Workplace Solutions & FAQ'S

The conversation about Supplemental Architectural Services and systems furniture comes first in most project meetings, but we provide a range of on-site supervision and support services to help coordinate staff relocations. Occasionally recommended by general contractors and facility managers, tenant reps serve as a direct resource to the tenant due to their knowledge of systems furniture, power & data requirements, FF&E specifications, and interpreting the designed  furniture plan. We also partner with reputable manufacturers, moving companies, designers, artists, and related suppliers to provide the best comprehensive solutions that can bring added value to building owners, occupants, and users.

We call this the evaluation phase and our main goal is to identify client needs. Numerous details are considered, but here are some areas we could focus on:

• Quantity, condition, and types of existing furniture to be repurposed
• Desired artwork and interior plantings
• Types and quantities of items to be temporarily stored or even sold
• Number of assigned staff and their assets. This falls under occupancy and space planning activities
• Functions and types of spaces 

Just remember that your tenant rep works for you and will assist you with establishing systems furntiture standards (sizes and configurations) and help plan your exit strategy. Refer to our Situational Space page for a few examples.

Its a good idea to start collecting estimates and equipment cut-sheets before they’re requested. Involve your IT team as soon as possible. You’ll be better prepared by outlining RFP requirements for certain activities and equipment like audio visual locations, installation requirements for mounting, hook-ups, and testing. You may also want to think about WIFI requirements, camera locations, speakers, and floor-core locations. Not all floor monuments require a 4” core and data pass-through, and your data drops should be ideally placed when thinking about systems furniture and configuration.

Having a signed agreement provides each party with a great deal of protection and clearly identifies scope, schedule, responsibilities, timeline, and rates. Schedules and deadlines may vary, but client’s relations, rates, and responsibilities do not change.

PRM and its affiliates act as a source of information, make recommendations, and coordinate the delivery process for an established rate. We arrange an opportunity for tenant vendors to submit a proposal based on the scope provided. Therefore, vendors submit their invoice directly to the client to avoid mark-ups on materials and services.

For security reasons, property managers and owners have established a strict set of rules and requirements for vendors. Prerequisites may include certificates of insurance, capability statements, references, and project portfolio.  

Rates do not change during the term of the agreement. However, like your tenant lease agreement, we require a signed consulting, design agreement, and materials deposit  prior to the projected job start. Our role, responsibility, and rates are clearly stated, as is our commitment to the client. A deposit may be required depending on product or service requested. 

Unfortunately, we are not financial planners that specialize in NAV valuations, but we provide a specialization to assist your organization’s move-out and move-in requirements based on a realistic timeframe, scope, and budget. Startup companies may have access to discounted equipment such as sit-stand options, benching systems, and task seating from our San Francisco based affiliates. This resource is equivalent to most quick-ship programs and will expedite our client’s interior requirements. We’ll help negotiate the product cost, removal, storage, and delivery to your new site once completed. 

Your responsibilities are clearly outlined in your lease agreement and tenant rules documentation. Review them carefully and plan your exit strategy with your tenant rep. Coordinate activities will include items like decommission of furniture and server equipment, cable roll-backs, restoration, logistics, vendors, insurance, and security items. 

The vendor you select must be approved by your property manager prior to moves, adds, or changes, also known as MAC Planning Activities by tenant vendors. Vendors are generally selected by the tenant and chosen to perform activities in the workspace. Regardless of location, vendors are vetted, and entity information is collected then provided to the building management team for approval. 

It’s never too early to start coordinating the delivery and installation of systems furniture. Merchandise is generally shipped pre-paid and stored in a nearby warehouse or client site until the installation phase begins. We prefer a single shipment to the client site where security is provided. However, additional safeguards are generally considered and an independent security company contracted.