Tell Us About Your Lease Clock

• What is your lease commencement date and how fixed is that deadline? Options: Firm — immovable, Some flexibility (weeks), Moderate flexibility (1–2 months), Flexible (several months), Unsure
• What other calendar commitments are tied to that date (e.g., client events, fiscal quarter, employee start dates)? Please list dates and brief context.
• If the construction schedule slipped two weeks, what operational impacts would you expect? Options: Temporary space costs, Delayed move of personnel, Missed client event, Incurred penalties, Minimal impact
• Have you baked contingency time or alternative workspace plans into your timeline? If so, what do they look like? Options: Yes — formal contingency plan, Informal alternatives identified, No contingency, Unsure
• Think back to a past build or renovation—have you ever had the lease or move date accelerated or postponed at short notice? Tell us what happened and the downstream effects.

Who Really Decides — and What 'Good' Looks Like

• If every stakeholder could demand one non-negotiable outcome from this project, what would that be and why?
• Please list the decision-makers for budget, design, operations, landlord approvals, and IT (name, role, and how they define success).
• Which single stakeholder is most likely to pause or veto the project, and what typically triggers their concern? Options: Finance/Procurement, Legal/Compliance, Landlord, IT/Security, C-suite/Executive sponsor, Design firm, Facilities
• How do key stakeholders prefer to receive information and sign approvals (choose all that apply)? Options: Email with attachments, Weekly review meeting, Digital approval workflow, In-person sign-off, Shared project portal, Ad-hoc phone approvals
• Describe any political or cultural dynamics (e.g., one champion vs. many veto points) that will influence decision speed.

When Deadlines Become Threats

• If the schedule were at risk today, what's the first real-world consequence you'd face (not hypothetical) — financial, reputational, or operational?
• Which of these cost categories worry you most if the project slips? Options: Temporary space/leasing, Accelerated construction premiums, Lost revenue/productivity, Client or tenant penalties, Employee relocation costs, Other
• Have you previously authorized after-hours or weekend work to protect a schedule? Share one example and its outcome. Options: Yes — frequently, Yes — occasionally, Tried once and stopped, Never
• Are there immovable dates inside the lease (e.g., occupancy for a major client or audit) that would make any delay unacceptable? List them.
• What level of transparency and cadence do you expect when schedule risk emerges (e.g., daily updates, immediate escalation, weekly summaries)? Options: Daily updates, Immediate escalation to sponsor, Twice-weekly progress calls, Weekly written updates, Only on major milestones

Money, Margin, and Make-or-Break Budget Moments

• If we exceeded the agreed TI allowance, who would be responsible for the overage and how has that been resolved in your past projects?
• What is the committed tenant improvement allowance and any special terms we should know (e.g., amortized, landlord-delivered scope)? Please include dollar amount or describe terms.
• Which scope items do you view as non-negotiable even if they pressure the budget (select all that apply)? Options: HVAC capacity upgrades, Premium finishes in client-facing areas, IT / comms infrastructure, Acoustic treatments, Specialty millwork, Life-safety systems
• What contract pricing model do you prefer and why (GMP, negotiated fixed price, cost-plus)? Share previous experiences that shaped this preference. Options: GMP / Guaranteed Maximum Price, Fixed price, Cost-plus / Time & Materials, Open to recommendation, Unsure
• How do you expect change orders to be governed—thresholds, required approvals, and the cadence for decisions?

Occupied Floors, Neighbors, and the Dance of Disruption

• What’s the worst disruption you’ve tolerated in an occupied building—what happened and how long did it take to recover?
• Which building constraints are most likely to shape our approach (select all that apply)? Options: Noise windows / quiet hours, Elevator staging limitations, Loading dock schedules, Utility shutdown restrictions, Security escort requirements, Parking limitations
• Are there occupants or functions (trading floors, labs, confidential client areas) that cannot be disturbed? Please specify sensitivity and times of day. Options: Trading/floor operations, Laboratories/clean rooms, Client-facing operations, Sensitive data centers, No special sensitivities, Other
• How has building management enforced rules historically—strict policing, cooperative with trade-offs, or unpredictable? Give an example. Options: Very strict, Cooperative with approvals, Flexible case-by-case, Unpredictable
• Would you consider phased occupancy or partial moves to reduce disruption? If yes, what sequence feels realistic for your teams? Options: Yes — phased by floor, Yes — phased by core workstreams, No — single move, Maybe — need guidance

How Do You Define Move-In Success?

