Facilities PLUS Project SOP

STEP
FORM
SPACE NEEDS
  As soon as a need is identified, contact your Facility Manager Contact List
  Region or Site representative and Facility Manager jointly define basic facility and business requirements  
  Evaluate current facility relative to current / forecast business needs  
  Gather employee data / departmental needs  
  Facility Manager (FM) reviews space standards and identifies / calculates preliminary space needs Office Standards
  Facility Manager develops Site metrics for review by Operations and Finance representatives  
  Site management and Facility Manager develop business plan in conjunction with Region and HQ teams  
PROJECT AUTHORIZATION
  All projects must be approved before any significant amount of time can be devoted to them.  
  Facility Manager (FM) reviews and follows the Facility Project Authorization Process in preparing the form for approval. Facility Project Authorization Process
  FM creates a Facility Project Authorization Form for Region and HQ approval. This form documents project objectives and establishes CTQs, budget and schedule Facility Project Authorization Form
  In preparing the Form, the FM develops preliminary budget and schedule, and identifies project CTQs  
  Upon approval of the Project Authorization Form, the following steps are completed:  
KICK OFF
  Facility Manager notifies all project participants of the new project, sharing the approved Project Authorization Form Project Management Template
REFINE BUDGET & SCHEDULE
  During the course of the project the Facility Manager will update project information  
  FM will work with Site management to refine operating cost estimates  
  FM estimates professional fees, furniture and equipment purchases, construction upgrade requirements, cost of physical move and all related costs. These estimates to be updated as the project progresses  
  Site management and FM work with Telecom and IT to identify voice and data requirements/costs Voice & Data Standards
  FM develops and refines budget and schedule periodically with Region and Finance to obtain approval of any changes AR-Budget Worksheet
  FM refines space requirements, with support of Distribution Support Manager Warehouse Specification
SITE SELECTION
  FM engages broker, who conducts a market survey  
  FM check availability of sites  
  FM/Broker present listing of sites that meet identified facility needs  
  FM notifies appropriate HR manager of possible new locations (to identify potential employee issues early in the process)  
  HR approval is needed for any co-location with another [CLIENT NAME] business  
  Preliminary Tour by broker, FM  
  Prioritize viewed sites  
  Formal Client tour interior / exterior walk through  
 

[CLIENT NAME] Management agreement on short list

 
  Obtain approval to proceed from Corporate Management (email approval is acceptable)  
  ***Corporate approval MUST be obtained before a lease can be signed***  
  FM and broker draft RFP for all sites on short list, requesting proposals and preliminary layouts Lease RFP
  FM and broker enclose Standard Lease Document in RFP Standard Lease Document
  FM revises and includes Work Letter Specification with RFP, as appropriate Work Letter Specification
  FM reviews landlord proposals with [CLIENT NAME] management to select primary and alternate sites Site Evaluation Form
ENVIRONMENTAL APPROVAL
  FM notifies [CLIENT NAME] EHS Manager of candidate properties (Primary and Alternate)  
  Landlord/developer fills out EHS Questionnaire and provides most recent Phase I (if available) EHS Questionnaire
  If needed, a new Phase I is initiated (per EHS Manager directive)  
  EHS Manager reviews environmental situation with Corporate for approval  
  ***Environmental approval MUST be obtained before the lease can be signed***  
LEASE NEGOTIATION
  FM and broker solicit enhanced (best and final) proposal from short list Landlords  
  FM / Broker negotiate best deal terms  
  FM documents Work Letter for inclusion in the lease Work Letter
  FM provides Legal with Lease Terms Sheet Lease Terms Sheet
  FM and Region Finance Manager finalize AR-Budget Worksheet for management approval AR-Budget Worksheet
  ***AR approval MUST be approved before the lease can be signed***  
  FM contacts Legal for lease review  
  Lease is sent to [CLIENT NAME] Facilities and Logistics Manager (with cover sheet) for review / approval Lease Submission Cover Sheet
  Lease document signed  
SPACE PLANNING & DESIGN
  FM and Site management analyze possible space use options Space Standards
  FM provides estimate of design cost (if costs are expected to be incurred)  
  Site management surveys groups within organization  
  Space plan is reviewed by FM and [CLIENT NAME] team (Office & Warehouse). Approval is obtained  
  FM/Site Mgr meet to assign offices per standards  
  ***Office and Warehouse design must be approved by Site Management before lease is signed**  
ARCHITECHTURE, DESIGN & CONSTRUCTION
  FM retains architect for construction drawings and specs (often the landlords architect) Space Standards
  FM verifies that [CLIENT NAME] requirements are met  
  FM initiates design development drawings (i.e.: CDs)  
  FM/GC/Architect establish change order controls  
  FM/local team/Architect develop interior wall plan and interior design specs:  
 
