As a member of the design team, I'm often asked what owners should watch out for and how to assist with the coordination of owner-related items. If you've never experienced major construction, it's important to know that being on the owner's side can be just as time-consuming as being the builder or designer. There are several crucial responsibilities that aren't handled by the architect or builder. Here's a helpful list of 20 tasks that typically fall under the owner's group in commercial projects:
1. Establishing the Project Team
Hiring and managing consultants such as interior designers, architects, contractors, owner's representatives, legal counsel, or other specialists.
Procuring third-party vendors like technology consultants, security systems, furniture suppliers, or art curators.
2. Design Decisions
Providing feedback and approval on design concepts, finishes, and material selections proposed by the architect or interior designer.
Finalizing scope decisions regarding project features and amenities.
3. Contract Negotiation and Execution
Reviewing and executing contracts with the general contractor, subcontractors, consultants, and other third parties.
Ensuring compliance with the terms of contracts and addressing any contractual disputes that arise.
4. Budget Management
Tracking overall project costs and ensuring expenditures stay within the established budget.
Approving changes to the project scope and managing any associated budget adjustments.
5. Schedule Management
Monitoring the overall project schedule and coordinating with the architect and contractor to meet project deadlines.
6. Stakeholder Communication
Communicating with stakeholders, such as investors, tenants, or partners, and keeping them informed on project progress and developments.
7. Quality Control and Site Visits
Conducting periodic site visits to ensure that the work meets the owner’s expectations and standards.
Addressing any owner-specific concerns or adjustments to the design or construction as needed.
8. Technology Infrastructure (e.g., Wi-Fi, Networking, and IT Systems)
Coordinating the setup of Wi-Fi, networking, phone systems, and other IT infrastructure.
Working with IT vendors to plan the installation of necessary cables, equipment, and outlets.
Communicating with the contractor about the placement of network ports, server rooms, and power requirements.
9. Security Systems
Coordinating the installation of security cameras, alarms, and access control systems.
Ensuring the necessary wiring is done during construction and communicating the location of sensors, cameras, and control panels to the builder.
10. Audio-Visual Systems
Managing the procurement and installation of audio-visual equipment, including screens, projectors, sound systems, and conferencing setups.
Working with both the AV vendor and the contractor to integrate these systems with the building infrastructure, such as ensuring adequate power supply, ceiling mounts, or wall cut-outs.
11. Appliances and Specialty Equipment
Organizing the delivery and installation of appliances or specialty equipment (kitchen appliances, office equipment, etc.) that may require specific hookups or accommodations during construction. You may want to hire a Food Service Consultant to manage this for you.
12. Furniture, Fixtures, and Equipment (FF&E) Installation
Arranging for the delivery and installation of owner-purchased furniture and fixtures.
Coordinating with the contractor to ensure there is access to the site and that installation happens after key construction tasks and inspections are completed. Your interior designer can also help you with furniture installation and logistics.
13. Signage and Branding
Installing exterior and interior signage, including branded elements like logos, wayfinding signs, and artwork.
Coordinating with the contractor to ensure proper placement and that the signs don’t interfere with any construction elements like electrical wiring or structural elements, and that power is provided if the signs needs it.
14. Utility Setup and Coordination
Setting up accounts and arranging for the installation of utilities like water, electricity, gas, and internet.
Coordinating with the contractor to make sure utility hookups align with the construction schedule and that all necessary infrastructure is in place (e.g., conduit for fiber optics).
15. Coordination of Vendor Access
Scheduling vendor access for final installations (such as internet service providers or IT installers) in coordination with the builder to ensure the site is ready and that their work doesn't interfere with ongoing construction.
16. Occupancy Prep, Training and Handover Coordination
Coordinating logistics with the contractor to ensure proper access for move-in teams and vendors.
Working with the contractor on final cleaning and ensuring all systems are fully operational before occupancy.
Organizing training session for facility management or employee on the operation of new systems.
17. Temporary Storage Solutions
Securing Temporary Warehouse Space: Arranging for the rental of off-site storage facilities to store existing furniture, fixtures, equipment, or other assets until the construction site is ready for installation.
Coordinating Transportation and Moving: Managing the transportation of items from the current location to the storage facility, and eventually from the storage facility to the completed site.
Inventory Management: Keeping an inventory of all stored items and ensuring proper labeling and tracking so that everything can be retrieved and installed when needed.
18. Dealing with Delays or Schedule Changes
Storage Extensions: Negotiating extended terms for storage facilities or moving companies if project delays prevent a timely move-in.
Managing Penalties or Rescheduling Fees: Handling any financial penalties or rescheduling fees associated with delayed deliveries or changes in the construction timeline.
19. Temporary Workspace Solutions
Finding Interim Office Space: If the project includes a business that needs to continue operating while construction is ongoing, the owner may need to arrange for temporary office or retail space.
Leasing and Furnishing Temporary Spaces: Coordinating short-term leases and moving necessary equipment or furniture to an interim space, ensuring the business can function smoothly during construction.
20. Security for Stored or Staged Items
Site Security for Early Deliveries: If certain items need to be delivered to the site early, arranging for proper security (e.g., fencing, cameras, guards) to protect valuable goods before the site is fully operational.
Storage Security: Ensuring that the off-site storage facility has adequate security measures in place to protect stored items from theft or damage.
Handling these logistics efficiently is critical to keeping the project on track. It often involves close coordination between the owner's team, the contractor, and third-party vendors. While the builder may assist with installation prep, the owner usually leads these efforts by organizing the vendors and managing the final setup. A strong design and construction team will assist you along the way.
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