• If you handed us the keys on move-in day, what three non-negotiable things must be true for you to declare success? (List three, in order of importance.)
• Which acceptance criteria do you prioritize at turnover (choose all that apply)? Options: Completed punchlist, Systems commissioning passed, IT & telecom fully operational, Furniture installed and set, Certificate of occupancy/landlord sign-off, Quality inspections / finish benchmarks
• Who will sign the final acceptance and what specific evidence will they require (role and expected deliverable)?
• What warranty, closeout documentation, and training do you expect to receive at handover? Options: Warranty documentation, O&M manuals, As-built drawings, Commissioning reports, Training sessions for FM/IT, Spare parts list
• How would you like post-occupancy validation to be handled (30/60/90-day reviews, tenant surveys, third-party commissioning)? Options: 30/60/90 reviews, Tenant satisfaction survey, Third-party commissioning review, On-demand follow-ups, Other

If We Could Remove One Risk…

• What single project risk is keeping you up at night right now, and why does it worry you?
• Which of these risks concern you most (select up to three)? Options: Schedule slippage, Budget overrun, Landlord constraints, Adjacent tenant disruption, Permitting delays, Design gaps, Quality or finish issues
• Which mitigation strategies have you found effective in past projects (select all that applied and note what actually worked)? Options: GMP contract, Self-perform critical trades, Dedicated superintendent on site, Phased schedule tied to move dates, Early long-lead procurement, Contingency budget
• What early deliverable from us would most increase your confidence in hitting the lease date (e.g., named superintendent, preliminary GMP, baseline schedule, references)? Options: Named superintendent and PM, Baseline critical-path schedule, Preliminary GMP or budget, References from similar occupied projects, Site logistics plan
• If we proposed a 30-day risk-reduction sprint (e.g., procurement of long-lead items, mockup of critical area, landlord coordination), what measurable result would convince you it was worth it?

Getting Comfortable — A Quick Site Snapshot

• Tell us the building name, address, and specific floor(s) we’re talking about.
• What type of building is this (select the best fit)? Options: Class A office tower, Mid-rise office, Historic/landmarked building, Retail strip/centre, Industrial/warehouse, Mixed-use
• Who is your primary point of contact for building coordination (property manager, landlord rep, tenant rep)? Please include name and role.
• When does your lease commence (month/year) and what is the hard date we must meet for move-in?
• Have you completed any surveys, base building drawings, or existing conditions reports we can reference? Options: Yes — drawings available, Yes — photos only, Partial surveys, No
• If documents exist, what single file or note would you point us to first to understand the site?

What’s Buried in the Lease That Could Surprise You?

• Which lease clauses do you suspect will constrain construction but you haven’t fully unpacked yet? Options: TI allowance language, Hours of work/noise restrictions, Common area access rules, Landlord approval process, Signage/visibility clauses, Other
• Have you had an attorney or broker flag any lease language as high risk for trade coordination or cost exposure? Options: Yes — flagged specific items, No, nothing flagged, Unsure
• Describe a lease requirement that would cause you real stress if it showed up late in the process (be specific).
• Who in your organization will sign off on landlord redline changes or TI allowance interpretation? Options: Facilities Director, Real Estate/Legal, CFO/Finance, External Broker, Other
• How long does your landlord typically take to respond to construction submittals or RFI approvals? Options: Less than 1 week, 1–2 weeks, 2–4 weeks, More than 4 weeks, Unknown
• If approval timelines stretched by an extra 2 weeks, what would that likely cost or impact for you?

