THE ICL APPROACH TO THE ARCHITECTURAL PROCESS

ICL Interior Architecture

                                                            Following are brief descriptions of each of the steps taken by ICL over the duration of a typical project.  The sequence of the steps and extent of involvement in each step varies by project.  The scope could range from a complex, multi-phased tenant relocation in excess of 100,000 square feet, in which all of these steps would be necessary, to a simple tenant suite refurbishment related to a lease renewal, in which only a few of these steps may be necessary.

Workletter Review

ICL has the ability to review the proposed tenant improvements agreement or lease workletter to contribute any specific language that may be necessary.  Specific issues to be reviewed may include any of the following:

Amount of the Tenant Improvements Allowance

Viability of a "Turnkey" Approach

Dates for Turn Over of the Space for Construction

Responsibility for Selecting General Contractor

Phasing of Construction

Tenant Relocations

Target Date for Construction Completion

Utilities Consumption During Construction

Method of Reconciling Allowance Versus Actual

Costs

Substantial Completion and Rent Commencement

Building Analysis

If necessary, ICL can survey each building under consideration for occupancy by a prospective tenant.  Areas to be investigated may include the following:

Floor Plate Efficiency

Americans with Disabilities Act (ADA) Compliance

Structural Defects

Electrical Capacity

Mechanical Systems (HVAC) Capabilities

Floor Loading Requirements

Likewise, ICL contracts for engineering services independently from its architectural practice.  Our engineering team can handle purely engineering projects such as HVAC system modifications or chiller retrofits, lighting design, UPS systems, telephone/data systems, life safety upgrades and power system evaluations.

Construction Documents

Timely production of a well-coordinated set of construction drawings and specifications is a staple of any properly managed architectural and engineering practice.  Use of ICL's Planning Questionnaire coupled with a thorough field survey ensures that the full project scope is documented.  We endeavor to minimize changes after award of the contract for construction since these present opportunities for an unscrupulous contractor to take advantage of the situation with excessive mark-ups.   

Contractor Selection

ICL assists the owner or tenant in interviewing and selecting a contractor to manage project construction or a number of contractors qualified to competitively bid the project.  Factors to be considered include relevant experience with similar projects, current work load, financial solvency, the proposed project management team and schedule.

Instructions to Bidders

Along with the construction drawings and specifications, ICL issues detailed instructions to the bidders covering necessary topics such as the time and manner of submission, responsibility for building permits, building rules and regulations, the form of construction agreement, required insurance coverage, etc.  The Instructions to Bidders requires use of a specific Proposal Form to ensure "apples to apples" comparisons of the contractor bids.

Establish Budget

Based on the lease allowance or other sources, a firm project budget is established by the client.  As may be required, amounts are allocated to the various elements of the project -- construction, furniture, security systems, data and telecommunications, etc.

Assemble Project Team

Interior architectural projects are growing increasingly complex.  Timely coordination of the project team is essential to the success of any project.  A sampling of the numerous parties potentially involved in any project is as follows:

Architects

Engineers

Client Contact (Tenant, Owner, Manager or Broker)

Client Facilities Manager, Real Estate Department

Building Leasing and Management Agent

Construction Manager

General Contractor

Furniture Dealer and Installer

Data and Telecommunications Contractor

Security System Consultant/Contractor

Audio/Visual System Consultant/Contractor

Computer Room Equipment Vendor

Moving Coordinator and Contractor

Clear delineation of the roles, responsibilities and reporting structure for all parties involved is critical to the success of any project.

Develop Schedule

At the start of any project, ICL reviews with its client a prototypical project schedule such as the one on the following page.  This is intended to help clarify the roles and responsibilities of all parties and approximate the duration of each task necessary to complete the project.

Planning Questionnaire

The design process begins with use of ICL's Planning Questionnaire, typically called "programming" in our industry.  The ICL Project Manager sits with the client and documents very specific requirements for each office, workstation or functional area to be included in the space plans.  Growth projections and future expansion requirements are taken into account.  More subjective items such as the image and character of the space are also discussed.  The checklist format of ICL's Planning Questionnaire ensures that no details are overlooked.

On occasion, this service is performed shortly after the real estate broker secures the leasing assignment for his client.  Such analysis may be necessary to pinpoint the rentable square foot area of the tenant's requirement, enabling the broker to commence his search for an appropriate building.  The size and complexity of a tenant's requirement may also warrant early development of the program.  The highly technical nature of today's interior architecture and the numerous individuals that make up the project team often call for several weeks to develop the program.

A sample of the Planning Questionnaire is included in the following section:

Schematic Design

Based on data gathered on the Planning Questionnaire, ICL designers generate schematic designs or space plans for one or all of the spaces or buildings under consideration.  Plans are presented for user review and comments.  Refinements are made as necessary to achieve final sign-off on the conceptual design.               

Budget Estimate

If required by the scope of the project, ICL will develop a project budget estimate, using either its internal systems or an outside contractor, to confirm that the proposed work is within the project budget, or to establish the project budget.  Brokers often use these figures to determine the tenant improvement allowance to be provided by the Landlord and included in the lease documents.

Comparative Analysis

ICL can assist in weighing the pros and cons of each of the options under consideration.  In addition to the function and efficiency of the floor plans, this analysis may extend to the base building systems -- electrical capacity, HVAC system capabilities, etc.  The real estate broker and prospective tenant marry this data with the other factors effecting their decision -- building location, rental rates, image, amenities, stability of ownership, etc.

Building Infrastructure

ICL maintains a database of information for each of the buildings in which it has had recent experience.  For any buildings new to ICL, the data will be compiled and added to the file.  The type of information includes the following:

Electric Metering Method

Ceiling Systems

Light Fixtures

Doors, Frames and Hardware

Exit Signs

Fire and Life Safety Systems

Typical Partition Details

Signage

Other Building Standards

Field Survey

Critical to the success of any project is a thorough field survey of existing conditions.  The field survey serves two purposes.  First, any existing construction suitable for reuse can be identified and documented.  This can lead to significant cost savings when the volume of new construction can be minimized.  Second, a thorough field survey enables the architect and engineers to prepare the construction drawings with minimal conflicts between the architectural, electrical and mechanical trades.  Invariably, concealed conditions that could not be identified without exploratory demolition surface during construction, but project costs are best controlled when such surprises are minimized.   

Design Development

Once the schematic designs (space plans) are approved by the tenant, landlord or owner, the design development process begins.  Architectural details, material and finish selections, lighting concepts and other custom designed elements are presented for client review -- all in keeping with the desired image, budget and function. 

Engineering Plans

ICL has the unique capability of completing mechanical, electrical, plumbing, fire and life safety plans and specifications all in-house.  Overall production time is reduced and coordination errors are minimized with architectural and engineering disciplines working side by side.  Careful reviews ensure that typical conflicts are avoided -- such as ductwork with the building structure, light fixtures with VAV mixing boxes, or sprinkler piping with ceiling height transitions.  

If the use of an outside engineering consultant is mandated by the building landlord or a previous client relationship, ICL can provide only architectural services and coordinate its efforts with the outside engineering consultant.

Bid Analysis

ICL's review of contractor bids goes well beyond a simple bottom-line analysis.  Meetings are held with each of the two or three apparent low bidders.  Each line item on the

Proposal Form is compared with the project scope to verify that everything is included.

Non-financial matters are also taken into consideration during the bid analysis.  The qualifications and capabilities of the proposed list of subcontractors and the proposed construction schedule and phasing plan are weighed into the decision.

Construction Contract

ICL has the capability to draft the owner/contractor agreement or advise the owner on the contents of the contract.  Roles and responsibilities of the owner, landlord, tenant, contractor, architect and other consultants must be clearly delineated.  Provisions for invoicing, payment, retention and lien waivers must be spelled out.  The project schedule and phasing plan and any associated penalties for late completion must be incorporated.  A tightly written contract protects the owner from the numerous exposures inherent in construction projects.  

Construction Administration

ICL goes well beyond the traditional construction administration services.  Clarifying construction drawings, responding to field conditions, reviewing shop drawings and materials submittals are only the beginning.

ICL  takes an active role in the construction process.  Weekly project meetings are typically held to review the progress of the work and discuss any open issues.  We thoroughly document all changes and solicit the appropriate approvals before the contractor is authorized to proceed with the work.  A complete "paper trail" keeps the project moving along in an orderly fashion and affords the owner protection against surprise change orders.  Additionally, ICL's extensive experience with interior construction equips it to quickly and effectively analyze contractor change proposals to verify fair pricing of the work.

At the weekly meetings, other parties join the discussion as needed to ensure effective coordination and timely completion of the project.  Depending on the scope of the project, these parties may include furniture dealers and installers, voice and data telecommunications contractors, computer room equipment vendors, or any of the specialty subcontractors that may be involved on the project.   

Furniture Systems

As an additional service, ICL's interior designers can coordinate the purchase, delivery, reuse, relocation or refurbishment of the tenant's furniture systems.  The tedious nature of this work calls for individuals familiar with the major product lines and experienced in orchestrating the complex organizational process.

Punch List

One of the final tasks on a typical project is preparation of  the punch list.  ICL's project manager scours the job site for elements not in compliance with the construction drawings and specifications.  Any minor nicks and flaws are listed.  ICL then rides the contractor to complete the work and correct any deficiencies, in most cases within two weeks. 

Follow up

ICL's involvement does not end upon completion of construction and user occupancy.  Our clients receive a questionnaire assessing the project team's performance.  This enables us to enhance our strengths and eliminate any weaknesses on the next project.

PLANNING QUESTIONNAIRE

ICL Interior Architecture

Real Estate Considerations

Image and Character

Project Budget

Architectural Elements

Furniture Systems

Building Standards

Electrical

Telecommunications

HVAC Systems

Security

Plumbing

Computer Rooms

Building Information