What Is Included in Tenant Finish-Out Services Today?
Finish-out for a tenant has evolved to include not only drywall, flooring, and paint chips but also cabling, security, and the network infrastructure required to keep a business operational right out of the gate. Finish-out today provides the scalable network infrastructure needed so that a company won’t outgrow its facility in less than a year of being there.
With over 20 years in the industry, Rx Technology, an IT and construction resource based in San Antonio, understands the importance of combining the two trades. From the first time a business leases a suite all the way up to an entire building, we can help wire things right the first time.
What Do Modern Tenant Finish-Outs Really Entail?
When tenants needed a finish-out, it entailed choosing walls, floor coverings, and wall colors for painting. Tenants received a shell office space from the landlord, then planned out their technology down the road, sometimes even at a later date after the construction walkthrough has been scheduled.
This no longer works. Employees need Wi-Fi access anywhere in the office space, video conferencing that goes smoothly, and badge access systems that open on the first try. Planning out the office network infrastructure is part of what a finish-out project entails in the modern age. Paths for cabling, storage areas for networking equipment, and power drops must be planned for before the framing is enclosed.
Key Components of Modern Office Finishes
A proper finish-out plan typically includes the following:
- Voice, data, and Wi-Fi access point structured cabling
- Server room or IDF closet designed for current and future equipment capacity
- Wiring for security cameras
- Integration with fire alarm and life safety systems
- Provisioning of power and redundancy for networking equipment
All of the above components work most effectively when they are included in the plan before construction starts.
How Does IT Construction Fit Into a Build-Out Timeline?
The general contractor will typically do the framing, electrical work, and all the finishing; however, most general contractors do not deal with networking design. The need for an IT construction service arises in such scenarios where the contractor cannot do the job. It comes in to do the networking installation alongside the construction crew rather than coming in after the completion of construction
Businesses inquiring about tenant finish-out services in San Antonio are beginning to look for ways of handling construction projects with a single point of contact for all the trades. This makes sure that the project does not suffer any delays due to the fact that there are two different vendors involved in the process.
Security and Access Systems Businesses Are Adding
In most cases now, security is becoming a requirement in almost all finish-out packages. Some of them include:
- Badges and keycard access control to both interior and exterior doors
- Access control system installation that interfaces with the HR onboarding software
- IP cameras to monitor any areas within the office premises
- Front desk visitor kiosks to check the visitors
- Alarms for after-hours security
It would be easier to integrate such systems in the construction process than to retrofit them in already completed spaces.
Why Does Scalable Network Infrastructure Matter for a Growing Office?
The office network for ten staff members will not last more than a few months with continuous recruitment in the company. Scalability is needed when planning a company’s expansion so that the company does not have to start all over again, ripping apart all its finished walls just because of the new hires. It makes sense to install additional capacity from the very beginning since otherwise, there will be no choice but to perform a major renovation of the network infrastructure six months later.
It is also important that the network receives maintenance after it has been installed. The installation of the network along with managed IT services in San Antonio ensures just that.
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Steps for Successful Finish-Out Process
Almost all successful processes take the same path:
- Pre-planning meeting to establish the scope and budget
- Sign off on cabling and equipment design before construction begins
- Rough-in process done in conjunction with the schedule of the general contractor
- Certification of every cable run
- Final inspection and staff training before move-in date
Missing any one of these steps normally is what causes an easy finish-out process to become a delayed one.
Common Errors Made by Businesses During a Finish-Out
Typically, businesses wait until after they have reviewed and approved their construction drawings before hiring a cabling or security firm. By then, the conduits and equipment rooms have been designed, so changing the technology system becomes a change order and not a mere design change.
It is another common mistake for businesses to treat their networks as a singular item rather than a system. This is because wireless coverage, security wiring, and backup power all work hand-in-hand, so if a business leaves anything out initially, they will likely have to remodel again before they open up their building.
