Must-have deliverables & success criteria

• Which deliverables do you need from a pre-purchase feasibility check to make a buy/no-buy decision? Options: Buildable unit count with schematic massing, Per-unit construction cost estimate, Parking and zoning compliance summary, Preliminary entitlement strategy and risks, Budget-level schedule to permit, Contractor/GC cost reference or bid guidance, Other
• Are there one or two non-negotiable outcomes we must achieve in the feasibility deliverable for you to proceed to full discovery? (e.g., minimum unit count, maximum per-unit cost, schedule target)

Decision-makers & stakeholders

• Who will sign the engagement and who else must approve the feasibility study? Options: Development VP, Owner/CEO/Principal, Equity partner/investor, Construction manager or GC, Project manager, Other
• If available, please name the primary decision-maker(s) and the best contact method for scheduling a short discovery call

Budget

• Is there an allocated budget range for the feasibility study and any immediate follow-on design work? Options: Under $25,000, $25,000 to $50,000, $50,000 to $100,000, Over $100,000, No budget allocated yet / undecided
• If budget is constrained, would you consider a phased engagement that delivers the core feasibility outcomes first? Options: Yes, open to phased approach, Maybe, need to discuss, No, prefer full scope up front

Timeline & due-diligence

• What is your due-diligence deadline or contract contingency date? Options: Within 2 weeks, 2 to 4 weeks, 1 to 3 months, More than 3 months, No fixed date yet
• How firm is that date for your buy/no-buy decision? (for example, is it an absolute close-or-walk date) Options: Firm — absolute decision date, Somewhat firm — penalties or cost sensitivity, Flexible within a month, Exploratory / not firm

Quick orientation, the essentials we need to start

• Tell me briefly, what parcel address or APN will this feasibility study focus on?
• When is your due diligence deadline for this land contract? Options: Within 2 weeks, 2–4 weeks, 4–8 weeks, More than 8 weeks
• Who are the decision-makers that must approve proceeding to a full feasibility study? Options: Development VP, Equity partner, Construction manager, Owner/CEO, Other (please name roles)
• Describe the target per-unit return or pro-forma assumption the buyer needs the feasibility study to validate.
• How many precedent projects in this jurisdiction would you consider acceptable comparables for massing, unit mix, and parking assumptions? Options: None, 1–2, 3–5, More than 5

Facing the site as the planning commission would see it

• If the planning commission reduced your assumed unit count by 20 percent, which code point or site limitation would likely be cited?
• Walk me through the physical constraints on site one at a time, including topography, easements, protected trees, and FEMA/flood zones.
• Which local zone provisions do you already expect will govern unit yield, pick all that apply. Options: Setbacks, Height limits, Floor area ratio (FAR), Lot coverage, Minimum lot size, Open space ratio
• Tell me the parking strategy you've assumed so far, and whether any reductions, shared parking, or density bonuses are in play. Options: On-grade surface, Structured parking, Shared parking agreement, Reduced parking via transit/affordability bonus, Unresolved
• Name the single site constraint that, if it cannot be mitigated, would make the feasibility study fail the buyer's go/no-go test.

Parking, access, and massing trade-offs that actually matter

• Who on your team is most uncomfortable with trading unit count for parking, and what would make that person veto the current plan?
• List the parking ratios you modeled by unit type and how each ratio changes net unit yield.
• If on-site parking forces a step-back that eliminates three units, are you open to structured parking, a different unit mix, or an off-site agreement? Options: Structured parking, Adjusted unit mix, Off-site/shared parking, Seek parking reduction, Not open to change
• Describe any access or loading constraints—alleys, drive aisles, and frontage requirements—and whether dedicated easements exist.
• Name the parking or access requirement you would be willing to change to recover enough units to keep the pro-forma viable.

