interior design in key areas. The specifications in these documents are general in nature and given in the form of allowances instead of being specific materials or details. In many cases "add alternates" are requested to give the client different price options before Construction Documents are completed. - This is the beginning of the construction documents and will be incorporated into the final Architectural Construction Documents after pricing. - Important items that are addressed in these drawings are architectural treatments and details, lighting, power and data outlet locations, power and air conditioning requirements, and furniture placement. - "Add Alternates" are almost always offered so that final budget decisions are easier. - The brokers, clients or buildings can eliminate this pricing. They can use final pricing after Architectural Construction Documents are complete.
FURNITURE RE-USE ASSESSMENT AND SELECTION OF NEW FURNITURE Furniture evaluation and selection can be divided into two simple arenas: the re-use assessment of existing furniture and the selection of new furniture that best fits the new space plan and the needs of the client's business. If there is enough existing furniture in reasonably good shape and it seems to fit the new space with minor updates or with some refurbishing, an EXISTING FURNITURE SURVEY is performed. Once the existing furniture is evaluated and placed into the new space plan then selection of the new furniture can begin. New furniture selection should follow the design aesthetics established in the program. The critical dimensions of the new furniture, including workstations, should be coordinated into the infrastructure of the space plan layout. Furniture selections and the suggested color and finishes are presented to the client for approval. Approved selections are readied for furniture procurement. - Client usually has some existing furniture that can be re-used. - Existing furniture needs to be photographed and information noted so that re-use possibilities are apparent. - Existing furniture will be placed into the new workplace so that the NEW furniture needs are visible. - Facilitec will make recommendations for new furniture as well as recommend any necessary modifications to make the existing furniture work better for the new workplace.
BENCHMARKING Benchmarking is used to develop the total cost of a project including all construction and non-construction cost items. It includes an extensive list of items that are discussed with the client as well as external consultants and vendors. Every area in the process of acquiring new space is a cost to the client. Some of these areas are construction costs, new furniture purchase, existing furniture refurbishment, voice and data, sound masking, art, security, equipment and vending, engineering services, building management fees, design fees, and move cost. This tool always incorporates a contingency of at least 5% to give the client a safety factor. Benchmarking is prepared as early as possible, usually during or after programming is complete. Updates are common and frequent during the project process. - Facilitec uses this tool to help the client understand and digest the many parts and pieces of a move. - Most CEO'S know that there are more costs to moving than just the cost of constructing the workplace; however, they have never seen all of the costs together and/or they cannot put a price tag on some of the issues.
ARCHITECTURAL CONSTRUCTION DOCUMENTS Upon receiving approval of the design development/pricing and, in most cases, after an agreement has been reached between the new tenant (client) and the new landlord, Facilitec will initiate the final project documentation. Final architectural construction documents will include all architectural drawings, specifications, and contract documents required to permit, construct, and occupy the new space. Mechanical, Electrical, and Plumbing (MEP) engineering drawings are included as part of these documents. MEP drawings are often required by local building code departments to obtain a construction permit. - Can be used for final pricing. - Architectural Construction Documents are the final step in drawing and will be used by the contractor to build the workplace. - Local building departments require these documents to issue a construction permit. - Final furniture plan layouts are shown in these drawings. - Air conditioning, power and data, and plumbing engineered drawings are included in these documents. - If final pricing is done, Facilitec will prepare a comparison spreadsheet for contractor pricing comparison.
CONSTRUCTION BID PROCESS MANAGEMENT The process of soliciting and managing bids for the construction of the project requires sending design development/pricing documents or completed architectural construction documents to select contractors and then answering contractor inquiries for clarification. After bids have been returned, Facilitec prepares a bid analysis for the review of the client. A bid analysis is a comparison showing bid information from two to four contractors. Each contractor is required to return bid information divided into 16 subcategories. In the case of the design development/pricing document bids, Facilitec always includes a contingency of at least 5% before totaling. "Add Alternate" costs from each contractor are listed on a separate sheet and shown as a line item. - Multiple contractors bid on one project. Facilitec will distribute plans & bidding instructions to each contractor, answer contractor requests for clarification, and collect bids. - We will prepare a spreadsheet that compares the bid information of all solicited contractors based on the 16 subcategories. - "Add Alternates" are indicated on a separate spreadsheet that can be analyzed independently of the usual bid information. - After the contractor has been selected, Facilitec will organize a bid award meeting to map out all expectations by all parties.
PRICING REVIEW/VALUE ENGINEERING Often times the construction costs exceed the client's expectations, or additional changes proposed by the client exceed the budget constraints of the program. Facilitec can assist the contractor and the client by offering alternatives that resolve these issues. Facilitec will also make changes to the Architectural Construction Documents as needed. - This gives the project team additional help and looks for creative alternative design solutions that save the client money. - We make educated recommendations based on our knowledge of the client's program. - We have a wider scope of knowledge about non-construction elements, i.e. furniture. This may reduce the overall cost; therefore, more dollars are available for construction.
FURNITURE PROCUREMENT Facilitec manages all of the operations and documentation necessary to order, warehouse, and install the furniture for the project. Nothing is left to chance. All systems and orders are checked multiple times to insure a smooth procurement process. This includes managing the pickup, refurbishing, and placement of existing furniture to be re-used, shop drawing review, and preliminary, as well as final, inspection of the furniture installation. - This is a professional management system of ordering and receiving the furniture for a project. - This is not the traditional contractual agreement and fee-based process.
CONSTRUCTION ADMINISTRATION Facilitec will provide limited construction administration services to monitor the work-in-progress and review submittals. Often times, some building managers perform these services for a fee. Field inspection time is usually on a limited basis, i.e. bi-monthly with a punch list at the end of substantial completion and a final inspection at the end of furniture installation. - This service is performed during the construction period. - The primary items of attention are weekly job meetings, shop drawings and finish submittals, addressing change orders, compiling and managing the completion of the punch list, and final walk through at the end of the project.
RELOCATION MANAGEMENT Certain aspects of a move involve several vendors. The majority of these vendors are not related to the actual construction of the space. However, without coordination between the construction contractor, the furniture installers, and the client, the move may incur more problems than necessary. We bring you worry free move management. We insure that MOVE MONDAY WILL BE JUST LIKE ANY MONDAY-everything will be up and running as usual. - Someone has to move the boxes. - Someone has to schedule all the non-construction vendors to perform their tasks on cue without holding up the move's progress. |
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