Never leave yourself short on time when it comes to a commercial fit-out. Lease negotiations, legalities and the expiration of your current lease will often govern your lease commencement and move dates. Dependent on the size and complexity of your commercial fit-out, the following time frames outlines should be considered. Initial concept design and costing – 5 to 10 days Detailed design and approvals – 10 to 20 days Construction – 20 to 60 days The approval process is likely to involve both obtaining a building permit and landlord approval. We recommend allowing more time if a development or planning application is required. Ensure your commercial fit-out team provide a project-specific programme or timeline that sets out all the major milestones.

Step 2. Preparing a Brief

This is by far one of the most important stages. Before considering your new commercial fit-out and interior design, or finding a space, you should prepare your own brief. This will establish the guidelines for the impending design and fit-out. It will also allow you to ascertain the type of workspace you require and how much space you actually need. Following this process ensures the design of the tenancy meets your requirements. These are the most important things to consider: The look and feel you want to achieve, including feature areas and what first impressions you want to achieve Current staff numbers and potential future growth or reduction Allocation of offices and open workspaces for staff Seating and public areas, including back of house areas Positioning of work groups and staff communication/interaction Meeting rooms, boardrooms, training rooms AV requirements Printing and utility necessities, including equipment and use by staff Breakout and staff facilities Power and data requirements for different areas Storage If you want help putting your brief together, check out our blog – How Brief Should Your Brief Be

Step 4. Find a Quality Perth Commercial Design and Fit-Out Company

Finding a reputable business for any purpose is usually sourced through research and word of mouth recommendations. When looking for a Perth commercial fit-out company, look for companies with excellent reviews and feedback from previous clients. Do not be afraid to ask a company to provide a list of references. Speak to these referees and ask the following questions: When was the fit-out completed & was it on time? Was it completed on budget? Did the costs that were originally quoted stay the same, or go up? Were you happy with the level of service and quality of workmanship? Any surprises? Did they provide an aftercare service? Would you recommend them to others? It’s also worthwhile inspecting completed projects and speaking to previous clients if it can be arranged. It is recommended that you view some projects that the company has completed in person and speak to the clients face-to-face. Ensure the company you are thinking of appointing is suitably qualified Most commercial fit-out projects require a building permit. And if the work is over $20,000, you will need to employ a Western Australian licensed builder. The Building Commission regulates the construction industry and only a qualified builder with a builder’s registration number can carry out the work.

Step 5. Evaluate Design & Fit-Out Proposals

Once you have selected suitable commercial fit-out companies, provide each one with the same brief. Set out clearly what you want to receive from them. And advise your timing for when you require a proposal to be submitted. We recommend providing the following as part of a design and commercial fit-out proposal: A design that meets the brief. This might be limited to a basic floor plan, but it can include a list of finishes and detailing how the fit out will look. A detailed specification that sets out all the works required or to be considered. This should not be just a few lines. It should be a detailed description of each part of the works. If something is not clearly stated assume it will not be provided. Breakdown of costs for the complete project. A single cost at the end of a brief is not sufficient for anyone to make decisions on. If there are any options that could be considered. A list of these and the associated costs should be provided. An outline programme or timeline that sets out all the milestones. From signing off design to construction and handover. A specific list of any assumptions or exclusions. Terms and conditions including insurances, defects liability period, payment terms, and actions to take place if there is a dispute.

Step 6. Terms, Conditions and Contracts

The terms of a contract are to protect the interests of both parties and should not be one-sided. Prior to the appointment of any designer and builder, make sure you understand all the terms and conditions. Get legal advice if you don’t understand. On smaller projects, terms and conditions should be clear and simple and include these items: Obligations of each party Programme or timeline setting out start and completion dates Reference to the specification or scope of works and costs How variations are dealt with Insurances and payment Snagging, retention and defects liability periods Disputes, default suspension or termination of contract Any specific assumptions and exclusions On larger projects you may wish to have an Australian Standard contract. Make sure the contract is applicable and relevant i.e. for design and construct the AS4902 is the preferred contract.

10 Steps to a Successful Office Fitout

We know what it takes to plan, build and deliver a successful commercial design and fit-out.

Don’t let creating your ideal workspace get the better of you. Our design and fit-out guide will help steer you to a successful outcome.