Elevators, Loading Docks, and the Little Things That Break Schedules

• If elevator or dock access changed with one week’s notice, could your schedule absorb it? Options: Yes — buffer built in, Maybe — minor impact, No — critical risk
• Which loading and vertical transport resources are available to us (select all that apply)? Options: Dedicated freight elevator, Passenger elevator with protection, Loading dock with bay(s), Street-level curb access, Service elevator only, No dedicated access
• What are the building’s typical loading dock hours and any peak restrictions we should know? Options: 24/7 loading, Weekdays daytime only, After 9 PM only, Restricted weekends, By appointment only
• How many elevator trips can we reasonably plan per day for large deliveries (estimate)? Options: 1–5, 6–10, 11–20, 20+
• Have you encountered bottlenecks with elevator protection, lobby staging, or freight staging on previous projects here? Tell us what happened.
• Who controls and schedules elevator/dock bookings — building mgmt, landlord, or tenant rep? Options: Building management, Landlord construction team, Tenant coordinator, Third-party logistics
• Are there specific insurance, indemnity, or vendor credential requirements for using building loading/vertical resources? Options: Yes — standard requirements, Yes — elevated requirements, No, Unsure

Power, HVAC, and the Invisible Limits That Stop Work Cold

• What would it mean to your business if the existing power or HVAC capacity couldn’t support your design on day one?
• Which of these utilities do you already know the capacities for (select all that apply)? Options: Electrical/meter capacity, Chilled water/plant capacity, HVAC zones available, Domestic hot water, Gas service, Fire protection risers
• Do you have single-line electrical drawings or utility meter schedules to confirm loads today? Options: Yes — full drawings, Partial info, No
• If we needed a service upgrade (transformer, new meter, or increased AMP), who pays and how long does that typically take in this building? Options: Landlord pays — timeline predictable, Tenant pays — timeline predictable, Tenant pays — timeline uncertain, Unknown
• Have past tenants required after-hours temporary power or HVAC shutdowns? If so, how were outages managed and communicated?
• What redundancy or back-up systems are important for your operations day one (select up to 3)? Options: Uninterruptible power (UPS), Backup generator, Dedicated CRAC units, Separate metering for critical loads, N+1 chilled water
• Who on the landlord or building engineering team can confirm plant capacity and scheduling for shutdowns?

Noise, Hours, and When Work Has to Steal Time

• What would surprise you most about the building’s permitted work hours if we had to shift heavy demolition or noisy work to nights or weekends?
• Which noise and hour constraints are in force here (select all that apply)? Options: No noisy work during business hours, After-hours permitted with fee, Strict weekend bans, Night work allowed with notice, City noise ordinances apply, No specific constraints known
• How often do you anticipate needing after-hours work to meet the lease date? Options: Daily, Several times a week, Occasionally, Rarely, Not at all
• If after-hours work requires overtime premiums or landlord fees, what is the approximate daily premium that your budget can tolerate? Options: No premium budgeted, Up to 25% premium, Up to 50% premium, 100%+ premium — flexible
• Describe any occupied-floor sensitivities we should treat as non-negotiable (e.g., client-facing areas, labs, courtrooms).
• How would you like us to communicate planned noisy work to adjacent tenants and building management? Options: Email notices, Floor meetings, Physical door hangers, Building bulletin board/portal, Combination

The Money Question — TI Allowance, Hidden Costs, and Pain Points

• If the TI allowance covered only 70% of your envisioned build, what are the top three priorities you wouldn’t want to lose?
• What is the TI allowance or budget set in your lease (provide a number or range)?
• Which items are explicitly excluded from the allowance per your lease (select all that apply)? Options: Millwork/custom casework, IT/AV cabling, Special finishes, Tenant-specific HVAC upgrades, Security systems, Other/unspecified
• Have you ever experienced a situation where landlord interpretation of allowance language caused scope disagreement? Tell us what you learned.
• How comfortable are you with a GMP vs. an allowance-plus-change-order approach for this project? Options: Prefer GMP, Prefer allowance with negotiated changes, Open to either with clear guardrails, Undecided
• If change orders exceed the allowance, who has final approval to authorize additional spend? Options: Tenant leadership, Facilities, Finance, Broker/Legal, Other
• Would you like us to run a quick allowance-to-scope gap analysis and present trade-offs for staying within the lease cap? Options: Yes — please run it, Maybe — need more info, No — not necessary

