What is an Owner’s Representative?
A Comprehensive Guide

A Complete Guide to the Owner Representative

Undertaking a significant capital project comes with numerous inherent risks. Many moving parts are involved, a lot of money is at stake, and projects are becoming increasingly more complex and demanding of time and resources from the Owner. Moreover, each project is unique, differing vastly in terms of scope, objectives, budget, teams, schedules, and regulations. This complexity requires a high learning curve, rendering it challenging for the Owner—even one with construction project experience—to successfully execute their goals and objectives. In addition to that, the Owner already has a full set of responsibilities outside the undertaking of a project.

As the Owner of a building or facility project, how can you overcome these challenges, reduce your risk, and successfully turn your vision into reality? One way to considerably mitigate your level of risk is by hiring an advocate, or an owner’s representative, with the specific set of skills, knowledge, and expertise to look out for your best interests and efficiently guide you through the planning, design, construction and occupancy phases (the overall development process), to ensure a successful outcome.

But what exactly is the role of an owner’s representative, and when should you consider hiring one?

You’re not alone if you’ve never heard of an owner’s representative or are unclear about what one does or why you need one. In this comprehensive guide, we will cover the following topics:

• What Is an Owner’s Representative in Construction and What Do They Do?
• When Is the Best Time to Engage the Services of an Owner’s Representative?
• 5 Benefits of Engaging an Owner’s Rep
• Finding an Experienced Owner’s Representation Firm
• How Much Does an Owner’s Representative Cost and How is the Fee Derived?

What Is an Owner’s Representative in Construction and What Do They Do?

An owner’s representative (owner’s rep or owner’s agent) is a construction professional hired to act as the Owner’s advocate and oversee the project from inception to closeout. This can be particularly helpful for projects where the Owner has limited knowledge of design and construction, or lacks the time and resources in-house to fill this role effectively.

There are numerous inherent risks related to the overall development process that can hinder a successful project’s outcome. Owners will often find the project development process daunting because they don’t fully understand where all of the inherent risks exist. All too often, project goals are not met, causing the Owner to question their decisions and the abilities of the participants they’ve chosen to work with, and whether they have the Owner’s best interests in mind. Engaging the services of an owner’s representative is the safest way to appropriately manage and mitigate the inherent risks involved in the project development process.

The reality is, project teams are composed of many different consultants and contractors, each with their own ideas and sometimes conflicting interests. An owner’s representative is the only member of the project team whose one main overriding interest is to execute the Owner’s project goals and objectives. Working together with the Owner, the owner rep acts on behalf of the Owner in performing their duties and responsibilities. They ensure the project stays on track, on schedule, and within the approved budget, thus allowing the Owner to make informed decisions in a timely manner.

Just like the conductor in an orchestra knows the precise timing to bring in the various instruments, in the correct sequence, and in just the right harmony in order to create a beautiful concert, an owner’s representative keeps the project running smoothly—making sure everything progresses as it needs to progress, team members are engaged at the right time and are meeting their contractual deliverables.

An owner’s representative is responsible for representing the Owner’s interests throughout all project phases—from inception, planning, and design to construction, completion, and closeout. While the role of an owner’s rep may appear similar to that of a construction manager, an owner’s rep is actually quite different from a construction manager in terms of their scope of responsibility and involvement.

Beyond managing high-level oversight at all project phases, the owner’s representative serves as the liaison between architects, engineers, contractors, testing agencies, utility providers, municipal authorities, financial institutions, FF&E (Furniture, Fixtures and Equipment) vendors, and other specialty consultants and third-party vendors. Their approach should be collaborative but also focus on accountability and assurance that all project team members are working towards the Owner’s goals and objectives. The true value of the role of an owner’s representative is in providing a process in which the success of all team members is encouraged, not hindered.

To summarize, some of the fundamental responsibilities and expertise an owner’s rep brings to a project include:

• Representing the interests of the Owner with the sole purpose of achieving the Owner’s goals and objectives.
• Acting as the Owner’s eyes and ears and keeping a pulse on the project.
• Confirming the project meets the Owner’s requirements, budget, schedule, and regulatory agencies’ guidelines.
• Establishing clear lines of communication and ensuring all team members are working towards achieving the Owner’s project goals and objectives.
• Maximizing the value of the Owner’s investment. A skilled owner’s representative can recognize where inherent risks exist and appropriately manage and mitigate these risks.

