Tenant Improvement Work
Tenant Improvement Work
This section highlights some of the important components of the pre-construction design and review
process that should be addressed early in the process to avoid unnecessary delays. Many of these
responsibilities are normally delegated by the Tenant to their Architect or Engineer(s). They in turn work
with an expeditor to obtain the necessary city permits, sign-offs, etc.
Many potential problems that can occur during both the design and construction portion of a project can be
avoided when the Tenant and their design/construction team review these standards together, and attend
the initial project kick-off meeting with the Landlord’s representatives.
We look forward to working with you.
General Tenant Responsibilities
The Tenant should send the Property Manager a letter describing the scope of proposed work for the
demised space prior to beginning any alterations. The letter should also include the Tenant’s architect and
engineering firms, contact names and phone numbers of the company’s that have been retained to develop
drawings, specifications and oversee the entire project.
The Tenant is responsible for hiring a licensed architect and/or licensed engineer(s) to provide the
appropriate design and construction documents. It is imperative that the Tenant mandates these
professionals to actually visit the site and perform a field survey of the demised space. These inspections
are often critical to the success of the project and the Tenant should be sure that they are part of the
consultant’s scope of work. The Landlord will not make final Tenant Improvement payments until the work is
completed and all sign-offs are obtained.
Landlord requires the following information in order to complete the review process and approve/disapprove
the initiation of any construction work:
Landlord’s Rights, Compliance with Applicable Laws & Lease Provisions
Tenants are responsible for compliance with all applicable laws affecting their premises, including but
not limited to Local Laws 5, 16, and 58. All alterations within their premises must comply with New
York City Codes and Regulations of all the agencies that have jurisdiction and with the Americans
with Disabilities Act. The drawings and specifications will be reviewed by the Landlord only to ascertain compatibility with the building’s design, structural and appropriate systems (i.e. electrical, mechanical, plumbing, life
safety). These requirements do not in any way alter the terms and provisions of the lease, and the Landlord
reserves the right to withhold its consent or approval notwithstanding compliance to these guidelines.
Landlord reserves the right to add to or modify any standards, specifications and guidelines.
If the project is to be completed in multiple phases, the Tenant shall not permit work to begin within
the next phase until the Landlord has reviewed all the appropriate drawings and other documentation
and granted approval to begin the following phase.
The Tenant’s contractor is expected to follow all the building’s rules and regulations. Any contractor
or their employee who does not follow these policies will be requested to leave the building and will
not be permitted access to the building henceforth. At the completion of the project, all Building Department, Fire Department, etc. sign-offs and As-Built drawings (both hardcopy and on Autocadd format) are to be submitted to the Property Manager. At the end of this section, attached are partial and final lien waivers that are to be sent to the Property Manager as the job is in progress and at it’s completion. Additionally, if you are due an allowance
from the landlord for your work, these must also be included with your payment requisition.
Beginning of Construction
A copy of all the following documents must be submitted to the Landlord (and accompanied with a
transmittal letter detailing all documents that are being submitted) BEFORE any alteration work may begin:
This section highlights some of the important components of the pre-construction design and review
process that should be addressed early in the process to avoid unnecessary delays. Many of these
responsibilities are normally delegated by the Tenant to their Architect or Engineer(s). They in turn work
with an expeditor to obtain the necessary city permits, sign-offs, etc.
Many potential problems that can occur during both the design and construction portion of a project can be
avoided when the Tenant and their design/construction team review these standards together, and attend
the initial project kick-off meeting with the Landlord’s representatives.
We look forward to working with you.
General Tenant Responsibilities
The Tenant should send the Property Manager a letter describing the scope of proposed work for the
demised space prior to beginning any alterations. The letter should also include the Tenant’s architect and
engineering firms, contact names and phone numbers of the company’s that have been retained to develop
drawings, specifications and oversee the entire project.