When People Still Work Next Door: Occupied-Floor Strategy and Reputation Protection

• If a neighbor tenant publicly complained during construction, how would that affect your priorities? Options: Major impact — pause/modify work, Moderate — adjust communication, Minor — continue with mitigation
• Which of these protections matter most to you when working in an occupied building (select up to 3)? Options: Dust containment and negative air, Dedicated superintendent onsite, Staggered trade sequencing, Client-facing finish protection, Daily progress and issue reports, Noise mitigation plans
• Who are the internal stakeholders most sensitive to disruption (e.g., HR, Legal, Executives)? Please name roles and concerns.
• Has your team set any non-negotiable blackout dates (e.g., events, fiscal deadlines, client visits) we must avoid construction impacts on? Options: Yes — specific dates, Yes — recurring windows, No
• How would you like us to handle complaints or unexpected occupant impacts if they arise? Options: Immediate shutdown until resolved, Mitigate and continue with notice, Escalate to landlord and tenant leads, Other
• Tell us about a past project in an occupied space that went well — what protections mattered most and why?

Plan B and What Keeps You Up at Night

• If a critical item (e.g., HVAC shutdown, elevator outage, or material delay) occurs two weeks before move-in, what outcome would be unacceptable to you?
• Which contingency options would you prioritize if schedule risk becomes real (select up to 3)? Options: Night/ weekend crew, Phased move-in, Temporary furnishings/partial occupancy, GMP buffer coverage, Third-party logistics for staged move
• How do you want us to present contingency costs — as separate line items, as a contingency pool, or within a blended risk premium? Options: Separate line items, Contingency pool, Blended premium, Don’t know — advise me
• Who in your decision chain must approve activating contingency plans or spending contingency funds? Options: Facilities lead, Finance/CFO, Executive sponsor, Broker/Legal, Other
• What single indicator should trigger an immediate project review meeting in your view (e.g., two-week schedule slip, 10% budget overrun)?
• Would regular scenario rehearsals (what-if reviews) before critical milestones be valuable to your team? Options: Yes — essential, Somewhat useful, Not necessary

Starting Line: Tell Us About This Project

• What type of tenant improvement are we talking about and what is your target lease commencement date? Options: Full build-out (new lease), Renovation of existing space, Partial floor fit-out, Expansion within same building, Other (please describe)
• Who will be our primary day-to-day contact for decisions, scheduling, and clarifications? Please include role and preferred contact method.
• What is the tenant improvement (TI) allowance or budget range we should assume for initial estimating? Options: Allowance known — exact amount, Allowance known — approximate range, Budget target (internal), No firm budget yet
• Is the space currently occupied or vacant and are there any locked-in move dates or soft milestones we should know about? Options: Vacant, Occupied — same tenant on another floor, Occupied — other tenants adjacent, Partial occupancy (shared spaces)
• Do you have existing documents we should review (lease with TI language, base building rules, existing floor plans, prior punchlists)? If yes, list them or attach.

What's Keeping You Up at Night?

• If construction slipped past the lease commencement date, what would the tangible and intangible costs be for your organization? Options: Temporary space costs, Lost productivity, Reputational/client impact, Contractual penalties, Other — please describe
• Which of the following has been the single biggest cause of delay on past projects you've experienced? Options: Late landlord approvals, Utility shutdown conflicts, Supply chain/material delays, Change orders, Insufficient superintendent oversight, Other
• When schedule pressure increases, whose priorities change first and how does that typically show up in decisions?
• Have you previously had to occupy a partially completed space or secure temp space because of a delay? Tell us what happened and the impact.
• How critical is a guaranteed maximum price (GMP) or fixed allowance to your ability to sign a contract? Options: Essential — must have GMP, Very important — strong preference, Nice to have, Not required

