The Process

A lease negotiation/move is a large undertaking with many moving parts.

We have prepared a sample timeline that illustrates the steps needed to accomplish your real estate goals.  Below, is an outline that enumerates those steps in greater detail.

The timeline covers a 38 week period from project inception to move-in.  It is meant to be a flexible guide that can be adjusted to address the reality of your circumstances.

At every stage of the process, you can rely on Spaceworks to answer your questions or to recommend seasoned professionals (architects, contractors, movers, phone and data technicians etc.) to help you develop and execute a successful real estate strategy.

Go to sample timeline

LEASE NEGOTIATION/RELOCATION OUTLINE

1.  Define your space requirements

A. Form a consultative committee
  1. Finance
  2. Administration
  3. Department Heads

B. Review existing lease

  1. Expiration Date
  2. Holdover provisions
  3. Expansion/Surrender/Renewal - Options

C. Determine existing space needs & future growth

  1. Space Calculator
  2. Architect’s Space Plan

D. Establish budget guidelines & lease term

  1. Rent/Electricity/Escalations
  2. Lease vs. Purchase
  3. Landlord or Tenant Financed Construction
  4. Expansion/Surrender/Renewal - Options

E. Establish additional criteria

  1. Organizational Culture/Image
  2. Transportation/Neighborhood
  3. Building Amenities
  4. Special Infrastructure 
2.  Select your project team
  1. Architect
  2. Real Estate Broker
  3. Computer/Phone/Data Provider
  4. Accountant
  5. Attorney
  6. Construction Manager
  7. Mover
3.  Develop a detailed Usage profile based on the criteria established      above and discussions with your support team.

4.  Research The Market
  1. Determine your relevant space options
  2. Preliminary inspections
  3. Create short list and follow up inspections
  4. Inspections & reports by relevant project team members
  5. Refine short list
5.   Negotiations
  1. Preliminary offers or request for proposals (RFP’s)
  2. Evaluation & financial analysis of landlord/sublessor responses
  3. Second round of offers or RFP’s
  4. Evaluation & Financial Analysis of Landlord/Sublessor Responses
  5. Final round of pre-lease negotiations/issuance of term sheet
  6. Lease Issuance & Negotiations
  7. Lease Execution & Delivery
6.   Construction & Move In
  1. Construction Drawings & Permits
  2. Demolition & Preparation of Space
  3. Physical Construction
  4. Move-In & Occupancy
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