With over 22 years of experience, we know what it takes to plan, build and deliver a successful commercial design and fit-out in Perth. We’ve put together our 10 step guide to help you achieve your ideal commercial fit out with success.

While every commercial interior design and fit out will vary across sector, style, budget and timing, we believe these pointers will help you realise the best interior to suit your business.

Curious what it takes to deliver a successful commercial design and fit-out project? Find out with our helpful guide.

Never leave yourself short on time when it comes to a commercial fit-out. Lease negotiations, legalities and the expiration of your current lease will often govern your lease commencement and move dates. Dependent on the size and complexity of your commercial fit-out, the following time frames outlines should be considered.

Initial concept design and costing – 5 to 10 days
Detailed design and approvals – 10 to 20 days
Construction – 20 to 60 days

The approval process is likely to involve both obtaining a building permit and landlord approval. We recommend allowing more time if a development or planning application is required. Ensure your commercial fit-out team provide a project-specific programme or timeline that sets out all the major milestones.

This is by far one of the most important stages. Before considering your new commercial fit-out and interior design, or finding a space, you should prepare your own brief. This will establish the guidelines for the impending design and fit-out. It will also allow you to ascertain the type of workspace you require and how much space you actually need. Following this process ensures the design of the tenancy meets your requirements.

These are the most important things to consider:

The look and feel you want to achieve, including feature areas and what first impressions you want to achieve
Current staff numbers and potential future growth or reduction
Allocation of offices and open workspaces for staff
Seating and public areas, including back of house areas
Positioning of work groups and staff communication/interaction
Meeting rooms, boardrooms, training rooms
AV requirements
Printing and utility necessities, including equipment and use by staff
Breakout and staff facilities
Power and data requirements for different areas
Storage

If you want help putting your brief together, check out our blog – How Brief Should Your Brief Be

Having completed the previous step, you will have a good idea of the type and size of space you need. Commercial real estate websites will provide lists of available workspaces to lease or buy. The search can often be refined by selected area, property type, size and price. Working with our property partners, we can provide a shortlist of suitable properties.

Factors to consider when looking at the suitability of a workspace include:

Size, location and access
Toilets, kitchen and end-of-trip facilities
Condition of ceiling, wall and floor finishes
Condition of services such as AC and lighting
Lease terms and conditions

Bellfort is very happy to source, assess and advise on the suitability of any commercial space you are interested in.

Finding a reputable business for any purpose is usually sourced through research and word of mouth recommendations. When looking for a Perth commercial fit-out company, look for companies with excellent reviews and feedback from previous clients. Do not be afraid to ask a company to provide a list of references. Speak to these referees and ask the following questions:

When was the fit-out completed & was it on time?
Was it completed on budget? Did the costs that were originally quoted stay the same, or go up?
Were you happy with the level of service and quality of workmanship? Any surprises?
Did they provide an aftercare service?
Would you recommend them to others?

It’s also worthwhile inspecting completed projects and speaking to previous clients if it can be arranged. It is recommended that you view some projects that the company has completed in person and speak to the clients face-to-face.

Ensure the company you are thinking of appointing is suitably qualified

Most commercial fit-out projects require a building permit. And if the work is over $20,000, you will need to employ a Western Australian licensed builder. The Building Commission regulates the construction industry and only a qualified builder with a builder’s registration number can carry out the work.

Once you have selected suitable commercial fit-out companies, provide each one with the same brief. Set out clearly what you want to receive from them. And advise your timing for when you require a proposal to be submitted. We recommend providing the following as part of a design and commercial fit-out proposal:

A design that meets the brief. This might be limited to a basic floor plan, but it can include a list of finishes and detailing how the fit out will look.
A detailed specification that sets out all the works required or to be considered. This should not be just a few lines. It should be a detailed description of each part of the works. If something is not clearly stated assume it will not be provided.
Breakdown of costs for the complete project. A single cost at the end of a brief is not sufficient for anyone to make decisions on.
If there are any options that could be considered. A list of these and the associated costs should be provided.
An outline programme or timeline that sets out all the milestones. From signing off design to construction and handover.
A specific list of any assumptions or exclusions.
Terms and conditions including insurances, defects liability period, payment terms, and actions to take place if there is a dispute.