Where the Landlord Lines Are Drawn

• Which landlord constraints or rules have you seen that could immediately threaten this schedule or scope? Options: Strict after-hours limits, Exclusive building vendors, TI allowance restrictions, Core/structural limitations, Frequent inspection hold points, Other — describe
• What is the explicit tenant improvement allowance and what portions (if any) require landlord sign-off before work begins? Options: Allowance covers construction only, Allowance requires landlord pre-approval of design, Allowance excludes certain finishes/systems, Allowance unknown/unclear
• Are there elevator or loading dock size restrictions, freight elevator windows, or tight staging that will affect material deliveries? Options: Freight elevator available — full size, Freight elevator available — limited size, Loading dock limited hours, No loading dock — street-level delivery only, Other
• Does the landlord require use of building-supplied MEP contractors or specific inspection vendors? If so, who and what are their constraints?
• How flexible is the landlord with phased access and partial certificate of occupancy (CO) options? Options: Open to phased CO, May allow limited areas phased, Strict single CO only, Unknown — need to confirm

Who Really Needs to Be Happy?

• What would 'success' look like for your CFO, facilities lead, and end users — and which of them can veto the project if dissatisfied?
• Select the stakeholders we should engage and your estimate of how influential each is. Options: CFO/Finance, Real Estate Director, Facilities/Operations, IT/AV, Workplace/Design Lead, Legal, Line-of-business leader, HR/People Experience
• For the top two stakeholder roles you selected, list their top three non-negotiables (quality, timing, amenities, budget limits, minimal disruption, etc.).
• How do your end users react to construction in their building or floor—do they tolerate visible work, or does it create escalations? Options: Tolerant with notice, Sensitive — high escalation risk, Depends on department, Unknown
• Who ultimately signs off on final acceptance and move-in (role/title)?

The Tight Spots: Site & Logistics

• What's the single site or logistical constraint you expect to create the most friction during construction? Options: Limited loading/elevator access, Restricted noise windows, Low utility capacity, Narrow corridor/staging space, Occupied adjacent floors, Other — describe
• What are the building's reported utility capacities or any known MEP limitations (power, chilled water, gas)? Options: Sufficient — confirmed, Sufficient — needs verification, Potential limitations — likely upgrades, Unknown
• Describe the typical elevator scheduling and after-hours access rules the building enforces.
• Do we have accurate field measurements and as-built drawings, or will we need a site survey before pricing? Options: Accurate as-builts available, Partial drawings — survey recommended, No drawings — full survey required, I’m not sure
• Are there noise-sensitive adjacencies (law firms, trading floors, healthcare) that require specific noise mitigation plans or night work? Options: Yes — strict noise windows, Yes — negotiable with notice, No significant noise sensitivity, Unknown

Money & Change: Where Boundaries Live

• If an unforeseen $50k scope issue appears mid-build, who has final approval authority and how quickly can they respond? Options: Project sponsor (on site) within 24hrs, Finance approval required 3–5 days, Executive approval required >5 days, Pre-approved contingency covers it
• Which commercial model would you prefer for this project? Options: GMP (Guaranteed Maximum Price), Not-to-exceed / allowance model, Fixed lump sum, Construction management / time & materials with cap, Undecided — advise us
• What is your preferred threshold that triggers a formal change order (e.g., dollar amount or percent of contract)? Options: Any change requires order, >$5,000, >$25,000, >$50,000, Percent of contract (specify in notes)
• Reflecting on past projects, what change-order or budgeting experience most frustrated you and why?
• What warranty length and scope do you expect for finishes, systems, and millwork? Options: 1 year standard, 2 years for select trades, 5-year warranty on critical items, Custom warranty — specify

How Should the Work Feel Day-to-Day?

• If your employees walked past the site every morning, what specific signs would make them say 'this team has it under control' versus 'this is risky'?
• What cadence and format of project communication makes you most comfortable (daily log, weekly executive summary, photos, dashboard)? Options: Daily photo log + weekly summary, Daily site log + dashboard access, Weekly calls + milestone reports, As-needed alerts for issues
• Who wants what level of visibility into day-to-day execution (field PM, executive sponsor, facilities, landlord)? Options: Field PM only, Field PM + Facilities, Facilities + Executive Sponsor, All stakeholders (full visibility), Custom — describe
• Are you open to a phased schedule that delivers key areas first to enable staged occupancy? If yes, which spaces are highest priority? Options: Yes — reception & workstations, Yes — meeting & client-facing areas, Yes — IT/communications rooms first, No — prefer single move-in, Undecided
• What is your tolerance for after-hours work and do you have internal constraints (security, travel, client hours) we must consider? Options: High — can do nights/weekends, Moderate — some after-hours allowed, Low — minimal after-hours, Other — explain

What Does Move-In Success Look Like?

