When you manage a commercial property, frequently you come across tenants wanting to change their fit out or put in new fit out. There are rules to the process so things do not get out of control. When a fit out is poorly controlled the end result can significantly affect the building.
Ultimately you want a building that is not inconvenienced by the fit out works. If you have multiple tenants in the building then it's an important matter. Here are some rules to help you on the way with this sensitive but frequent issue.
Ultimately you want to control the works in the property. That will involve the following:
Identify clearly the building works to be performed in some form of building works agreement to be considered by the landlord Take photos of all affected areas before and after the events Create an understanding about what will happen to the fit out at the end of the tenant occupancy and decide who will remove the structure and at what cost controls Ensure that the building owner's engineers and other consultants review and approve the plans and drawings before works commence. Give special attention to how the works will impact essential services, air conditioning, fire safety systems, alarms, communication systems, electrical systems, water supply, drainage, and lighting systems. Ensure that the tenant gets the landlords approval on all construction works before anything starts on site Ensure that the tenant gets any necessary approvals from the local building and safety authorities regards the construction works before works start Establish the order of works and control them to time slots that do not detract from the building use, occupants, and visitors to the site Compliance with current building codes, energy codes, and safety codes in your area and within the building Control the noise on site both in office hours and after office hours, or at times when people access and use the site Control the rubbish and waste storage and removal that emanates from the construction Control the tradespeople on site so they do not disrupt the building occupants or function Keep the tradespeople to onsite access rules and access areas away from and that do not impact other tenants and customers Have a list of approved tradespeople on site so you do not have unauthorised personnel accessing areas of the property and undertaking works Decide who pays for the energy associated with construction works and get it metered so that disagreements do not occur Have an agreement in place with the tenant and their construction tradespeople regards risk events, insurance, damage, and workplace health and safety Keep the controls in place so that the construction works are to be done to standards that are expected in the building in colours and finishes that the landlord requires If the works are considerable and large, they are likely to impact the surrounding building so you will need a dilapidation report from the buildings engineers both before and after the works are done. Ensure all bonds, leases, agreements, and guarantees are in place before any works commence Understand how any emergency responses will be handled in the property when and if they occur Have a list of drawings of the finished tenant works that are reliable and accurateThis list is not finite given that every building is unique, but it is a list of some of the most important things to consider with the construction issues associated with a fit out in a commercial, retail, or industrial building.
As a property manager you must retain control of the works to be undertaken by the tenant. Left uncontrolled, many a tenant has taken advantage of the situation and gone beyond what the landlord ever approved.
Remember that this process above is to protect the building, protect the landlord's cash flow, protect other occupants in the building, and protect the members of the public.
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