Who must like this idea for it to survive review

• Name the single reviewer, board, or community stakeholder most likely to change your unit count or massing outcome.
• How often have similar projects required discretionary review in this jurisdiction over the last two years? Options: Almost always, Often, Occasionally, Rarely, Never
• List any neighborhood councils, community groups, or homeowners associations that typically influence design decisions here.
• Would that stakeholder's public opposition stop the project from moving forward, or would you proceed and manage the risk? Options: Stop and redesign, Proceed and mitigate, Depends on issue, Unsure

Cost and schedule pressure points that change the deal

• What single schedule slip or per-unit cost increase would make this project financially unviable?
• Give the assumed first-unit delivery target in months and the tolerance in months you can accept. Options: Target under 12 months, 12–18 months, 18–24 months, Over 24 months
• State the dollar range of per-unit construction cost you need the feasibility study to validate.
• Choose the action you would take if the study finds per-unit costs 15 percent above your target. Options: Cancel purchase, Renegotiate land price, Proceed with contingency reserve, Change scope/unit mix, Unsure

The other routes you're weighing: competitors, in-house fixes, and incumbents

• Consider the current approach you are leaning on, which option would make you keep it instead of hiring external feasibility expertise?
• Select all alternatives to an external feasibility study that you have evaluated or are currently considering. Options: Internal development team modeling, General contractor-led design-build, Stock plans or plan service, Incumbent architect, No change/keep current approach, Other
• What evidence would your team need to see that your current approach cannot be improved without outside help?
• Has anyone proposed solving the feasibility work entirely internally, and if so, who would be accountable for delivery and timeline? Options: Yes, internal team committed, Yes, proposed but no owner, No one has proposed internal solution, Unsure
• Given an internal solution that met your unit count, cost, and deadline targets, would you still engage outside help or keep it internal? Options: Engage outside for validation, Keep internal, Hybrid approach, Undecided

Operational readiness: the concrete documents and resources that gate progress

• Confirm whether you can provide an ALTA/topographic survey within 3 weeks, a preliminary geotechnical scope within 6 weeks, and any existing utility maps now. Options: ALTA survey: Confirmed, ALTA survey: Partial, ALTA survey: Missing, Geotech: Confirmed, Geotech: Partial, Geotech: Missing, Utility maps: Confirmed, Utility maps: Partial, Utility maps: Missing
• Indicate whether there are recorded easements, covenants, or legal encumbrances that will require a title or legal review. Options: Yes, multiple, Yes, single easement, No known encumbrances, Unknown
• Provide the role titles of the internal approvers who will answer design questions, approve alternates, and sign off on deliverables.
• Is there any regulatory approval, HOA approval, or outstanding litigation that, if denied or unresolved, would terminate your ability to proceed? Options: Yes, regulatory/HOA approval pending, Yes, litigation or unresolved dispute, No, none known, Unsure
• Can you commit to funding any missing gating studies (survey, geotech, utility locate) within a 4-week window if required to meet your diligence deadline? Options: Yes, No, Depends on cost, Needs executive approval

Acceptance criteria, decision triggers, and next steps

• Should the feasibility study validate your unit count and per-unit cost targets, would you authorize the seller to proceed to schematic design immediately? Options: Yes, immediate authorization, Yes, pending minor clarifications, No, need further approvals, Unsure
• Detail the quantitative acceptance metrics we must hit for unit count, schedule, and per-unit construction cost in order for the buyer to sign off.
• Select which organizational approvals are required before signing the statement of work and beginning feasibility work. Options: Buyer executive approval, Equity partner sign-off, Construction manager endorsement, Lender pre-approval, Local agency pre-application, HOA approval
• Would you accept a feasibility deliverable that meets unit count but misses cost targets by a small margin if a contingency or staged work plan is offered? Options: Yes, with contingency, No, must meet both, Depends on magnitude, Unsure
• When do you expect to make a final decision after receiving the feasibility report—within days, weeks, or months? Options: Within 3 business days, Within 2 weeks, Within 4 weeks, Longer than 4 weeks

• Solution Experience, Feasibility & Design Path

• Confirm the current state and what it is costing you
• You confirm that the proposed feasibility approach materially reduces the entitlement risk to the unit count you need, relative to your current position.
• Provide current site contract, existing surveys, known due-diligence deadline, and any prior planning comments or design studies.
• You accept the contractor-aligned per-unit cost assumptions as a defensible basis for the pro forma, or you list the remaining cost evidence required.
• Show the feasibility study approach mapped to your outcomes
• Deliver a draft feasibility scope, a milestone schedule tied to the 24-month target, and 2-3 entitlement precedent packets with contractor reference summaries within five business days.
• Identify the go/no-go decision criteria and the sign-off authority and timeline for the feasibility acceptance decision.
• You agree that the presented milestone schedule and identified dependencies are sufficient to target first-unit delivery within 24 months, or you specify which milestones need tightening.
• Prove entitlement survivability with precedent examples
• Show schedule implications and milestone ownership
• You agree on the remaining evidence and decision criteria needed to finalize the SOW and proceed to mutual commit.
• Confirm availability of the Development VP and Construction Manager for a 30-minute follow-up to resolve any open assumptions within one week.
• Validate contractor alignment and cost assumptions
• Forced validation, confirm this maps to your needs

