Designing a new office space involves more than just walls and finishes—it requires thoughtful planning to ensure operational functionality as well. By collaborating with your team early on, you can identify the critical systems and services needed to support day-to-day operations. Their insights are invaluable in bringing your new space to life in a way that is both functional and future-ready. Some of these needs fall outside the General Contractor(GC)’s scope and require separate contracts with ancillary vendors. These may include:
Information Technology: The I.T. vendor’s scope covers everything related to your local network and computers, including server equipment, patch cabling, wireless access points (WAPs), and UPS backup power. Their work may involve purchasing new equipment as well as relocating existing systems into the new space. Since commercial movers typically do not handle complex I.T. equipment, a specialized I.T. provider is needed to properly relocate and set up these systems.
Data Cabling: The cabling vendor pulls all network cables through walls and ceilings and coordinates furniture connections. ‘Data drop’ locations are shown on the architect’s drawings, with the GC providing a ‘ring and string’—an empty wall box and pull-string—for the vendor to use. They supply and install the low-voltage cabling, make terminations between wall outlets and the I.T. room, and test each connection. If you have a large server, they may also connect to your switchboard in coordination with your I.T. vendor.
Audio/Visual Systems: A/V vendor provides the components and cabling needed for sound and video connectivity in offices, workstations, conference rooms, team rooms, and specialized areas like labs or procedure rooms. Their scope often includes TVs, cameras, speakers, and HDMI cabling. An A/V consultant will work with your team to ensure the system supports your communication and presentation needs. In many cases, the A/V vendor may also be your cabling vendor, allowing for a streamlined setup.
Security Systems: Security vendors are responsible for designing and installing access control systems, cameras, alarm systems, and supporting software. Their work covers everything from entry/exit point security to keycard or passcode access for employees, aligned with your company’s operating hours. Coordinating this scope with the base building’s security system is essential to avoid employees needing multiple credentials. These systems are tailored to your operational needs and often require early planning and integration with the design and construction teams.
Furniture: Early in your discussions with the design team, you should determine whether you plan to reuse existing furniture, purchase all new, or create a blended solution. Your team may even visit your current space to assess the condition and usability of your existing pieces. A blended approach requires careful planning to ensure a cohesive look and smooth integration with the new layout. An inventory of existing furniture and equipment—created by the owner, design team, or furniture vendor—is essential to help inform the overall plan. Furniture vendors not only supply new furnishings but also offer a wide range of services related to both new and existing furniture, including selection, specification, procurement, assembly, and installation.
Lines Furniture, a full-service dealership located within the Interplan office, supports both Interplan staff and clients. Their mission is to meet the client's functional needs while enhancing the architectural aesthetic, creating an inspiring environment that works seamlessly with your team’s day-to-day workflow.
Signage: Code-required signage, such as room names and numbers, is typically included in the GC's scope to meet inspection requirements. Beyond that, a signage vendor can provide custom graphics, company logos, wayfinding, and departmental signage. These should reflect your brand and integrate with the overall design. Your design team can offer guidance to ensure selections enhance the visual continuity of the space.
Artwork: Blank walls can make a new space feel incomplete. An artwork vendor can help select pieces that reflect your brand and bring warmth and personality to the office. Clients often rely on the designer’s input to ensure selections complement the space. Interplan and Lines Furniture frequently collaborate to manage the design, procurement, and installation of artwork to deliver a cohesive and polished environment.
Plants: Adding greenery enhances the aesthetic, improves air quality, and promotes well-being and productivity. Plant vendors typically source and install plantings, then offer ongoing maintenance and replacement contracts. Furniture vendors may also offer unique planters that tie into your space's design, helping blend natural elements with the built environment.
Moving: Most companies will require a moving vendor, even if employees pack their own items. A professional moving team is essential to relocate furniture, equipment, and supplies efficiently and safely. Referrals from businesses that have recently moved can be especially helpful, particularly if your move involves specific expertise or handling requirements.
You should have discussions with your architectural design team to coordinate these features and vendors for your new space. The construction drawings they prepare will include information to support this coordination, such as outlet locations for wiring and cabling, wall blocking for signage and artwork, and designated areas for vendor equipment. These drawings should be shared with each ancillary vendor to help clearly define their scope of work and inform their pricing. To help level the services and work towards a well-appointed, functional working environment, Interplan can assist our Clients with reviewing proposals from the various vendors.
Because these services typically fall outside the GC’s scope of construction, coordination is essential. The end-user will need to manage how and when each vendor performs their work alongside the GC’s schedule. Interplan often recommends inviting ancillary vendors to the construction kickoff meeting and ensuring representatives are available for progress meetings throughout the project. This keeps everyone aligned and helps ensure a smooth integration of all systems.
As you plan your office move, examine your current space closely and consider all the systems, features, and details that support daily operations. You’ll need to carry those forward—and likely expand upon them—to create a well-appointed, functional, and future-ready workspace.
Interplan is here and ready to help coordinate the details and ensure your next space works even better for you.
