What we do for our Raving Fans…

Tenant Improvement

The following is a tenant management scope of services outline. These services will vary depending on the project and needs of each client. They are described in detail and listed by project phase.

PRE-LEASE ANALYSIS
  • Perform Building Tours to ascertain, analyze and evaluate key components of the various alternative building systems.
  • Perform review of selected building.
  • Evaluate building(s) compatibility and compare to Client’s requirements.
  • Assist in Lease Agreement negotiation (Work Letter) with specific emphasis on Tenant Improvement Allowances, construction schedules and tenant responsibilities for occupancy.
PROGRAMMING AND PLANNING
  • Interview Client department leads and gather headcount growth projections as well as specific needs unique to each user group (for example):
    • Human Resources
    • Accounting/Finance
    • Engineering
    • Legal
    • Customer Support
    • General Administration
    • Information Technology
  • Gather information on corporate support area needs such as conference rooms, reception area, storage rooms, break/lunch rooms, etc.
  • Lead and document Programming meetings to discuss progress and action steps.
  • Develop conceptual project budget and schedule.
  • Identify and recommend building materials/methods, techniques, and phasing.
  • Coordinate Tenant activities  with Developer/Landlord
  • Assist with internal approval process.
DESIGN MANAGEMENT
  • Manage the formation of the design and engineering team including the identification of qualified architects and engineers.
  • Review and recommend specialty construction consultants as required (structural, acoustical, lighting, testing services, etc.)
  • Lead, coordinate, and monitor all efforts of the project team.
  • Assist with space plan reviews and approvals.
  • Advise and consult with Client regarding all major systems including structural, walls, mechanical, electrical/fire alarm, and plumbing systems and propose alternative systems where feasible.
  • Recommend Mechanical, Electrical, and Plumbing contractors (MEP).
  • Prepare and review requirements with MEP contractors.
  • Advise Client and make recommendations for additions, deletions, and modifications to the design to achieve quality, economy, and construction efficiencies.
  • Coordinate design development and architectural construction documents with MEP design.
  • Review, on a continuing basis, the plans, specifications, and other construction documents and offer recommendations during the course of their preparation and development
  • Final review and coordination of Architect and Structural (if req’d) Construction Documents
  • Finalize MEP drawings with final Construction Documents, including fire sprinklers/risers, electrical service and risers, Title 24 and HVAC systems.
BID AND PROCUREMENT
  • Lead a fair and open procurement procedure to obtain the lowest possible price from a select group of prequalified bidders.
  • Develop and issue RFP (Request for Proposals), as required.
  • Evaluate bid responses, scope, and pricing.
  • Make recommendation to Client for award.
  • Assist in contract review and negotiation.
  • Conduct team interviews as necessary, and prepare a bid summary analysis and recommend “Best Value” selection.
  • Review all subcontractor trade bids and recommend award.
  • Review General Contractor cost analysis of all major systems and materials, including installation and recommend appropriate action.
  • Represent Client in all contract reviews and approvals.
  • Advise on the separation of the project into contracts for various stages of work and advise on the selection and awarding of contracts.
  • Advise and coordinate with Client across all stages of development.
CONSTRUCTION MANAGEMENT
  • Represent Client at Project meetings and facilitate ongoing communication among all parties.
  • Track and monitor Client and Landlord schedule requirements.
  • Review initial GC construction schedule and recommend appropriate changes, if required.
  • Incorporate all Client fit-up dates into project schedule.
  • Obtain required COI (Certificate of Insurance) from construction contractor(s).
  • Monitor General Contractor schedule and on site performance.
  • Schedule and conduct weekly construction progress meetings to review status and issues
  • Determine, in general, if the General Contractor work is being performed in accordance with the requirements of the contract documents in order to guard Client against defects and deficiencies.Assist with all requests for information (RFIs), manage design clarifications, mitigate change orders, and recommend options for Client’s consideration.
  • Continually track and review project budget against forecasted costs.
  • Assist with evaluation of Telecom, IT, and Security requirements.
  • Coordinate fit-up schedules with construction.
CLOSEOUT AND COMMISSIONING
  • Develop and implement procedures for the review and processing of applications by contractors and consultants for progress and final payments.
  • Review costs for all requests for change.
  • Assist Client in conducting final inspections, and obtaining punch list completion.
  • Review final cost report.
  • Ensure timely delivery of as-built drawings, permits, guarantees, warranties, manuals, and training documents upon project completion.
FIT-UP MANAGEMENT

Overall Fit-up Management

  • Review Client goals and activities.
  • Interface with Client personnel/departments (IT, Security, etc).
  • Provide single point of contact for all fit-up vendors.
  • Create and update fit up checklist and identify contact for each activity.
  • Lead and record regularly scheduled fit-up meetings.
  • Coordinate all fit-up vendor schedule activities, including building and elevator access.
  • Evaluate and track vendor costs as requested by Client.
  • Assist with transmittal of Certificates of Insurance for appropriate vendors.
  • Create and manage employee matrix to include name, department, office number, phone/fax, data port, and any additional information as needed.
  • Review and understand specialty area requirements.