• Imagine the day of move-in — what three things happening would make you declare the project a success?
• Which acceptance criteria will you require at turnover (punchlist percent complete, system commissioning, documentation, vendor warranties)? Options: 100% punchlist complete, System commissioning verified, O&M manuals delivered, Warranty & vendor contacts provided, Phased acceptance permitted
• How will you validate technical systems (IT, AV, HVAC) — internal testing, third-party commissioning, or vendor sign-offs? Options: Internal testing, Third-party commissioning, Vendor sign-offs, Combination
• Do you require staged move verification (pilot team moves in first) or full occupancy at turnover? Options: Pilot/staged move, Full occupancy at turnover, Hybrid — specify
• What post-occupancy support would make you feel secure for the first 90 days? Options: Dedicated follow-up PM, Rapid-response punchlist crew, Scheduled QA checks, All of the above, Other — specify

Reality Checks & Red Flags From Past Projects

• What single mistake by a previous contractor do you absolutely want to avoid on this project?
• Which attributes are most important when we propose a superintendent and project manager (experience in occupied buildings, responsiveness, trade expertise, references)? Options: High responsiveness, Occupied-building experience, Strong trade supervision, Excellent references, Willingness to commit to schedule
• How do you feel about contractors who self-perform core trades versus those who rely heavily on subcontractors? Options: Prefer self-perform for schedule control, Neutral — depends on quality, Prefer trusted subcontractors, No preference
• What questions should we address with your references to reassure you about our ability to deliver on schedule and quality?
• Are there recent project examples you can point us to that reflect the level of finish and attention to detail you expect?

Next Moves: Commitments, Timing, and Essentials

• If we demonstrated we could meet your top three constraints within a week, how quickly could you commit to a next-step (SOW, site survey, budget workshop)? Options: Immediately, Within 1–2 weeks, Within 1 month, Longer — need approvals
• What documents or confirmations do we need from you or the landlord to begin preconstruction and site readiness? Options: Executed lease with TI language, Base building drawings, Landlord rules & addenda, Access permissions, Existing as-builts/surveys
• Who must be present for an on-site kickoff and which date windows are off-limits for site access in the next 90 days?
• What single metric or assurance would give your team confidence to move forward with us (GMP commitment, reference visit, superintendent interview, sample schedule)? Options: GMP commitment, Reference visit with client, Meet the superintendent, Detailed phased schedule, Other — specify
• Finally, is there anything about your culture, vendor selection process, or internal approval workflows we should know to make engagement seamless?

Quick Timeline Check — Where’s the Deadline?

• What is your lease commencement date or target move-in window? Options: Exact date (we have a firm date), Month and year, Quarter (Q1/Q2/etc.), Rolling/flexible
• Please enter the specific date or range you referenced above (e.g., 2026-09-01 or Sept–Nov 2026).
• How confident are you that this timeline is fixed versus at-risk for change? Options: Absolutely fixed, Mostly fixed (minor risk), Uncertain (significant risk), Unknown — need to confirm
• If the move-in date slipped by 2–4 weeks, what would the immediate business impact be? Options: Negligible, Manageable with minor cost, Significant (temporary space costs likely), Critical — major operations disruption

Who's Holding the Keys — Decision Makers, Influencers, and Allies

• Who will sign off on the final acceptance and move-in — the people and their titles?
• Select all stakeholders who influence approvals (we'll use this to make sure the right people are engaged). Options: Facilities Director/Manager, Real Estate/Project Lead, Workplace Designer/Architect, Finance/Procurement, Department Head/End User, Landlord/Property Manager, IT/AV Lead, Legal/Compliance
• Who among those stakeholders would you describe as the toughest to please — and why? Tell a specific example if you can.
• How quickly can your decision-makers sign off on punchlist items, RFIs or change orders once they're presented? Options: Within 24–48 hours, Within a week, 2–4 weeks, Longer or unknown
• Are there any vendor or procurement constraints (e.g., preferred vendor lists, minority supplier goals, PO thresholds) the project must follow? Options: Yes — detailed constraints, Some guidelines, No formal constraints, Unsure

