TENANCY COORDINATION

Any new Retail or Office development represents a significant investment for a client and their funders and Tenancy Coordination is one of the key success factors that sit alongside letting, marketing and construction, to ensure that the project is a success.

The objectives of this process, on the part of the representative of the Landlord (Shopping centre / Office Building), include the development of a positive relationship with the tenant, to inspire, inform and advise, to create absolute clarity to avoid disputes, to achieve design quality, and to minimise disruption. On the other hand, on the part of the tenant, objectives are maintaining the image of the brand, clear communication, and on-site control to maximise sales and income and to minimise cost.

OUR TC process

The Tenant Coordination model includes but is not limited to the streamlining and vetting of Tenant information, designs and requirements. Front TC Team offer an end to end Tenant Coordination service not only ensures that information from leasing through design and implementation is timeously provided but the correctness thereof is achieved for each individual tenants’ premises.

Our services while based on a tried and tested methodology, can be tailored to the specific needs of each individual project and each clients’ project requirements as needed.

Retail / Office Design Management

Day to day management of the retail/office unit design reviews and internal approvals
Management of design submittals. To be carried out electronically without any manual marking on the submissions
Weekly Design Tracking Reports against agreed milestones
Initial Concept Design Reviews and Approvals in line with approved landlord design parameters
Coordination of MEP Design Reviews and Approvals in line with approved landlord design parameters
Final Design Review and Approvals in line with approved landlord design parameters
Review of As-Built drawings, verifying and certifying the same against site installation
Conduct pre-handover site review ensuring all demise areas have been constructed in line with the issued Lease Outline Drawings (LOD's)
Conduct inspection & sign off works carried out on behalf of the tenant.
Coordinate all pre-handover site design meetings
Daily site inspections to ensure design quality is achieved throughout the fit-out period
Pre-opening defects inspection and reporting
Pre-open for trade site inspection and sign off prior to opening

Site Tenancy Coordination

Producing a project-specific tenant handbook which details the client vision statement, unit specifications, design guides, the approval process, contractor site constraints and logistics plan and unit services information.
Briefing the tenants on the requirements of the handbook and engage with them throughout the process to ensure that information is agreed at the appropriate milestone stage approvals.
Working with the tenant and their representatives to agree a detailed specification in accordance with the heads of terms that can be appended to the agreement for lease.
Inputting into the agreement for lease negotiations to ensure that the landlord obligations in terms of timing, delivery and specification are in accordance with the main contractor's contract documents.
Managing the tenant change control process in conjunction with the project management team.
Coordination and liaison between leasing agents, client, professional and construction team.
Facilitation of tenants design submission and approval by the Client, Architect and relevant Professional Team members.
Coordination of Tenants services with the base build services provided by the Professional Team, Architect and Contractor.
Management of all communications prior to, notification of and during Beneficial Occupation period.
Management of variations requested and Tenant Costs associated with same between the Client, Quantity Surveyor and Tenant.
Gathering all appropriate completion documentation such as Health and Safety File, Building Control certificates, Occupation certificates, etc.