Timing Assumptions for an Average Office Build-Out Project
Each project is unique based on its size, but a standard office build-out tends to take the following course of action:
- Design and Permitting Phase: 2 to 4 Weeks
- Rough-In Construction Phase: 3 to 6 Weeks
- Installation of Cables and Equipment: 1 to 2 Weeks
- Testing, Labeling, and Certification Phase: 3 to 5 Days
- Final Walk-Through, Punch List, and Staff Training: Approx. 1 Week
Generally, delays tend to occur either during the permitting phase or due to last-minute technological decisions, but rarely because of construction-related issues.
Coordinating With Landlords and Property Managers
Finish-out is not an activity performed in a vacuum. The risers, roof equipment locations, and telecom closet spaces are all owned by the landlord, so no cabling can be run through a shared plenum until the landlord has signed off on the network plan.
Coordination is also necessary for negotiating the actual lease agreement. Leases made by tenants who have brought their IT contractors into discussions with landlords will fare better when it comes to gaining access to existing resources, rather than discovering mid-project that the riser is full or the closet is off limits.
Costs of Technology During a Lease Negotiation
Technology-related expenses tend to be underestimated in a lease negotiation process because most tenant improvement budgets focus on construction trades, not technology. In order to get an exact estimate of the allowance covered by the landlord, it is useful to ask the landlord about what kind of expenses the allowance will cover, especially since technology costs often exceed the construction allowance.
Once the lease process begins, it is also useful to distinguish between technology equipment expenses and construction costs. Having some contingency built in for unexpected cabling and permits, as well as having planned out a replacement cycle for the technology equipment from the very beginning, will allow you to treat such equipment not as a one-time purchase, but rather an ongoing expense.
Energy Efficiency Factors for a Tenant Finish-Out
Network hardware and lights are constant draws of electricity, and it is much easier to account for this at a finish-out stage than face it as a utility fee. Properly placing the switches and servers into a well-ventilated room instead of a cramped corner prevents overheating and lowers the efficiency of the hardware operation in the long run.
The impact of all those factors will be felt throughout the entire lease, not just during the first year. If a company takes care of power requirements and server capacity needs when designing their network, they can avoid the problem of insufficient electrical panel capacity or a server room overheating in the first summer. Fixing those problems during the construction phase is much cheaper than fixing them after the employees have already arrived.
The Build-Out That Will Prepare Your Office for Future Needs
A tenant finish-out goes beyond simply constructing; it’s the backbone of how your office will run for many years to come. The design and integration of cabling, security, and the scalable network infrastructure should be considered at the beginning of the build-out process, not after issues arise during construction.
Rx Technology has been bringing together professional cabling installation, access control, and San Antonio IT services into one team so that tenants won’t have to deal with coordinating multiple vendors for just one build-out. Whether you’re moving offices, expanding, or remodeling, our finish-out team can visit the premises and plan out the build-out before anything happens.
For more information on preparing your next office build-out, call us and schedule a free consultation.
FAQs:
How long does a tenant finish-out take when construction and IT work are handled by one team instead of two separate vendors?
This depends on the size and scope of the job, but generally, it would help shorten the process to have both trades under one project. Re-work is greatly minimized when the cabling contractor is involved in the pre-construction meeting that the general contractor is at.
What happens if a business decides to add additional network drops after the tenant finish-out process is complete?
It can be done, but it costs more and takes longer if walls have been closed up and painted. That’s why it always makes sense to over-provision slightly for the first year, in the planning phase.
Is it possible to integrate with a company’s existing phone system/software in a tenant finish-out?
Yes, generally most cabling and network designs are done with whatever phone system/software that the company currently operates in mind. However, requirements need to be stated in the initial meeting rather than later on.
Is it possible to maintain part of the office functional while remodeling, rather than ceasing all operations entirely?
Yes, this is indeed often possible; in phased construction schedules, employees may continue their work in unaffected parts of the office while the remaining areas are being renovated piece by piece.
What are some questions a business needs to ask its contractor before the design is approved with respect to cabling and security?
Find out how the design will factor in headcount increases in the future, which certification standards the cabling will have to meet, and who will offer support afterward. This is how you’ll know if the vendor plans to think about the future or only paint itself out of a corner.
