Where this project begins

• Tell me the high-level scope you are planning for this space, including approximate areas and major program elements.
• How many square feet is the leased area we will be building into? Options: <10,000, 10,000-25,000, 25,001-50,000, 50,001-100,000, >100,000
• Which delivery model are you leaning toward, design-build, negotiated general contracting, or construction management? Options: Design-build, Negotiated general contracting, Construction management, Undecided
• Who will be your primary internal sponsor and what is their role in day-to-day decisions?
• Describe the top three outcomes you must achieve by move-in that will satisfy your leadership.
• If this project misses the lease commencement date by two weeks, what immediate cost or disruption do you expect?

Site realities that change everything

• Where in the building's current configuration do you expect the most friction for the work we need to do?
• List any known physical constraints on the space, for example column spacing, slab penetrations, low access ceilings, or security zones. Options: Columns or irregular bay spacing, Low slab-to-slab height, Limited floor loading, No core changes allowed, Security zones or tenant separation, Dedicated server rooms or MEP closets, Other
• Are there occupancy restrictions or after-hours limits that will constrain noisy work? Options: Standard business hours only, After-hours allowed with permission, No noisy work allowed, Limited weekend work, Unknown
• How often does building management require elevator reservations, and are there blackout dates we must avoid? Options: Daily, Weekly, As needed, Blackout dates exist, Unknown
• Provide the lease commencement date as written in your lease and any landlord move-in windows.
• Which utilities or risers are known to be shared with adjacent tenants and may require coordinated shutdowns? Options: HVAC risers, Electrical risers, Plumbing stacks, Fire protection mains, Telecom and data risers, Unknown

Schedule tradeoffs nobody is talking about

• If your lease date were the only immovable thing, where would you compress scope or budget to meet it?
• Walk me through the critical path milestones from permit to occupancy as you currently understand them.
• When do furniture and AV installations need to begin to align with your internal move schedule? Options: Begin 4 weeks before move, Begin 2 weeks before move, Begin after substantial completion, Staggered during phased occupancy, Unknown
• Who on your side will sign off on phased occupancy releases and submittals?
• Point to any phases you insist happen during off-hours to avoid disrupting adjacent floors. Options: Core buildout, HVAC and MEP work, Demolition, Finishes and millwork, Furniture and AV, None required
• What single scheduling risk would force you to delay the planned move-in date? Options: Permit delays, Material long-leads, Elevator access failure, Unexpected structural issues, Tenant change requests, Other

Money matters: what you'd rather not negotiate

• Imagine the tenant improvement allowance were reduced by 15 percent, what would you re-prioritize in scope?
• List the budget line items you consider nonnegotiable, for example life safety, core MEP, or fire protection. Options: Fire protection, Life safety systems, Core MEP, Security systems, Critical AV, Accessibility upgrades, Other
• Do you have an approved owner contingency percentage and a dollar limit we should plan against? Options: Yes, No, TBD
• Identify the role and dollar threshold that triggers executive review for change orders.
• Are there approved material brands or finish standards that cannot be substituted without executive sign-off? Options: Yes, fixed brand list, Some brands fixed, No restrictions, TBD
• What single budget condition would stop you from agreeing to a guaranteed maximum price today? Options: Allowance shortfall, No contingency, Unpriced scope items, Open landlord obligations, Other

Who's going to say yes and who will say slow down

• Point to the stakeholder who is most likely to push back on schedule or cost tradeoffs.
• Give the number of internal reviewers who must approve drawings, and name their functions. Options: 1-2, 3-5, 6-10, More than 10
• Walk me through the approval path from your project manager to executive sign-off, including typical review times.
• Name any external parties, such as landlord construction team or building operations, who must sign construction milestones. Options: Landlord construction team, Building operations, IT or security, Property management, Third-party vendors, Other
• In the event of a dispute, who on your side has delegated authority to resolve it without further executive involvement?
• Identify the stakeholder approval whose absence would prevent giving access for mobilization.