• Solution Experience Session
• Solution Experience Deck
• Solution Brief — Feasibility & Design Approach

• meeting
• slides
• document

• Parcel Massing and Buildable Unit Package
• Schematic Design Set
• Permit-Ready Construction Documents
• Permit Application and Submission Package
• Planning Commission Presentation Package
• Detailed Per-Unit Construction Estimate
• Bid Package and Contractor Bid Coordination
• Site Grading and Civil Coordination Set
• Structural Concept Package
• MEP Coordination Diagrams
• Unit Finish Schedules and Material Boards
• Construction Observation and RFI Management

Parcel Massing and Buildable Unit Package

• Provide the contract or due diligence deadline for the parcel (date)
• Which parcel documents do you already have uploaded (select all): ALTA/NSPS survey, recorded plat, title report, recorded easements, CC&Rs Options: ALTA/NSPS survey, Recorded plat, Title report, Recorded easements, HOA CC&Rs (Covenants, Conditions & Restrictions)
• How many target units and unit mix are you testing in the feasibility (e.g., 24 units: 8 x 1BR, 12 x 2BR, 4 x 3BR)?
• Which zoning code sections or overlay district rules apply to this parcel (cite chapter/section or attach the PDF)
• Are there specific parking-count assumptions to test (parking ratio per unit, compact spaces allowed, tandem parking allowed)? Options: Standard code ratio, Reduced ratio via transit/density bonus, Tandem allowed, Compact spaces count as full
• Identify known site constraints that affect massing: slope percentage, 100-year floodplain, critical root zones, adjacent historic district
• Confirm the feasibility acceptance thresholds you require: minimum buildable unit count and maximum per-unit hard construction cost (e.g., at least 30 units and <= $250k/unit)

Schematic Design Set

• List the schematic deliverables you expect: concept massing plans, unit floorplans, typical elevations, preliminary parking layout, preliminary landscape concept Options: Concept massing plans, Unit floorplans, Typical elevations, Preliminary parking layout, Preliminary landscape concept
• When do you need the schematic package delivered relative to the due diligence deadline (weeks) Options: 1 week before deadline, 2 weeks before deadline, On the due diligence deadline
• Which program priorities should drive the schematic options (maximize unit count, maximize unit mix for family units, minimize height to meet neighborhood context, optimize construction cost) Options: Maximize unit count, Maximize family-unit mix, Minimize building height, Optimize construction cost
• Are there precedent entitlements or planning commission decisions you want us to reference in the schematic package (attach PDFs or cite case numbers)? Options: Yes - attached/cited, No
• Describe any parking-lot or circulation constraints to test in schematic diagrams (fire truck turn templates, loading zones, accessible routes)
• Identify the owner or team member who will approve schematic options for moving to design development (name and role)

Permit-Ready Construction Documents

• Which discipline stamps are required for permit filing in your jurisdiction (civil, structural, MEP, geotechnical) and which discipline do you already have committed? Options: Civil stamp required, Structural stamp required, MEP stamp required, Geotechnical report required
• Specify the target permit submission milestone date that will meet your financing or schedule constraint (date)
• How many construction document sets are expected (full permit set, site-civil-only, structural-only)? Options: Full permit set, Site/civil only, Structural only, Staged submissions
• Identify required permit exhibits unique to the jurisdiction: parking justification memo, shadow study, tree protection plan, affordable-housing covenant Options: Parking justification memo, Shadow study, Tree protection plan, Affordable-housing covenant
• Provide the standard you define as 'permit-ready' for this project (examples: stamped civil plan, structural calculations, MEP single-line diagrams, energy compliance forms)
• Are there known permit submittal dependencies we must coordinate (completed geotechnical borings, utility as-builts, traffic study)? Options: Geotechnical borings, Utility as-builts, Traffic study, None

