From the time of inception to the opening of school, school leaders have lots on their plate to coordinate and execute. Whether it is a new construction or a renovation, managing all the aspects of the facilities project can be extensive and a full time job.  Additionally, school leaders may or may not have the full spectrum of experience required to manage a charter school facilities project. In these instances it is advisable to hire an ideal Owner’s Representative to ensure your project success.

What is an Owner’s Representative (OR)?

As the name suggests, an Owner’s Representative (OR) is hired to represent you, and help realize your vision and mission for your project. An Owner’s Representative is your partner and will help manage project resources, time, money and project quality. 

When you start a facilities project you need an expert to successfully plan and monitor your project. You need an expert who, with their industry experience, will guide you to make the best decisions in the interest of the project while developing risk mitigation strategies for identified risks, to ensure project goals are met and stay aligned with your mission. 

During the project execution, there are many decisions that are to be made onsite, offsite, in meetings, and outside meetings. The Owner’s Representative must coordinate with all team members to manage these on daily basis, while evaluating any impact on schedule, budget, quality and keeping the Owner updated on any critical issues. 

How is an OR different from a construction manager?

Owner's Representatives and construction managers will not fulfill the same role on your facility team. A construction manager focuses on matters related to the construction of the building. An OR manages the overall execution of the project, from inception to project closeout. An OR will also identify potential risks and develop strategies to mitigate those risks. 
What are some potential responsibilities of an OR?

Depending on when in the project’s lifecycle project an Owner’s Representative is hired, some of their responsibilities may include:

• Assistance with site selection
• Program development
• Defining indoor and outdoor space use (this may be done in partnership with an architect)
• Assistance with financing/bank closings
• Developing and monitoring overall project schedule, budget (including hard and soft costs) and adherence to quality guidelines
• Procuring qualified team for your project (e.g., architect, general contractor, sustainability consultants and others)
• Manage communication between owner, architect, general contractor, and other consultants
• Coordinate with the owner and design team to develop a project design that meets the project goals, budget and schedule
• Manage construction and logistical issues that may arise during construction
• Assist with community relations
• Coordinate project closeout, move-in, and school opening

How to decide whether your facility project will need an Owner’s Representative

Here are some questions you may want to ask yourself to decide whether you need an OR for your project or not:

• Do you have the time to manage a project yourself?
• Is there a full time member of your staff with the required experience to manage a facility project? 
• What is the scale of your project in terms of size and duration?

Side tip: If your project size is smaller and you have the in-house resources to coordinate communications from the owner’s side, your Architect or General Contractor might be able to provide some of the services traditionally provided by an Owner's Representative. In such a scenario, you might have some savings but would lose the opportunity to have 3rd party oversight of the Architect and Contractor. 

• What are the other responsibilities you will be juggling while the construction or renovation of your facilities is happening? Are you able to allocate time and resources to ensure timely communications with project teams?
• What phase of planning or construction is your project in?
• How well are potential project risks known? Risks can include existing site conditions.
  • Is there an underground storage tank (UST) onsite?
  • Would the soil need remediation? 
  • Does the existing structure have hazardous materials onsite and need abatement?
  • Are there any potential permitting issues, site logistics etc.  

When is the best time to involve an Owner’s Rep in your facility project? 

An Owner’s Rep can technically be brought on board at any phase of the project. However, it is important to note that the earlier you have an Owner’s Rep join your facility team, the better it is for the success of the project. Starting early on the project allows the OR to align themselves to the vision and mission of the project and provide their focused technical expertise throughout all phases of the project. It is also important to note that the budget and schedule impacts are much smaller during changes made in the early stages of facility projects. Having an Owner’s Rep join your facility team in the early stages of a project, vetting and guiding you through those very important decisions could save you valuable dollars. These savings could allow you to secure some of the additional items that you had to move to the “Wishlist” from your “Needs”, during the process of Value Engineering or the process of making your program fit your budget. 

We understand that opening a school is no easy job, and requires a lot of juggling. Every project has its unique needs and limitations. You do not need to become an expert in facilities construction management and operations but you do need to ensure that you have experts on your team. Expert Owner’s Reps will avoid the pitfalls that may lead to project delays or increase project budget. Ensuring that your charter school facility project is a success for you, your community, and your students.