The other options on your table

• Tell me the other options you are weighing for delivery, including incumbent contractors and internal teams. Options: Incumbent contractor, Another general contractor, Design-build team, Internal facilities team, Landlord vendor, Tendered bid process, Other
• Name any incumbent contractor or vendor currently supporting similar projects for you.
• Describe the conditions under which you would stay with your current approach instead of hiring an external contractor.
• Has anyone within your organization proposed executing this as an internal project without an outside contractor? Options: Yes, proposed internal execution, No, Under discussion
• Rate the importance of a guaranteed maximum price compared with time to completion. Options: GMP much more important, GMP slightly more important, Equal importance, Time slightly more important, Time much more important
• Share the single factor that would make you change providers this week.

Are we ready to hit the ground running?

• Imagine building access is lost for a two-week period, what part of the schedule would break first?
• Provide the permits you have applied for, their current status, and expected approval dates.
• Please name the person on your side who will coordinate directly with building engineers and utilities.
• Do you have current as-built drawings and a verified utility riser plan available for review? Options: Complete as-built set available, Partial as-builts, No as-builts, Unknown
• Outline any corporate or regulatory compliance reviews that could add approval time to permits.
• Share the single unresolved readiness item that would prevent mobilization on the proposed date.

How you'll know we're done

• Declare the acceptance criteria you consider nonnegotiable before final billing and handover.
• Specify the measurable tests, inspections, or performance checks that must pass before you will sign acceptance. Options: Life safety systems test, HVAC balancing report, Electrical load test, Fire alarm acceptance, Final permit closeout, Punchlist completion
• Indicate how quickly you will authorize final payment after acceptance and any invoicing requirements. Options: Immediately on acceptance, Within 15 days, Within 30 days, Within 90 days, Depends on retention
• Assign the role that will own warranty claims after handover and describe your preferred method to log them. Options: Facilities manager, Project manager, Vendor support team, Third-party maintenance, Other
• State the remedies you require if a final inspection reveals defects that impact occupancy.
• Indicate how soon after we provide a phased build plan you would be prepared to commit to a mutual commercial agreement. Options: Ready immediately, In 1-2 weeks, In a month, Need more internal review, Unsure

• Project Plan Walkthrough

• Confirm the current state and its cost
• You confirm the phased schedule meets the lease commencement date across the tested scenarios or identify which scenario requires tradeoffs.
• Deliver a revised phased build plan and Gantt showing the critical path, mitigation matrix, and measurable acceptance criteria within five business days.
• Walk through the draft phased build plan using your scenarios
• You agree that the proposed mitigation strategies reduce disruption to occupied floors to an acceptable level.
• Provide the confirmed lease commencement date, occupancy constraints, after-hours rules, loading/elevator windows, and tenant improvement allowance for final plan adjustments.
• Map noise, access, and logistics constraints and mitigations
• Supply two scenario variations for sequencing and occupancy phasing to validate against the revised plan.
• You accept the list of remaining evidence and deliverables required before commercial commitment.
• Confirm decision-makers and approval deadlines needed to advance to commercial commitment and preconstruction readiness.
• Surface budget and allowance impacts with risk triggers
• Validate the plan with a direct confirmation
• Agree next steps, responsibilities, and decision timeline

• Project Plan Walkthrough
• Project Plan Walkthrough Deck
• Project Plan Solution Brief

• meeting
• slides
• document

• Controlled Demolition and Debris Removal
• Interior Partition Framing and Drywall Installation
• Structural Modifications and Core Drilling
• HVAC Modifications and Ductwork Tie-Ins
• Electrical Rough-In, Panel, and Final Connections
• Plumbing and Sanitary Fixture Installation
• Sprinkler and Fire Alarm System Modifications
• Ceiling Grid and Acoustic Tile Installation
• Millwork and Built-In Cabinetry Installation
• Flooring Installation (Carpet, Tile, Resilient, Wood)
• Painting, Wall Coverings, and Finish Touch-Up
• Furniture Delivery, Installation, and Power Connections
• Occupied-Building Containment and After-Hours Work Execution