The specific services provided by an owner’s representative vary based on a project’s scope and the Owner’s requirements. Typically, the owner’s representative provides project management oversight throughout all phases of a project.

Some of the owner’s representative’s scope of services (or the major services an owner’s rep provides) include:

• Budget and schedule management
• Stakeholder management
• Establish the project communication plan
• Risk management and mitigation
• Quality management and contract enforcement
• Managing requests for proposals and bids
• Selection and procurement of project team members

When Is the Best Time to Engage the Services of an Owner’s Representative?

An owner’s representative can be engaged early on during a project’s inception phase or later during any stage of a project such as: project inception; planning; design; construction; closeout and occupancy.

That said, it’s preferable to engage an owner’s representative during the initial project inception so as to collaborate directly with the Owner to establish the fundamentals of the project. This could include aspects such as identifying the Owner’s goals and objectives, establishing a vision for the project, determining a realistic budget and schedule, helping with site selection and assembling a project team and project delivery method best suited to meet the Owner’s needs.

However, although engaging the owner’s rep sooner is better, that’s not always possible or realistic. Don’t let timing prevent you from bringing in an owner’s representative later in the game. Owner’s representation services can be incredibly valuable at all stages in a project’s timeline.

5 Benefits of Engaging an Owners Rep

Every project is a balancing act of scope, time, and cost—often referred to as the Iron Triangle. Shifting one of these factors almost always impacts the others, which is why it’s so important to have someone who can monitor and manage this balance strategically.

As we’ve touched on, the role of an owner representative provides a unique and vital skillset essential to delivering a successful project outcome. Let’s take a look at five of the main benefits of hiring an owner’s representative.

• To Look Out for the Owner’s Best Interests. An owner’s representative is the only member of the project team whose one overriding interest is to execute the Owner’s project goals and objectives. In fact, their ability to stay laser-focused on the Owner’s goals is why many consider the owner’s rep to be the most important member of the project team. The ultimate objective is for the owner’s representative to become an extension of the Owner and the Owner’s staff. The owner’s representative can then confirm all project team members are aligned with the Owner’s mission and actively working towards achieving it.
• Improved Risk Mitigation and Peace of Mind. There are numerous risks associated with any capital project. For example, budgets can be exceeded, deadlines missed and regulatory requirements overlooked. A skilled own rep can identify where these inherent risks exist and implement a project management plan and help the Owner appropriately manage and mitigate them.
• Time and Money Savings. It is the job of an owner’s representative to help deliver a project on time and within the approved budget. An experienced owner’s representative recognizes when project costs are too high or low and will look for opportunities where the schedule and budget can be brought back into line. Moreover, engaging the services of an owner’s representative means that the Owner can continue its day-to-day operations without getting diverted by the project and losing focus on their other responsibilities.
• Enhanced Communication. An owner’s representative serves as the central point of contact, establishing lines of communication between architects, engineers, contractors, testing agencies, utility providers, municipal authorities, financial institutions, FF&E (Furniture, Fixtures and Equipment) vendors and other specialty consultants and third-party vendors. An owner’s representative facilitates communication across team members to ensure information is being shared/communicated in an efficient and timely manner. The owner’s representative provides a streamlined process in which communication, and ultimately success, of all team members is encouraged, not hindered.
• Informed Decision Making. As an experienced construction professional, an owner’s representative can help explain complex issues, manage conflicts and advise on matters that are outside of the Owner’s sphere of knowledge. The owner’s representative can assist the Owner in making informed decisions that keep the project on track.

Finding an Experienced Owner’s Representative Firm

The role of an owner’s representative needs to be filled by either the Owner’s in-house staff or an independent third-party owner’s representation firm (or both). It’s critical for the Owner to objectively evaluate its project management capabilities and current workload to determine whether it needs assistance from a third-party.