 

Telecom and Information Systems

    • Review existing and future network room requirements and make recommendations, as required.
    • Assist with data and cable requirements.
    • Evaluate equipment loads and coordinate with MEP.
    • Schedule cabling contractor work with General Contractor.
    • Coordinate all active equipment/phone switch placement.

 

  • Ensure final testing is completed.

 

 

Security

  • Review requirements and assist Client with documentation of design
  • Assist Client with developing an RFP for bids.
  • Evaluate proposals and recommend award.
  • Coordinate electrified hardware with door schedule.
  • Oversee work and coordinate vendor schedule with General Contractor.
  • Ensure final testing is completed.

 

Furniture and Equipment

  • Assist design firm and client in evaluating existing furniture and equipment to be reused.
  • Review requirements and assist Client with documentation of design.
  • Develop and issue an RFP for bids, as required.
  • Evaluate proposals and recommend award.
  • Attend project meetings as Client’s representative.
  • Drive Client approval process.
  • Coordinate furniture and equipment installation schedule with contractors.
  • Act as key contact for furniture representative on Client’s behalf.

 

Signage

  • Review requirements and assist Client with documentation of design.
  • Assist Client with developing an RFP for bids.
  • Evaluate proposals and recommend award.
  • Oversee work and coordinate vendor schedule with General Contractor.
RELOCATION MANAGEMENT

Move Planning/Coordination

  • Organize internal requirements for the relocation.
  • Meet with department representatives to communicate goals.
  • Provide RFP’s for moving vendors.
  • Analyze mover proposals and recommend award.
  • Manage and document pre-move meetings.
  • Establish move schedule.
  • Provide RFP’s for disconnect/reconnect vendors.
  • Review disconnect/reconnect vendor proposals with IT staff.
  • Assist with move packet, maps, and diagrams as needed.
  • Create and revise seating chart/move matrix.
  • Finalize scope and schedule with vendors.
  • Assist with transmittal of Certificates of Insurance for appropriate vendors.
  • Conduct origination and destination tours with move vendors
  • Coordinate final fit-up and furniture vendor issues (i.e. office systems, food, and temporary signage).
  • Understand security issues including building access and re-keying.
  • Assist internal staff with final move checklist and welcome plan.

 

Move Supervision

  • Act as key contact for move day activities.
  • Provide overall supervision of mover teams.
  • Communicate with mover, vendors, IT, and security during move.
  • Resolve unexpected move-related issues.
  • Tour origination site with mover for final sweep.

 

Post Move Follow-up

  • Create plan to handle post-move issues (i.e. help desk, lost and found procedures).
  • Provide instructions for move, IT, and phone-related problems.
  • Interface with department representatives on follow-up questions.
  • Review mover invoices and mitigate change orders.
  • Participate in final punch list.

RAVING FANS RAVING

“Jason Schlutt is always my first call when I am tasked with building out a site. I hired Jason to manage our San Francisco and Sunnyvale projects. Not only did he drive the project with a positive attitude, but they were able to blend the talents of many diverse team members. I highly recommend and appreciate his quality leadership skills.

— STEVE HIRAI Senior Director of Corporate Services, Cloudera

“Jason’s team has provided significant guidance to me and my corporate clients for many years by helping shape vital “work letter” lease language prior to execution. It is no secret that his construction knowlege and technical expertise makes a difference when transferring terms and conditions from paper to the actual construction site. When they help write the rules, you win.

— DOUGLAS HUBERT Executive Vice President, SABRE Real Estate Group

“Working with Jason Schlutt is refreshing. He has built a team of exceptional professionals who are able to control projects with calm and skill, and provide clear communication to vendors and team players allowing everyone to do their job effectively and successfully. Their integrity and experience is evident every step of the way.

— J.B. CAHOON Partner, South Bay Construction

“With over 30 years in the Facilities field, I’ve worked with many Project Managers, both contracted and internal. None have Jason’s depth, breadth or high level of integrity and ethics. I always look forward to future opportunities that will allow us to collaborate.”

— JOHN PARSONS Director of Global Facilities, 23andMe

“Jason Schlutt exceeded our expectations as a Development Manager. This was our first development in Silicon Valley and we needed a partner we could trust, someone that we knew would drive the process, watch our checkbook, and bring the best possible product out to market. He delivered and we’ve become Raving Fans of his services.”

ROB DEAN Principal, Harmony Capital

“Compass Solutions quickly became an integral part of our team — tackling day—to—day tasks and providing project leadership to Vormetric every step of the way. When the relocation process became challenging or even demanding, it was comforting to lean on them for their expertise, readiness, and leadership. Our only regret we have is not having them around for our previous moves.”

SUSAN LEONARD VP, Vormetric, A Thales Company