Many of the standard forms are in support of the Project SOP Steps:
STEP |
FORM |
|
| SPACE NEEDS | ||
| Facility Manager identifies/calculates preliminary space needs | - Office Standards | |
| Facility Manager develops an estimate of total space requirements | - Space Estimator Sheet | |
| PROJECT AUTHORIZATION | ||
| 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 / Site Lease Relocation Form for Region and HQ approval. | - Facility Project Authorization
Form - Site Lease Relocation Form |
|
| FM establishes a project in the Project Management System | - Project Management System | |
| REFINE BUDGET & SCHEDULE | ||
| FM develops a more refined project schedule. | - Standard Project Schedule | |
| FM develops the budget. | - AR-Budget Worksheet | |
| FM refines space requirements. | - Warehouse Specification | |
| SITE SELECTION | ||
| FM and broker draft RFP for all sites on short list | - Lease RFP | |
| FM encloses one of the following standard lease documents in
RFP: |
- 163 Lease Multi Tenant - 168 Lease Multi Park Gross - 172 Lease Land and Building Triple Net - 175 Lease Build To Suit |
|
| FM revises and includes Build to Suit Specs with RFP, as appropriate | - Build to Suit Specifications | |
| FM provides comparison of buildings | - Building Comparison Worksheet) | |
| Utilize [mapping application] to show locations of potential sites, customers and competitors. | - Example | |
| ENVIRONMENTAL APPROVAL | ||
| Submit EHS information to EHS Manager for approval | - EHS Submission Cover Sheet | |
| LEASE NEGOTIATION | ||
| Utilize one of the standard Lease documents | See "Site Selection" section above | |
| Verify it is not a capital lease | - Capital Lease Test | |
| FM document LL work | - Standard Work Letter | |
| FM provide Legal with Lease Terms Sheet | - Lease Terms Sheet | |
| and Region Finance Manager finalize AR-Budget Worksheet for management approval | - AR-Budget Worksheet | |
| If inter company sublease, utilize document | - Inter-Company Sublease | |
| Lease is sent with Lease Submission Cover Sheet for review / approval | - Lease Submission Cover Sheet | |
| SPACE PLANNING & DESIGN | ||
Utilize standard Finish Specs whenever possible |
- Finish Specifications | |
| ARCHITECHTURE, DESIGN & CONSTRUCTION | ||
| If appropriate, utilize the Build to Suit RFP | - Build to Suit RFP | |
| Compare bids | - Construction Bid Matrix | |
| Sample Meeting Notes | - Construction Status Mtg Notes Sample | |
| VOICE | ||
| Review Telephone Standards | - Telephone Standards | |
| Follow Cabling Vendor Guidelines | - Telecom Cabling Vendor Guidelines | |
| Review Telecommunications Standards | - Telecommunications Standard | |
| DATA | ||
| Determine Data Connectivity Requirements | - Data Connectivity Requirements | |
| THE MOVE | ||
| All vendors working at a [CLIENT NAME] site must be approved | - Vendor Qualification Form | |
| Project Inspection | - Safe Work Place Compliance Inspection | |
| Assign offices | - Proj Mgmt Space Assignment | |
| Compare bids and select moving company | - Mover Bid Matrix | |
| Sample Move Action Items | - Sample Move Action Items | |
| DECOMMISSIONING THE OLD SITE | ||
| Complete the Site Closing Checklist | - Site Closing Checklist | |
| Conduct walk-through with landlord using exit checklist | - Exit Checklist | |
| FOLLOW UP | ||
| Fill out Project Completion Survey | - Project Completion Survey | |
| Fill out the GFD document and send to EHS manager | - EHS Facility Database Form | |
| FM sets up accounts payables for rent, taxes, utilities, etc. | - C&I
Autopay Form - Repeat Pay Form |
|
| Some of the standard forms fall outside of the Project SOP Steps: | ||
- C&I Autopay Form |
||