When engaging the services of a third-party, it is crucial that the firm is independent, objective and unbiased. The owner’s representative should be in no position to financially benefit from any particular outcome of the project. Additionally, the owner’s representative should place great emphasis on verifying that deliverables from the design and construction team are aligned with what is contractually required and coordinated with the deliverables of the other specialty consultants and contractors. This allows the owner’s representative to confirm with certainty that the entire project team is working towards the Owner’s goals and objectives and they are reporting accurate information to the Owner. Because the owner’s representative has a fiduciary responsibility to the owner, they will always act only in the best interests of the owner.

In addition to seeking out an independent, impartial owner’s representative firm, three additional key requirements and qualifications to look for include:

• A firm that specializes in providing owner’s representation services, with extensive industry experience on similar types of projects.
• Expertise in all aspects of construction (planning, design, architecture, engineering, etc.) coupled with excellent project management skills and a proven track record of coordinating the team members, schedules, materials, equipment and budgets necessary to achieve a successful outcome.
• A working understanding of how to best balance delivering consistent service with the flexibility to tailor its services to meet the needs of the Owner.

How Much Does an Owner’s Representative Cost and How is The Fee Derived?

Owner representative fees are typically structured as a percentage of the total project budget or total construction budget, depending on the size and complexity of the project. For large capital projects with a construction cost of over $5 Million, typical project fees range from 1-3% and are determined based on a sliding scale and on either the construction or project costs.

Conclusion

The success of any project is dependent on the critical attention to management of the project budget, schedule, quality and communication. To help mitigate risk and deliver a successful project outcome, many Owners are seeking out the guidance and expertise of an Owner’s representative.

Engaging the services of an owner’s representative is the safest way to appropriately manage and mitigate the inherent risks involved in the project development process. Working together with the Owner, the owner representative acts as its advocate, representing its interests with the sole purpose of executing its goals and objectives, providing accountability among team members and ensuring the project stays on track, by adhering to the project schedule, budget and quality goals and objectives.

For more information on owner’s representation services and how our owner’s representative firm can help support your vision and accomplish your goals, contact The Concord Group. We offer a range of construction consulting services such as Owner’s Representation, Cost Management/Estimating, Infrastructure Management, Program Management, and Building Performance Services.

About The Concord Group

The Concord Group is a team of highly skilled construction consultants specializing in the fields of Owner’s Representation, Cost Management, Infrastructure Project Management, and Building Performance Services (including Commissioning and Facility Condition Assessments). Headquartered in Chicago and with offices in Milwaukee, Grand Rapids, Columbus, Atlanta and Dublin, The Concord Group has successfully completed over 4,000 projects over the last 26 years. We have built a reputation for delivering high quality, accurate and timely work for governmental agencies, healthcare organizations, institutional clients and architectural/engineering firms along with retail, residential and property development companies.

Since our founding in 1996, our Owner’s Representation (OR) services have been at the core of our offerings. We provide comprehensive OR services for all project phases—from inception, planning and design to construction, completion and closeout. Our team of experienced project managers and engineers can assist in project feasibility planning, selection of the project delivery method and recommend prudent strategies for a successful project outcome. We monitor the design and construction process, interact with regulatory agencies, review and recommend bid awards, coordinate all specialty consultants and vendors, review on-site progress and quality control and oversee the entire development process through to final completion. Since our inception, we have provided OR services on approximately $5 Billion of construction projects for higher education institutions, healthcare organizations, school districts and governmental agencies on significant complex projects. We have an excellent team with a proven track record of superior performance.

Some of the differentiators that distinguish The Concord Group from other OR firms include:

• Our broad base of overlapping services, anchored by our expertise in construction cost management, and our use of state-of-the-art technology and commitment to sustainable building practices. This unique approach allows us to provide our services in the most efficient, cost effective and responsive manner while ensuring all phases of the project are overseen and executed correctly, on schedule and within budget.
• Our in-house Cost Estimating team is one of the largest in the Midwest, providing critical support to our Project Managers and demonstrating proven, significant cost savings on our projects. Our history of repeat business with our clients is a testament that we exceed expectations.
• The joint offering of our industry leading Project Controls and Management alongside our expanded Technical/Commissioning services provides an unparalleled level of service that cannot be matched by another OR firm in this region.

For more information on Owner’s Representation services and how our firm can help support your vision and accomplish your goals, contact The Concord Group.