What’s Getting in the Way — The Risks You’ve Learned to Live With

• If you had to name one recurring problem on past TI projects that still makes you nervous, what is it?
• How often have past projects exceeded the TI budget or resulted in significant change orders? Options: Rarely/Never, Occasionally (1–2 times), Often (several projects), Almost always
• When projects have gone sideways before, which caused the most pain — schedule slippage, disputed scope, poor finish quality, or building access conflicts? Options: Schedule slippage, Disputed scope/costs, Finish quality complaints, Occupied-floor disruption, Other
• Tell us about a past project where things improved unexpectedly—what changed and how did it feel for your team?
• How long have you been putting up with the most persistent pain-point you just described? Options: This is new, Months, 1–2 years, 3+ years

Constraints That Often Surprise Tenants — Building, Site, and Operational Limits

• What building or site constraints are non‑negotiable (examples: elevator size, loading dock hours, compressor/noise windows, MEP capacity limits)?
• Which of the following building constraints apply to your space? (Select all that fit.) Options: Restricted elevator hours, Loading dock scheduling, Limited after-hours access, Noise or vibration windows, Utility shutdown windows, TI allowance caps, Fire/sprinkler limitations, Other
• Which single site constraint worries you most and why?
• Have any landlord-provided guidelines or fit-out standards been given to you? If yes, how prescriptive are they? Options: Strict and prescriptive, Guidelines with flexibility, None provided yet, Unsure
• If we needed to lean on the landlord for a late-night elevator or special utility shutdown, how willing do you think they’d be to accommodate? Options: Very willing, Possibly with notice, Unlikely, Unknown — we haven't asked

What Would Move-In Day Actually Feel Like?

• Imagine move-in day went perfectly — what three tangible things would be true and visible?
• Which of these acceptance criteria matter most for you? (pick up to three) Options: All systems commissioned and working, No more than X open punchlist items, Furniture and millwork installed to spec, IT/AV fully commissioned, Final OSHPD/inspection sign-offs (if applicable), Clean and staged space ready for employees
• How do you want to verify acceptance—formal walkthrough, video walkthrough, checklist sign-off, or staged move-in verification? Options: Formal in-person walkthrough, Video walkthrough + checklist, Digital sign-off only, Staged partial move-in verification, Other
• What would you and your users notice first if the space was delivered late or with quality issues? How would it affect operations or morale?
• Are there hard, non-negotiable criteria that would cause you to refuse acceptance? Describe them.

Money Matters — Budget, Allowances, and What ‘Covered’ Really Means

• If the TI allowance is the only fixed number in the room, how closely does your current estimate align to that allowance? Options: Well under allowance, Roughly matches allowance, Slightly over allowance, Significantly over allowance, Unsure/no estimate yet
• Which of these cost controls are most important to you? (select up to three) Options: Guaranteed Maximum Price (GMP), Firm allowances with clear boundaries, Phased funding tied to milestones, Transparent daily cost reporting, Dedicated contingency tracking, Change order governance & cap
• Have you had experiences where a contractor’s scope ambiguity created large unexpected costs? Tell us what happened and how it felt.
• How aggressive are you willing to be on value engineering that trades some finish-level quality for schedule or cost savings? Options: Very willing, Somewhat willing, Prefer not to lower quality, Unsure — need guidance
• What level of transparency in cost and change-order reporting would make you feel in control (examples: daily updates, weekly dashboards, executive summaries)? Options: Daily updates, Weekly dashboard, Monthly executive summary, On-demand access, Combination

