Our Tenant Representation Process

Step 1  Analyze existing situation

  • Conduct a comprehensive lease audit and review related contracts.
    • It’s essential to know the liabilities up front and deal with them appropriately.
    • Document and provide abstract.
  • Review operating cost history (past 3-5 years).
    • Question and seek explanations for significant changes.
    • Seek understanding from existing Landlord of future projects that may have an impact on costs or tenants’ operations.
    • Understand corporate culture, reputation and brand and whether the workplace reflects these values.
    • Understand “work flow,” number of employees and future growth plans.
      • Define programming requirements.
    • Define geographic boundariesDefine clear CSR and Sustainability objectives.
      • Map location of all employees/major clients by postal code
    • Define financial goals and budgets.
      • Define and verify assignment objectives.

Step 2  Market Analysis

  • Current vacancy and situational analysis of current landlord and building.
  • Assess the entire state of the market.
    • Are we in a balanced market, a tenants’ or a landlords’ market?
    • What other tenant activity is there in the market that could have an impact on the client’s program?
  • Provide a detailed market survey that includes all available options (current and future) that meet the client’s defined needs and objectives.
    • Decision whether the best option is to stay or pursue other market options that are better suited for the client’s needs and objectives

Step 3  Develop a strategy and action plan

  • Assemble appropriate team of professionals
    • Space planner, project manager, facilitators, move coordinator etc.
  • Formulate employee engagement strategy
    • Focus groups, town halls etc.
  • Meet with existing landlord to present client’s situation and solicit feedback
  • Establish leverage points to assure best negotiation position
  • Prepare and submit request for information (RFI) from all landlords that have available space that closely meets client’s accommodation needs.
  • Create a short list of potentials
  • Tour properties

Step 4  Alternative Site Qualification and Selection

  • Prepare/Issue detailed Request for Proposals
    • This may include the provisions of an Environment Management Plan which shall form part of a Lease and comprise a covenant on the part of the Landlord to provide sustainable operations of the building.
  • Review alternative sites and prepare “Fit Plans” (at proponent Landlord’s cost)
    • Prepare preliminary cost estimates of construction and fit-up
    • Understand cost and logistics of move
  • Prepare and present  detailed analysis of proposals
  • Prepare and present detailed financial analysis
  • Select best alternative
  • Negotiate a Letter of Intent conditional upon the Tenant’s due-diligence

Step 5  Due-diligence

  • Building review. In most cases we have been successful in negotiating that the Landlord covers the cost of the professional fees.
    • Engineering reports on mechanical, electrical and structural components of the Building
    • Review existing environmental reports i.e.
      • Phase One
      • Phase Two
      • Asbestos Management Plans
      • Designated Substance Reports
  • Indoor air quality tests: Thermal Comfort & Contaminants Testing
  • Reference check Landlord/building with existing tenants

Step 6  Finalize agreements and move in

  • Lease negotiation, lease execution and legal review
  • Space planning and construction
  • Project management
  • Move coordination and arrangements
  • Provide detailed abstract of lease and related documents

Step 7  Ongoing support and lease tracking.