The Tenant is responsible for hiring a licensed architect and/or licensed engineer(s) to provide the
appropriate design and construction documents. It is imperative that the Tenant mandates these
professionals to actually visit the site and perform a field survey of the demised space. These inspections
are often critical to the success of the project and the Tenant should be sure that they are part of the
consultant’s scope of work. The Landlord will not make final Tenant Improvement payments until the work is
completed and all sign-offs are obtained.
Landlord requires the following information in order to complete the review process and approve/disapprove
the initiation of any construction work:
- A letter requesting the alteration. If you are a sub-tenant, the letter must be accompanied with a letter from the primary tenant allowing your firm to proceed with any alterations.
- Three sets of drawings and specifications signed and sealed by the architect & or engineer.
- A copy of the applications to the various local agencies that must review and approve the drawings.
- Tenant must use the Building’s expediting firm that can be found in the building specific section.
- An original copy of the architect/engineering firm’s Errors & Omissions and Certificate of Insurance. A copy of the same should be forwarded of the General Contractor and all subcontractors when these firms have been decided.
- Samples of any non-standard materials (e.g., wallcovering, signage, carpet, etc.) and the cut sheets for each item.
- Retail and Restaurant Tenants should provide a sample of material boards, schematic design drawings, signage and display window information. Restaurant Tenants should also include estimates of water and steam usage.
- The Tenant is responsible for all damages caused by the Tenant’s contractors to the Landlord’s property and the property of adjoining tenants. Landlord’s property must be restored to the Landlord’s satisfaction or the Landlord will be reimbursed for all costs related to restoring property to its original condition. If additional or special cleaning services are needed in any public area due to the Tenant’s construction work, the Tenant will be notified of this need and will be charged for it accordingly.
Landlord’s Rights, Compliance with Applicable Laws & Lease Provisions
Tenants are responsible for compliance with all applicable laws affecting their premises, including but
not limited to Local Laws 5, 16, and 58. All alterations within their premises must comply with New
York City Codes and Regulations of all the agencies that have jurisdiction and with the Americans
with Disabilities Act. The drawings and specifications will be reviewed by the Landlord only to ascertain compatibility with the building’s design, structural and appropriate systems (i.e. electrical, mechanical, plumbing, life
safety). These requirements do not in any way alter the terms and provisions of the lease, and the Landlord
reserves the right to withhold its consent or approval notwithstanding compliance to these guidelines.
Landlord reserves the right to add to or modify any standards, specifications and guidelines.
If the project is to be completed in multiple phases, the Tenant shall not permit work to begin within
the next phase until the Landlord has reviewed all the appropriate drawings and other documentation
and granted approval to begin the following phase.
The Tenant’s contractor is expected to follow all the building’s rules and regulations. Any contractor
or their employee who does not follow these policies will be requested to leave the building and will
not be permitted access to the building henceforth. At the completion of the project, all Building Department, Fire Department, etc. sign-offs and As-Built drawings (both hardcopy and on Autocadd format) are to be submitted to the Property Manager. At the end of this section, attached are partial and final lien waivers that are to be sent to the Property Manager as the job is in progress and at it’s completion. Additionally, if you are due an allowance
from the landlord for your work, these must also be included with your payment requisition.
Beginning of Construction
A copy of all the following documents must be submitted to the Landlord (and accompanied with a
transmittal letter detailing all documents that are being submitted) BEFORE any alteration work may begin:
- Original drawings that have been reviewed approved and stamped by a licensed architectural/engineering firm.
- Copy of all permits from the agencies that have jurisdiction.
- An authorization letter of the individuals who may order additional services on behalf of the Tenant (i.e. freight elevator reservations, additional cleaning).
- Certificate of Insurance for all those firms that represent the Tenant and will be performing work in the building.
- A contact list of all firms who are working on behalf of the Tenant that should include company name, trade, contact person(s), phone numbers and emergency phone numbers. Landlord must approve all General and Subcontractors who are intended to work in the building.
- A project schedule indicating the proposed time frame for the various work stages to begin and be completed.
- The day, time and location where construction meetings will be held so that the Landlord’s representative may attend the meetings and monitor the progress of the job.