Occupied-Floor Sensitivities — People, Noise, and Reputation

• How sensitive are the adjacent floors to disruption (clients, live operations, testing labs, confidential work)? Options: Highly sensitive, Moderately sensitive, Minor sensitivity, Not applicable/empty floors
• What after-hours or noise constraints must we observe? Please be specific (e.g., no mechanical noise after 6pm; concrete saw only on weekends).
• Which mitigation strategies have you used before or would you consider to limit disruption? Options: Acoustic curtains/containment, Night/weekend shifts, Phased sequencing, Temporary HVAC isolation, On-site coordination with tenant reps, Other
• Who is the on-site contact we should coordinate with daily for occupied-floor concerns (name/role)?
• How would a single late-night incident affecting adjacent floors change leadership’s view of the project? Options: Minor concern, Notable reputational issue, Serious escalation likely, Unknown

Technical & Systems Expectations — Commissioning, IT, and Move‑In Readiness

• Which systems must be commissioned and proven before occupancy (select all that apply)? Options: HVAC/controls, Electrical distribution, Lighting controls, Plumbing/fixtures, Fire alarm/sprinkler, IT backbone and racks, AV/conference systems, Security/access control
• Describe any special IT/AV or security milestones that require coordination with outside vendors or landlord infrastructure.
• How do you prefer commissioning evidence delivered — manufacturer reports, commissioning logs, in-person demos, or digital certificates? Options: Manufacturer reports, Commissioning logs, In-person demonstration, Digital certification portal, Combination
• Are there required warranties or maintenance handover items your facilities team insists on (length of warranty, O&M manuals, spare parts)? Options: Standard manufacturer warranty, Extended warranty period required, Full O&M manual and training, Spare parts and consumables provided, Other
• Who on your team will accept responsibility for ongoing maintenance after turnover (name/role)?

Red Flags & Past Near-Misses — Tell Us What Almost Broke

• Has a prior TI ever faced a near-miss that threatened move-in (permit delays, failed inspections, landlord objections)? Describe the incident and resolution.
• Which of these potential red flags apply to this project today? Options: Permits not started, Unconfirmed landlord approvals, Unclear scope between design and GC, Long lead items not ordered, No tenant sign-off on punchlist criteria, None of the above
• If a red flag we identify requires a trade-off (cost vs. time vs. quality), which axis are you least willing to compromise? Options: Time (schedule), Cost (budget), Quality/finish
• How quickly do you expect escalations to reach your executive sponsors if we hit a major barrier? Options: Immediately/within hours, Daily summary, Weekly, Only if critical

Communication That Builds Calm — How We’ll Keep You Informed

• Which communication rhythm gives you confidence (choose primary)? Options: Daily morning brief, Weekly progress meeting, As-needed with dashboard, Weekly written exec summary, Combination
• Which formats do your stakeholders prefer for updates (select all that apply)? Options: Live meetings/video calls, Email summaries, Shared dashboard access, Photo/video daily logs, Push notifications
• Who else should be on the distribution list for schedule and punchlist updates?
• What level of access to project documentation would put you at ease (RFI logs, change order trackers, schedule gantt, budget dashboard)? Options: Full access to all docs, Limited executive dashboard, Access on request, Prefer weekly packaged reports
• Are there reporting formats or KPIs you’ve used before that made you feel in control? Tell us a concrete example.

Commitments & Next Steps — What Would Make You Say Yes?

• What are the two most important commitments a contractor can make to secure your confidence for this project?
• Which contract or commercial structures would you prefer to reduce your risk? (select up to two) Options: GMP with shared contingency, Fixed price lump sum, Phased GMP tied to milestones, Cost-plus with guaranteed cap, Allowance-based with strict governance
• If we proposed a phased handover (critical areas first, full occupancy later), how comfortable would you be planning a staged move? Options: Very comfortable, Open with clarifications, Prefer single move, Unsure — need examples
• What would be the single most persuasive piece of evidence that a contractor understands your needs and can deliver on-time? Options: Relevant references from similar tenants, Detailed phased schedule tied to lease, Named superintendent and PM bios, Sample GMP with clear exclusions, Case studies with occupied-floor work
• When would you like us to present a tailored plan and preliminary budget for your review? Options: Within 1 week, 2 weeks, 3–4 weeks, Longer — coordinate timing