The terms of a contract are to protect the interests of both parties and should not be one-sided. Prior to the appointment of any designer and builder, make sure you understand all the terms and conditions. Get legal advice if you don’t understand. On smaller projects, terms and conditions should be clear and simple and include these items:

Obligations of each party
Programme or timeline setting out start and completion dates
Reference to the specification or scope of works and costs
How variations are dealt with
Insurances and payment
Snagging, retention and defects liability periods
Disputes, default suspension or termination of contract
Any specific assumptions and exclusions

On larger projects you may wish to have an Australian Standard contract. Make sure the contract is applicable and relevant i.e. for design and construct the AS4902 is the preferred contract.

All commercial fit-outs must comply with current building regulations and local council requirements. This includes the BCA (Building Code of Australia) and Australian Standards. In WA, works that affect egress, alter floor area or, involve a change of use, must obtain a building permit. Additionally, works that affect how a building complies with Australian building code, requires the owner/tenant to obtain a permit. Also, any works over $20,000 need to be carried out by a licensed builder.

For further information regarding this, please read through this document – Fitout Permits

If the use of the building is changing; is heritage listed, or external works are required, planning permission is needed. Consent from the Heritage Council may also be required.

In addition to statutory consents, it’s also likely the building’s landlord will need you to submit detailed information. This may include drawings, specifications, insurances and contractor information. Often works cannot commence without the landlord giving permission. It is also a good idea to be aware of your make-good responsibilities at the end of your lease. This can quite often affect your intended works. If you have to return the space to its original state, you may want to avoid permanent building modifications. As part of the commercial interior design process at Bellfort we deal with the above on your behalf and advise accordingly.

As mentioned in step 5, the contractor should provide a detailed programme or timeline that sets out all major milestones. It should include the number of days for detailed design and obtaining statutory approvals. Plus, outline timeframes for mobilisation, strip out, construction and handover.

The level of detail will often be subject to the size and complexity of the job. It’s likely you will be paying rent while the work is being completed. Therefore, you require the work to be finished as quickly as possible. The construction period can be broken down into depicting when each trade should be on site. This can then be monitored to ensure the project will be completed on time.

Regular meetings help ensure clear communication between all parties. This is vital to achieving a positive result. Meetings should be held onsite with topics to discuss. There should also be minutes which include the following points:

Progress on site
Issues from a design or construction perspective
Changes that need to be considered
Information that needs to be provided
Health and safety issues
Costs and payment

If changes are made to the design, ensure they are costed and approved by you prior to being carried out. Never change the design or work being completed without knowing the cost implications. All onsite work must be completed to Australian Standards and Building Regulations. We also recommend good practice guidelines.

If at any stage during your commercial fit-out you believe obligations are not being met, voice your views. You should also seek clarification or evidence that these concerns are being addressed. This includes standard of workmanship, legal roles, payments and supply of materials and goods

This is definitely not of the sausage variety, but rather a process of providing you with a list of all items that require rectification. This is carried out at practical completion or handover of the construction site.

This list of outstanding items should be agreed by you and your contractor. This way you can ensure all items are documented and rectified. Ideally, this list should be compiled prior to handover. This will then allow sufficient time for the work to be completed before you move in.

Contractually, the day of handover is known as ‘practical completion’. It’s the day that you can start using the space to run your business. An office with no locks means your office is not secure and therefore not practically complete. Another example is if your kitchen cannot be used for cooking and customers cannot sit and eat.

Ideally, the items detailed on the snagging or punch list should be completed or agreed upon at handover. Handover information may vary depending on the type, size and complexity of the commercial fit-out. Minimal information provided by the fit-out company should include:

As installed drawings
Test certificates
Information on what materials have been supplied and how to look after them
Instructions and training on any equipment
Statutory approvals obtained

In Summary

Don’t let these 10 steps put you off creating a commercial interior that will allow your business to grow and flourish. Choosing the right commercial fit-out company in Perth will take care of the above steps and guide you through the process.

Reach out to us and we can guide you through what outstanding commercial fit-outs look like. We’re always happy to help guide you on how to transform your space. Give us a call or send us an email and we’ll be in touch.