Step 1: Understand the Tenant
- Discuss and understand Tenant’s past, present, and, most importantly, future goals
- Develop and establish the Project Team – Who needs to have input
- Discuss and clarify Tenant’s decision making process
- Develop a Critical Path Chart outlining roles, responsibilities, and timeline
- Buy, Build or Lease – Discuss the pros and cons of each
- Abstract Current Lease – Review current lease for critical dates, options, and any other applicable lease clauses
Step 2: Define Tenant's Needs & Goals
- Space Needs Analysis – How much space does the Tenant need? How many employees will use the space? Does the Tenant expect to grow?
- Budget – What is Tenant’s budget for rent, moving expenses, etc?
- Tenant Lay-Out – How does the space need to be configured? Hard wall offices versus open space, conference rooms, break-room, etc.
- Geographical Boundaries – Where would the Tenant prefer to be located? Consider ease of access for employees and customers.
- Amenities – What amenities are important to the Tenant? Parking, security, restaurants, bank, etc.
- Voice and Data – What are the Tenant’s telecommunication needs? Fiber, cable, redundancy, emergency generator, etc.
- Current Problems and Concerns – What does the Tenant like & dislike about the current space?
Step 3: Engage the Market
- Perform a Market Survey – Survey the market for properties that meet Tenant’s real estate needs. Once completed, we will provide a written report that shows available properties along with a map of all the properties.
- First Cut – Discuss the market survey results and which properties the Tenant would like to tour.
- Market Tour – Schedule a tour of all the properties the Tenant would like to see. After the tour, we will debrief and discuss which properties the Tenant is interested in pursuing. We recommend sending RFP’s to 3 – 5 properties.
Step 4: Request For Proposals & Proposal Evaluations
- Request for Proposals (RFPs) – Develop and send out RFPs which address Tenant’s specific needs as well as business terms and general legal issues which need to be addressed
- Receive and Evaluate Proposals – Create a Summary of Proposals which compares every term addressed in the proposals received and perform a financial analysis which compares the proposed business terms.
- Second Cut – Review the Summary of Proposals and financial analysis of the proposals with Tenant. Prepare counter-proposals for properties selected by Tenant.
- Fine tune Tenant space plans and construction budget.
- Submit Counter-Proposals – Counter proposals should be sent to at least 2 – 3 properties in order to obtain the most competitive terms for the Tenant
- Final Review – Update the Summary of Proposals and perform a financial analysis to help Tenant determine which space to pursue.
Step 5: Lease Negotiations
- Lease or Purchase Agreement – Review lease or purchase agreement to ensure it contains the terms agreed upon.
- Prepare and send Tenant and its attorney a redline copy of the agreement with our comments.
- Negotiate the construction Work Letter – The Work Letter spells out which party is responsible for what and how the construction of the premises is to be completed.
- Lease Negotiation – After the Tenant and its attorney have reviewed the Lease, we will forward a redline copy to the
- Landlord for review and response. This step may be repeated several times depending on the legal terms or issues being negotiated.
- Lease Execution – We ensure originals of the lease are properly executed and delivered to both parties.
Step 6: Construction and Build-out
- Review the Tenant’s plans and provide comments
- Review the Landlord’s plans and specifications to ensure the space will be built out using quality materials and good workmanship
- Monitor the competitive bidding process for Tenant’s build out
- Visit the premises during the construction period and keep Tenant updated with any comments or concerns
Step 7: Move-In and Post Lease Services
- Develop “Punch List” – Once the space is ready for occupancy, we will meet with the Tenant, the Landlord, and the general contractor to develop a punch-list of items that needs to be completed
- Completion of Punch List Items – Follow-up to make sure the punch list items are completed in a timely manner
- If it is part of the lease, we will ensure the Commencement Date Memorandum is prepared and executed by both parties
- Prepare a lease term calendar highlighting specific dates mentioned in the lease
- Post-Move Follow-Up – During this meeting, we will discuss any unresolved issues and debrief