Permit Application and Submission Package

• Which permit applications must be prepared for filing (building permit, grading permit, conditional use permit, coastal development permit)? Options: Building permit, Grading permit, Conditional use permit, Other entitlement applications
• List the documents you expect included in our submission packet: completed application forms, project narrative, civil plan set, structural calculations, landscape plan Options: Completed application forms, Project narrative, Civil plan set, Structural calculations, Landscape plan
• Who on your team is authorized to sign permit applications and provide owner consent (name, role, email)?
• Are there agency pre-application meeting notes or checklists to incorporate into the submission (attach file or summarize date/outcome)? Options: Yes - attached/summarized, No
• When do you want the initial permit package submitted relative to the schematic and permit-ready milestones (weeks after completion) Options: Immediately upon permit-ready, 2 weeks after permit-ready, On a specified date
• Are you requesting we track submission receipts and planner assignments and provide a planner-contact log? Options: Yes, include planner-contact log, No

Planning Commission Presentation Package

• Which presentation artifacts do you want prepared for the planning commission hearing: 8.5x11 packet, 24x36 boards, slide deck, 3D massing views? Options: 8.5x11 packet, 24x36 boards, Slide deck, 3D massing views
• Do you require speaker notes and a rehearse session for the presenter prior to the hearing? Options: Yes, include speaker notes and rehearsal, No
• Provide the expected hearing date or planning calendar window so we can time deliverables (date or month)
• Identify local planning precedents or commissioner preferences we should emphasize in the visuals (attach links or notes)
• Are community outreach materials required before the hearing (door flyers, neighborhood Q&A, stakeholder meeting minutes)? Options: Door flyers, Neighborhood Q&A, Stakeholder meeting minutes, None
• Who will present at the hearing and who is the primary point of contact for follow-up actions?

Detailed Per-Unit Construction Estimate

• Select the level of estimating detail required: order-of-magnitude, elemental estimate, or line-item quantity takeoff Options: Order-of-magnitude, Elemental estimate, Line-item quantity takeoff
• Which cost basis should the estimate use: current bidding market, historical project comps, or contractor-provided unit rates? Options: Current market bids, Historical comps, Contractor unit rates
• Provide the target per-unit hard cost ceiling used to accept feasibility (dollar amount)
• Are escalation and contingency assumptions required in the estimate (select percentages or attach policy)? Options: Yes - include escalation %, Yes - include contingency %, No
• Which specialties should be itemized separately: exterior envelope, elevator, deep foundation work, retaining structures Options: Exterior envelope, Elevator, Deep foundations, Retaining structures
• Do you want the estimate delivered as an editable spreadsheet with line-item quantities and unit rates? Options: Yes - editable spreadsheet, No - PDF summary only

Bid Package and Contractor Bid Coordination

• Which bid package strategy do you prefer: single prime, multiple primes, or general contractor prequalify and negotiate? Options: Single prime, Multiple primes, Prequalify and negotiate
• How many prequalified contractors should we coordinate with for bid solicitations? Options: 3-5, 6-10, 10+
• Do you require bid alternates and unit-cost pricing for optional scope items (e.g., upgraded finishes, EV chargers)? Options: Yes - include alternates, No
• Who will manage the bid opening and tabulation and who will sign the subcontract award (name and role)?
• Are contractor pre-bid site visits and an addenda log required as part of bid coordination? Options: Yes - conduct site visits and publish addenda, No
• Identify any mandatory contract terms or insurance limits bidders must meet (attach sample contract or list thresholds)

Site Grading and Civil Coordination Set

• Which civil deliverables are required: existing conditions plan, grading and drainage plan, utility plan, erosion control plan Options: Existing conditions plan, Grading and drainage plan, Utility plan, Erosion control plan
• Provide known utility as-built documents or indicate if as-builts must be obtained (attach or select) Options: As-builts attached, As-builts needed
• Are off-site improvements required by the jurisdiction that must be shown on civil drawings (curb cuts, sewer main extension, traffic signal work)? Options: Yes - off-site improvements required, No
• When should we schedule coordination meetings with the civil engineer relative to schematic completion (weeks) Options: At schematic completion, 2 weeks after schematic, As-needed
• Identify any steep-slope, retaining wall, or FEMA floodplain constraints needing geotechnical input
• Do you require a coordinated utility coordination matrix listing owner responsibilities for sewer, water, storm, and power tie-ins? Options: Yes - include utility responsibility matrix, No