Controlled Demolition and Debris Removal

• Do you have an approved demolition permit and demolition sequencing in the permit set? Options: Yes, No, Permit pending
• Which portions of the tenant improvement require full demolition versus selective demolition (for example: existing partitions, ceilings, raised flooring)?
• Provide any hazardous materials reports (asbestos, lead) or indicate if a hazardous survey is required before demolition. Options: Survey on file, Survey required, Not applicable
• List required containment and negative-pressure requirements for adjacent occupied floors per building management or indoor air quality standards.
• Who will provide and be billed for temporary waste chute, debris hoist, disposal fees, and final waste manifests? Options: You provide, We provide, Shared - describe in comments

Interior Partition Framing and Drywall Installation

• When do final partitions need to achieve the specified fire rating per the permit set relative to the lease commencement date? Options: Before FF&E install, By core-and-shell turnover, As phased on permit schedule
• Specify required gypsum type, fire rating, and sound transmission class (STC) targets for walls separating open office from enclosed offices.
• Identify existing structural columns or MEP routes that require box-outs, soffits, or coordination affecting partition layouts; attach plan markups if available.
• Are resilient-channel or staggered-stud assemblies required to meet the acoustical consultant's STC targets shown on the reflected ceiling plan? Options: Yes, No, Consultant to confirm
• Estimate linear feet of new partition and count of new door frames from the permit drawings. Options: Less than 500 lf, 500-2,000 lf, More than 2,000 lf

Structural Modifications and Core Drilling

• Provide structural drawings or a structural memo authorizing slab openings, new load points, or column modifications. Options: Drawing package attached, Memo attached, Not provided - required
• Which core-drill locations need sleeve penetrations through the floor slab for plumbing or HVAC risers as shown on the MEP riser diagram?
• List concrete patching tolerances and finish-level requirements for poured lids after core drilling to meet flooring manufacturer warranties.
• Identify required structural inspection milestones (for example: temporary shoring removal, post-core load test) and third-party inspection requirements.
• Who will coordinate structural engineer-of-record approvals and stamped shop drawings for modified slabs or beams? Options: You, We, Third-party engineer - you hire

HVAC Modifications and Ductwork Tie-Ins

• Indicate the HVAC design temperature and airflow targets per the mechanical schedule on the permit drawings.
• Are package units, rooftop units, or tie-in to the building central plant required per the lease HVAC scope? Options: Package units, Central plant tie-in, Split systems, TBD
• Note required night setback, after-hours operation, and noise thresholds from building management and how they affect duct routing and work windows.
• Confirm access to rooftop curbs, mechanical penthouse, and chase spaces required for unit installation and duct runs. Options: Access confirmed, Access restricted - require landlord coordination, Unknown
• How many new VAV boxes, diffusers, or return grilles are listed on the permit equipment schedule? Options: Less than 10, 10-50, More than 50

Electrical Rough-In, Panel, and Final Connections

• Specify required electrical service capacity increase, meter changes, or new feeders shown on the electrical one-line and panel schedule.
• Show locations for new tenant panels, distribution runs, and final receptacle counts based on your FF&E power plan.
• State whether UPS, generator, or phased commissioning is required for critical power circuits and list associated loads. Options: UPS required, Generator required, No critical power required, TBD
• Name who will produce the updated single-line diagram (SLD) for permit submission and any required panel schedules.
• Confirm availability of temporary construction power and location of temporary meters and switchgear on the site plan. Options: Available on site plan, Requires landlord/utility coordination, Not available

Plumbing and Sanitary Fixture Installation

• Locate existing riser locations and sanitary stacks that will be tapped or rerouted per the MEP riser drawings.
• Attach fixture cut sheets or state if product selection is pending for toilets, lavatories, and specialty plumbing fixtures. Options: Cut sheets attached, Selection pending, Standard specified in finish schedule
• State whether point-of-use water heaters, water softeners, or backflow preventers are required and who will test and certify backflow devices.
• Detail required plumbing tie-in shutdown windows and whether building water riser shutdowns require landlord-approved notice periods.
• Name who will secure plumbing permits and schedule inspections with the authority having jurisdiction (AHJ).

