BUILDING RENOVATION- for owners and managers

BUILDING RENOVATION PROJECTS REQUIRE PLANNING TO ASSURE SUCCESSFUL CONTROL OF COST AND TIME.

(THIS CHECKLIST SHOULD BE SUBSTANTIALLY COMPLETED BY BUILDING OWNERS OR BUILDING MANAGEMENT PERSONNEL, BEFORE SELECTION OF DESIGNERS OR CONTRACTORS. THE INFORMATION RECORDED AND THE QUESTIONS IDENTIFIED WILL PERMIT MORE RAPID DEVELOPMENT OF A SATISFACTORY PROJECT.)

Name the members of the management team that will manage and monitor the project. Include a knowledgeable representative of:

Owner or Building Manager:

Building Maintenance Manager:

Users

Summarize the purpose of the project.

Establish a maximum target budget.

Record the rules for allocation of costs, if there are multiple sources of funding.

Agree on a target time frame for completion of the project.

Identify, as specifically as possible, the assigned space available for the project or tenant.

Summarize the business functions that will be performed in the renovated space.

How many work stations are required and what are their minimum sizes

Identify the total number of people that will occupy the renovated spaces. This is important for evaluation of air conditioning demands , mandated toilet facilities and exit way compliance.

Clarify special toilet, break room or laboratory functions required.

Note special privacy or acoustical issues that have been requested.

Will the operating hours for the occupants be the same as other occupants in the building?

Identify special personnel access procedures or security functions that are required.

Are special lighting, wall or floor finishes to be included?

Identify unique equipment that will be installed and used in the space. (Electrical demand, heat generation and special ventilation information will be required for each piece, other than common business equipment.)

Draft a plan for access to the space for construction functions, the impact on adjacent spaces, workers and Indoor Air Quality. (Consider the impact of noise and vibrations when establishing work hours.)

Special ventilation may be required to control construction dust. Maintenance Department must be prepared to assist designers and contractors in establishing the plan for this system, as temporary modifications of existing equipment is, generally, required.

Identify any known special support spaces, inside or outside the building, that will be required to accommodate the renovation; i.e. remote devices to operate special equipment, special IT racks, etc. ( This may change as design progresses)

Summarize expectations for access to required electrical, communication, plumbing, and air conditioning services. These routes will be required for limited periods at several times during the construction program. What hours of the day will be acceptable ? (Remember that under floor electrical connections and plumbing waste piping will require work in spaces below the renovation.)

Are the existing facilities subject to limitations on opening of accesses to ceiling plenums; i.e. medical facilities, clean room, etc? If so, the parameters must be recorded for future planning.

Are there known contaminants in the building or space, such as:

Asbestos insulation,

Vinyl asbestos floor tile,

Lead paint,

PCB that will be exposed by renovation work,

Mold in pipe insulation or drywall

If there are questions, it is beneficial to consult with an abatement contractor PRIOR to authorizing the project.

List the known building codes and regulations that are applicable to the renovation project.

Are there known violations in the building that must be corrected as a part of the proposed project.

Will the new occupants install equipment that is under special environmental or safety regulations ? Copies of those standards need to be onsite and budgets must include the cost of special inspections and certifications.

Consider planning for recycling abandoned equipment and select materials during the project. This may reduce the disposal fees and handling costs associated with the project.

Establish a plan for coordination of system modifications with appropriate system and departmental managers – data, voice, television, temperature controls, life safety, etc.

List designers, equipment suppliers, or contractors that would be preferred for the project; and those that are considered unacceptable.

Research and select the design plan that is to be used for the project:

Contract documents that are prepared by registered architects and engineers are, usually, required by local building inspection departments in order to merit a building permit.

It is advisable to have professionally prepared documents for any project, unless the project is very simple.

If the facility has professional contacts that served satisfactorily on previous projects, there is significant value to continuing those relationships and benefit from the previous communication experience.

If the facility management team has no previous design or construction relationships and limited personal construction experience, it would be beneficial to employ an experienced project manager to assist with these critical choices in a “third party position” – not on the staff of the design team, construction manager or project contractor.

Architects and engineers can be employed under separate contracts, or under one contract that requires the “prime” professional to employ all other required professionals to provide the necessary documents and services.

A construction management group can provide a complete construction package, from design to delivery of a completed project, for medium and large projects. However, if this method of delivery is chosen, an experienced member of the facility management team or a third party manager should monitor the program and cost controls on a regular basis.

Pursuant to selection of the design plan, present the information gathered during  to the selected design team. The design group will evaluate the information and prepare of a Preliminary Plan for the project. A subsequent meeting of the Design and Management teams will be necessary to finalize the project criteria.

Suggested contents for the Design Development stages are provided in the Project Design Quality Posts