  • Furniture, using [CLIENT NAME] standards as appropriate
    		•  Office Standards
     
  • Warehouse space, as designed by [CLIENT NAME] Distribution Support Manager
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  • Voice & Data Drops coordinated by IT & Telecom team with local assistance from FM
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  • Faxes, Copiers and other office equipment
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  • Signage Locations & Types
    		• Signage Standards
     
  • Interior materials and finishes, per [CLIENT NAME] standards
    		• Office Standards
      FM / [CLIENT NAME] /Architect review and revise preliminary construction drawings  
      Final (electronic version) drawing file sent to FM including:  
     
  • Site plan
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  • Floor plan
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  • Electrical plan
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  • Communications plan
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  • Reflected ceiling plan
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  • Room finish schedule
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    Final drawing review/Approval by FM and [CLIENT NAME] team

    		 
     

    FM retains General Contractor and Releases CD's to General Contractor

    		 
     

    FM provides overall construction management, monitoring progress relative to schedules and budgets, and providing change management (i.e. all changes must be approved by the FM)

    		 
      FM confirms successful completion of inspections and permitting  
      FM schedules progress meetings and site visits  
      FM conducts final walk through, creates the Punch list and ensures Landlord secures Certificate Of Occupancy Sample Punch List
    FURNITURE (Office & Warehouse)
      Work with Site management to conduct inventory current furniture and identify requirements  
      Finalize furniture layout  
      Develop RFQ and obtain bids for purchase and/or move and installation  
      FM orders furniture and oversees the delivery and installation (8 week lead-time)  
      ***Travel restrictions may cause Site management to oversee installation**  
      FM plans disposal of surplus furniture, with management approval  
    VOICE
      FPI Telecom, [CLIENT NAME] IT and FM inventory existing voice/data equipment  
      Site management works with FPI Telecom to identify type and size of voice equipment required (current & future needs) Voice Standards
     
  • Phone switch
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  • Voice Mail
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  • Call Distribution
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  • Visual Messaging
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  • Contact Management
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  • Any other special needs
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      Telecom/Network team identifies line type and capacity required for business voice and data (T1, etc.)  
      Telecom orders circuits from service provider allow 6-8 week lead time  
      Telecom develops a Lease/Purchase Analysis for necessary equipment
    		 
      Telecom develops RFP and obtains bids
    		Sample RFP
      Telecom contacts local and long distance providers
    		 
      Telecom provides technical support, analysis and recommendations
    		 
      Telecom orders new or plans move of existing equipment
    		 
      Telecom plans installation and end-user training (if necessary)
    		 
      Telecom establishes new directory numbers and direction on main number
    		 
      Telecom removes and disposes of any old equipment  
    DATA
      Site representative and FM contact [CLIENT NAME] IT team  
      IT Team gathers capacity requirements (current & future) Data Standards
      IT Team conducts Lease/Purchase Analysis  
      IT Team selects vendors & equipment and places orders for LAN/WAN hardware and all other appropriate equipment
    		  
      IT Team orders new data circuit and deactivates old circuit allow 10-12 week lead time
    		  
      IT Team contacts ITS for voice & data circuit requirements  
     
  • Design
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  • Hardware
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  • Wiring
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  • Install
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  • Move
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  • Test
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      IT Team develops cabling plan  
      IT Team organizes delivery/move/install of equipment  
    NOTIFICATIONS
      Consider for both the old and new facilities Facility Manager works with Site management to ensure all appropriate areas are addressed  
     