Sprinkler and Fire Alarm System Modifications

• Indicate whether NFPA 13 (sprinkler) or NFPA 72 (fire alarm) deviations are required from the building standard and provide the fire protection engineer's memo. Options: Deviations required, No deviations, TBD - engineer to advise
• Call out ceiling areas that require sprinkler drops or concealed heads due to ceiling types shown on the reflected ceiling plan (RCP).
• Share the existing fire alarm panel model and available connectivity options and attach the device schedule for initiating and notification devices. Options: Panel details attached, Panel details required, Not applicable
• Will an owner acceptance test and AHJ-witnessed commissioning be required for fire systems sign-off? Options: Yes - AHJ witness required, Owner-only acceptance, TBD
• Detail required spare heads, detection device spare counts, and panel spare capacity per local code or tenant contract.

Ceiling Grid and Acoustic Tile Installation

• Describe the ceiling grid type, tile noise reduction coefficient (NRC), and required access panel locations as shown on the reflected ceiling plan.
• Do your ceiling plans require seismic bracing, cloud supports, or special suspension hardware because of sprinkler piping or heavy fixtures? Options: Yes, No, Consult structural
• Point to required tile finish, edge detail, and manufacturer warranty length to maintain the building finish standards.
• Estimate number of ceiling tiles to be replaced versus installed new from the permit reflected ceiling plan. Options: Replace majority, Install majority new, Mixed - provide quantities
• Designate the approver for ceiling mock-up and specify the preferred mock-up location.

Millwork and Built-In Cabinetry Installation

• Attach approved millwork shop drawings and finish schedules including veneer species, stain codes, and hardware models. Options: Attached, Pending, N/A
• What measurable acceptance criteria will confirm millwork installation is acceptable (for example: dimensional tolerances in mm, veneer color match to approved sample, hardware operation, and mock-up sign-off process)?
• Report lead times for custom millwork items and any long-lead hardware that will affect installation sequencing.
• Clarify who will perform field measures for millwork verification and who signs the field measure report.
• Describe acceptable touch-up and repair methods if veneer or laminate surfaces are damaged during installation.

Flooring Installation (Carpet, Tile, Resilient, Wood)

• Submit the flooring finish schedule with manufacturer, product code, and installation method for each area to validate warranty requirements.
• How will you validate flooring acceptance on completion (for example: floor flatness F-number tolerances, grout joint width tolerance, carpet seam appearance criteria, and manufacturer field inspection reports)?
• Flag any areas requiring substrate remediation such as self-leveling underlayment or moisture mitigation before new floor covering installation.
• Verify transitions, thresholds, and HVAC clearances are shown on the finish plan for doorways and tenant boundaries. Options: All shown, Missing details - needs coordination, TBD
• Calculate square footage per flooring type from the finish schedule and note any phasing constraints for partial occupancy.

Painting, Wall Coverings, and Finish Touch-Up

• Submit paint and wallcovering schedules with sheen, color codes, and mock-up location for review against client brand standards.
• Explain required surface preparation standards (for example: ICRI concrete repair standards, drywall joint prep Level 4/5) that affect paint or wallcovering adhesion.
• Note whether VOC limits or green certification requirements (LEED, WELL) apply to paints, primers, and adhesives. Options: VOC limits required, No limits, TBD
• Clarify who will supply approved vendor samples for wallcoverings and who will maintain the mock-up sample board on site.
• What objective acceptance criteria will be used for paint and wallcovering final receipt (for example: adhesion test results, visual tolerance at 10-foot viewing distance, no bleed at trim, and signed mock-up approval)?

