An architect must be on the team and one that has particular experience with office leasing, interiors construction and space planning. You do not need a "space designer" who works more in fabrics and textures; you need another clear-thinking, fleet-footed answer person. Some of the best architects for the job can be found under the nose of the building owners. Owners pay damn good money for these people to work for them and architects can be easily brought aboard your team by asking. Again, an agreement should be in place; you pay the architect (because you don't want the landlord to interfere) and require that his fee be reimbursed to you by the landlord.
Your architect should have working access to a general contractor very familiar with interiors construction. This is very important. You will need quick access to nearly accurate pricing of office space construction even before you start negotiating with the landlord and you will be having daily conversations about construction costs. The new versions of space planning software can easily and automatically develop all the construction "units" and automatically develop a price opinion. This is a great time saver allowing cost opinions to be formulated weeks and sometimes months before a contractor can have subcontractors develop finite pricing. These sofeware systems are very cool...developing three-dimensional images and can convert to how the space will actually look - real time. If your interiors person doesn't have this capability, move on. You simply can not afford to be someone's learning curve.
Frequently the landlord will provide your architect with their electronic files of the existing building conditions and construction drawings.
Furniture procurement, while through you, is well organized under the architect's venue. From the micro details of modular partition measurements and components, through color and texture selection to preparing bids and procurement, the architect is best equipped to assure total conformity to your time schedule and limited foul-ups during the procurement period. Your architect is also best suited for reconditioning your existing furniture for ther new space. Modular partitions can be repainted and re-covered, desks and chairs can be reconditioned. These cost saving ideas also need time management as these items will require being removed from your space for reconditioning months before your move.
The architect will have two other critical roles; overall construction management and vendor coordination. Whether you have hired the general contractor to build the improvements to the office space or the landlord has done so, the architect must be the watchdog overseeing all processes to assure timely work, proper completion and met deadlines. In particular, when the landlord has hired the general contractor, there is a natural inclination to "let" the landlord manage the construction. Yes, he will. His AIA contract with the contractor will give him that management position. In this manner, at every turn to make a decision on appropriateness and changes, the landlord will usually favor himself. Your architect must have "super authority" over the construction to manage the landlord's management over the general contractor. This allows your team to be in charge, to approve changes and assure complete control. This does not mean your architect has to sit on the floor during construction; it simply eliminates the exclusive management rights from the landlord or the general contractor and gives you the leverage where it usually dries up.
This same period calls for the management and coordination of not just the general contractor's trades and sub-contractors (which is the general contractor's responsibility), but also those vendors which are your responsibility, such as computer installer, telephone equipment and installation, corporate art and furniture.
This will become your most trusted and worked member of your team as each detail successfully executed will have first been approved by this person and will avoid immensely expensive and time consuming screw ups.
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