  • Business License. FM works with Site management to ensure a Business License is obtained
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  • Landlords
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  • Copy machine vendors and installers
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  • Coffee service
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  • Office Equipment vendors
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  • Telephone service (Telecom)
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  • LAN technicians (Network Team)
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  • Contractors: general, electrical, paint, carpenter, et al
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  • Stationary supply (order new letterhead, business cards, etc.)
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  • Furniture dealers
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  • Vending machine dealers
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  • Cleaning service(s)
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  • Post office
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  • Audio & video suppliers and installers
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  • Waste Mgt./Recycling companies - cleaning old space, and setting up program in new space
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      Schedule utility start-ups and shut-offs  
     
  • Electric
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  • Gas
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  • Water / Sewer
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  • Oil, etc
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    THE MOVE (in conjunction with Construction)
      All vendors working at a [CLIENT NAME] site must be approved Vendor Qualification Form
      FM to notify EHS Manager prior to moving any items that might be hazardous material  
      If the site is being closed, FM ensures that important (paper and computer) files are retained in an appropriate fashion  
      Identify other trades that must be included in plans  
     
  • IT for PC equipment
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  • Phone switch vendor
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  • Furniture vendor
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  • Electrician
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  • Voice and data vendor
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  • Office Movers
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  • Equipment vendors
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      Identify resources and timing to minimize downtime (plan on Friday p.m. through Sunday move)  
      Develop RFQ, conduct tour & obtain bids from moving companies  
      Compare bids and select moving company. Notify all bidders Mover Bid Matrix
      Obtain certificate of insurance from movers  
      Develop move sequence -- Create move numbering system for office area and work with Site personnel to coordinate warehouse move  
      Arrange security and after hours HVAC, as appropriate  
      Schedule repair personnel as appropriate (furniture installers, etc)  
      Arrange elevators at both sites (Check elevator repair procedures; have repair company on stand by), as appropriate  
      Arrange extra trash containers and pick up, and delivery of move boxes  
      Prep special equipment  
      Urge employees to purge needless documents  
      Dispose of excess equipment with management approval  
      Conduct pre-move walk-through with moving company  
      Post numbers and directional sign  
    EMPLOYEE INVOLVEMENT
      Gather data on employee concerns  
      As appropriate, develop and implement multi-phase employee communication program  
      As appropriate, select dept. representatives/move coordinators and establish a move committee  
      Issue Packing instructions Packing Instructions
      Collect old keys/badges  
      Distribute new keys/badges  
      Work with Site Management for preparation of Grand Opening activities and announcements  
    SUPERVISING THE MOVE
      Pre-move walk through of facilities for facility/property condition  
      Record all damage  
      Post-move walk through for facility/property condition  
      Have movers, handymen standing by after move  
    DECOMMISSIONING THE OLD SITE
      Review lease terms and clean building consistent with lease requirements  
      Complete the Site Closing Checklist Site Closing Checklist
      Conduct walk-through with landlord using exit checklist Exit Checklist
      Repair any noted deficiencies from checklist  
      Conduct follow-up walk-through and have LL sign off on exit checklist  
      Send checklist to Shelton for filing in lease file  
      Recover security deposit  
      Discontinue all utilities (take meter readings as appropriate)  
      Remove all IT, phone and other reusable equipment  
      Stop all rent payments  
    FOLLOW UP
      Punch list and resolution Sample Punch List
      Update all Databases with new lease information  
      Contact EHS to have facility added/removed within EHS Database EHS Facility Database Form
      Send signed lease original to Corporate for scan & file  
      Notify FPI Help Desk of closure of old site and information on new site  
      Send FPI Webmaster a CD with as built drawings to be loaded on website  
      Conduct post move evaluation  
      Gather empty boxes  
      Conduct final walk through for damage claims  
      FM sets up accounts payables for rent, taxes, utilities, etc.  
    **GRAND OPENING IS HELD**