Furniture Delivery, Installation, and Power Connections

• Upload the FF&E delivery schedule and identify preferred delivery windows and staging locations in the building.
• Explain required power and data connections at furniture bases including power pole versus underfloor raceway routing per the electrical layout.
• Please indicate whether IT and AV trim-out connections are included in this scope or if the IT subcontractor will handle final terminations. Options: Included in this scope, Handled by IT subcontractor, TBD
• Outline power testing, labeling, and tenant training requirements for powered furniture and who will certify outlet labeling.
• Give an estimated number of furniture power drops and indicate whether benching power will use floor boxes, power pole, or modular raceway. Options: Floor boxes, Power pole, Modular raceway, Mixed

• Master Services Agreement (MSA)
• Statement of Work (SOW)
• Pricing Exhibit / GMP Amendment
• Project Schedule Exhibit
• Payment Schedule & Billing Terms
• Buyer-Seller Responsibilities Matrix
• Conditions Precedent & Notice to Proceed
• Insurance, Bonds & Indemnity Documentation
• Change Order Agreement & Time Impact Protocol
• Key Personnel & Subcontractor Approval
• Acceptance Criteria & Final Handover
• Lien Waivers & Release on Payment
• Warranty & Post-Completion Service Agreement

• Go-Live Health Check (Week 1-4)
• First Outcomes Review (Weeks 4-10)
• Warranty and Lessons Learned Review (60-120 days post-handover)
• Quarterly Operational Review (Ongoing cadence)

• If persistent adjacent-occupancy impacts exist, schedule a focused remediation working session and define its scope.
• Confirm the shared warranty handling workflow and SLA expectations documented in Mutual Commit are operational.
• Document at least three lessons learned to include in future scopes and preconstruction planning.
• Publish the prioritized warranty remediation plan with owners, target resolution dates, and verification steps.
• Update the project workspace's warranty channel settings and escalation contacts.
• Capture lessons learned into the Construction Scope template for future projects and circulate to both teams.
• Operational performance versus schedule
• Ensure schedule adherence remains acceptable and that any remaining slips have agreed mitigations and dates.
• Agree the prioritized list of warranty and enhancement items for the next quarter with owners and acceptance criteria.
• Confirm the ongoing meeting cadence and handoff process for long-term warranty support.
• Publish the quarterly prioritized work plan for warranty and enhancements with owners and target completion windows.
• Update the shared Gantt with agreed mitigations and milestone dates and distribute to stakeholders.
• Re-confirm acceptance criteria and owners
• All critical move-in blockers are identified, prioritized, and assigned owners with target due dates.
• Mobilization checklist items from Pre-Construction Readiness are marked complete or have a remediation plan.
• Agreement on cadence and owners for the next measurement meeting.
• Publish the short remediation plan for critical move-in issues with owners and target dates.
• Update the shared site-access and elevator window schedule in the project workspace to reflect actual move-in slots.
• Buyer to confirm initial occupant feedback channel for reporting urgent defects.
• Present first outcomes data
• Determine whether schedule variance to the lease commencement date is within acceptable tolerance or requires a recovery plan.
• Agree containment or remediation actions for budget variance and who will deliver the cost impact detail.
• Set a punchlist closure target and owners to meet Construction Scope acceptance conditions.
• Publish a documented recovery schedule showing critical-path activities and required mitigation windows.
• Deliver an itemized cost variance report tied to Mutual Commit pricing terms with recommended resolution steps.
• Assign owners and due dates for each remaining punchlist item and add them to the shared tracking board.
• Warranty ticket backlog and trends
• Reduce recurring warranty issues by agreeing permanent fixes and assigning owners with timelines.
• Mobilization and move-in validation
• Root-cause analysis of repeat defects
• Root-cause diagnosis for variances
• Warranty and enhancement backlog prioritization
• Punchlist and inspection review
• Early occupancy observations
• Open risk and adjacent-occupancy impact review
• Lessons learned and process changes
• Short sync and meeting cadence check
• Formalize warranty channel and escalation
• Agree corrective actions and timeline
• Immediate issues triage