Structural Concept Package

• Which structural system concepts should be evaluated: wood framing, light-gauge steel, podium concrete over wood, Type I/II concrete frames Options: Wood framing, Light-gauge steel, Podium concrete over wood, Concrete frame
• Do you require conceptual structural calculations and preliminary foundation scheme in the package? Options: Yes - include conceptual calcs and foundation scheme, No
• Provide known subsurface information or indicate if new geotechnical borings are required Options: Existing geotech attached, New borings required
• Which lateral system constraints must we respect due to adjacent structures or seismic requirements (shear walls, moment frames)?
• Who will review and approve the structural concept on behalf of your development team (name and role)?
• Are vibration, long-span, or heavy equipment loads (e.g., roof-top HVAC units) that affect structural concept included? Options: Yes - include these loads, No

MEP Coordination Diagrams

• Which mechanical, electrical, and plumbing (MEP) schematics are required at design submission: HVAC riser diagrams, electrical single-line, plumbing riser, stormwater layout Options: HVAC riser diagrams, Electrical single-line diagram, Plumbing riser, Stormwater layout
• Are energy compliance or modeling reports required (e.g., compliance forms, Title 24, local energy modeling)? Options: Yes - include energy compliance, No
• Provide any known onsite utility constraints for MEP routing: limited transformer capacity, shared utility easement, power pole relocations
• When should MEP coordination meetings occur with structural and civil teams (at schematic, DD, or CD milestone)? Options: At schematic, At design development, At construction documents
• Do you want MEP layouts to include equipment schedule and preliminary equipment cut-sheets for bidding? Options: Yes - include schedules and cut-sheets, No

• Master Services Agreement (MSA)
• Statement of Work (SOW)
• Fee Schedule & Payment Terms
• Milestone Acceptance & Sign-Off Criteria
• Dependencies & Site Access Agreement
• Change Order & Scope Amendment Procedure
• Proof of Insurance & Indemnity Addendum

• Closeout Health Check (weeks 1-4 post-occupancy)
• First Realization Review (weeks 4-10 post-occupancy)
• 90-Day Realization and Lessons Learned
• Ongoing Quarterly Success Review

• Schedule the next quarterly review and request updated occupancy and warranty data ahead of the meeting.
• Re-confirm closeout deliverables and owners
• Present consolidated 90-day financial and change-order summary
• Agree on a documented lessons-learned register covering design, permitting, and construction observation stages.
• Quantify and accept the final change order exposure as a percent of contract and confirm remediation steps where applicable.
• Resolve or schedule closure for all remaining 90-day warranty and documentation items.
• Publish the lessons-learned register with recommended process changes and tag applicable template updates.
• Record close dates for remaining warranty and documentation items and track them to closure in the shared channel.
• Create an RFI and change-order reduction plan with specific control points for future projects.
• KPI dashboard review
• Ensure open warranty items are trending toward closure and occupancy is tracking to expected levels at 90 days.
• Triage and schedule remediation for any enhancement requests or persistent issues in the shared channel.
• Confirm archival of final project documentation and completion of any outstanding O&M handovers.
• Maintain the shared issues and enhancement channel with updated statuses and target close dates for all open items.
• Publish the quarterly KPI snapshot and a short commentary on trends and risks.
• Create the shared punchlist and warranty log in the agreed channel with resolution dates for each item.
• All required closeout deliverables are confirmed received or a corrective delivery plan is documented.
• Open punchlist and warranty items are triaged with resolution windows and owners identified.
• Shared issues channel is established for tracking ongoing closeout work and occupant feedback.
• Publish the consolidated closeout deliverables package and index for the shared project channel.
• Circulate a 7-day remediation plan for urgent items and request confirmation of next steps.
• Present measured unit count and per-unit cost
• Determine whether the final built unit count and per-unit construction cost are within acceptable variance of the targets in Feasibility Acceptance & Sign-Off.
• Confirm if first-unit delivery met the schedule target recorded in Engagement Scope or document approved deviation and remediation timeline.
• Agree on a prioritized set of remediation actions with target dates for any material gaps.
• Produce a variance report that reconciles feasibility assumptions to final unit count and per-unit cost, listing specific cost drivers.
• Document and publish the remediation plan for schedule or cost slips with target completion dates.
• Open tracking entries in the shared channel for any residual risks to be monitored weekly until closed.
• Review schedule vs target
• Phase-by-phase lessons learned
• Open issues and enhancement requests
• Validate documentation delivery
• Persistent blocker burn-down
• Diagnose main variances
• Punchlist and warranty log review
• Process improvements and checklist updates
• Close remaining 90-day warranty and documentation items
• Early operations feedback
• Archive and knowledge transfer status
• Agree corrective and mitigation actions
• Record residual risks and monitoring plan
• Agree immediate remediation actions