Module 2: Design Phase Oversight

2.1 Overview of the Owner’s Rep’s Role

During the Design Phase, the Owner’s Representative functions as the owner’s eyes and ears, ensuring that the architects and engineers interpret the owner’s vision correctly. The OR manages design reviews, reviews design deliverables for compliance with budget and program, and confirms that technical requirements (e.g., structural, MEP, accessibility) are integrated. They also track schedule adherence and facilitate communication between the owner and design team.

2.2 Step-by-Step Tasks & Best Practices

1. Kickoff Design Workshops

   • Tasks:

     • Convene a meeting between owner, architect, and consultants to review the Project Charter, budget, and high-level requirements.

     • Align on design expectations, aesthetic preferences, sustainability goals, and technology requirements (e.g., smart building integration, energy efficiency).

   • Best Practices:

     • Document design criteria in a Design Basis Report.

     • