CREJ - Property Management Quarterly - January 2017
When managing construction work in commercial buildings, property managers can face myriad challenges, depending on the project and the scope of work. Commercial building construction projects can range from standard to complex tenant finish projects as well as significant capital construction work. This might include, but is not limited to, remodel work of main building lobbies, elevator lobby remodel, façade repair or remodel, parking garage repair as well as modifying or replacing building mechanical, electrical, lifesafety and access control systems. Of course, there are many components to creating a successful project, such as quality of field survey, budget pricing, design documents, pricing and schedule. However, the two most important components are the appropriate use of building information management and the free flow of communication. BIM can be used to address, enhance or impact all of the previously mentioned components, including communication. The technology associated with BIM continues to improve and can help during the design process, which includes creating as-built models where either none exist or where existing as-builts are not accurate. As part of BIM, scanning technology is available that will capture existing building conditions and then convert that information into an electronic format. This electronic format can be used to view those conditions electronically. The electronic format also can be used to assist in creating 3-D models of the existing conditions. The 3-D model will allow the design team to accurately align new design content with existing conditions. There are several advantages of this technology. Not only is it the fastest and most accurate way to capture field data, but also it promotes accurate alignment and reduces the number of trips required to verify field conditions, which will reduce, if not eliminate, potential change orders during construction. The accuracy of field scanning is within 2 millimeters for interior scans and within 3/8 inch for exterior scans of approximately 200 feet distance. Change orders can negatively affect schedule and quality of work and add unexpected costs to the project. Scanning is not a complicated process. As part of the Los Angeles International Airport project, we scanned 4 million square feet over a 24-hour period, which allowed the recording of as-built conditions to be completed in a more efficient and accurate manner. Using BIM allows accurate design bid drawings to be produced. In turn, this gives confidence to the bid costs and schedule, which will be accurate, provided nothing changes (owner or tenant generated changes after design and bid). BIM with 3-D modeling provides the owner, tenant and other affected parties an accurate picture of how the design, including finishes and colors, will look, which can be used to adjust the design to a final, acceptable product. It is much easier to incorporate green design and sustainability features when using BIM technology, which minimizes the negative impact to the environment and creates operating efficiencies. BIM also can be used for value engineering. As a result, decisions can be made that increase the building value in several ways, including making the building a more desirable work place to create demand and lowering operating costs by reducing gross rents because of the decrease in operating expenses, which will result in an increase in net rents. A reputation of comfortable tenants will help create additional demand as well, which will improve financial performance of the property and create satisfied ownership. Communication Given the impact that each of these projects can have on the tenants, customers, guests and visitors of the building, good communication is another critical component to a successful project. Proactive communication helps eliminate problems before they are created and is another way to provide excellent customer service. It also helps the property manager be proactive and not reactive. As the saying goes, “A stitch in time saves nine.” For example, when looking at a tenant finish project, either with new tenants or existing tenants, the communication begins with the leasing broker and the property manager. The manager gains various information through the leasing broker about the scope of work, including the tenant finish allowance to be provided by the landlord, as well as the deadlines associated with the project. It is during these conversations that the property manager can advise the leasing broker when there is something requested that won’t work with the building or building systems or that might add unnecessary cost to the project. Additional lines of communication are between the property manager and the owner, the tenant for whom the work is being done, the design professionals, the contractor and the tenants of the building who will be affected by the project. Regarding communication with the tenants who are impacted by the work, as part of our Facility Life Solutions, we find that meeting in person with the clients and affected parties is the best way to communicate. Additionally, a call center that allows clients and others to communicate issues that need to be addressed in short order is helpful. When needed, consider a website for clients and affected parties to check the status of the project at any time as well as to provide them with an place to express concerns. Communication also can include additional services such as creating operating procedures, emergency procedures and maintenance procedures that can be used by the building’s management and operating engineering teams in order to properly maintain new systems. After all, there is no one better to create these documents than the installing contractor.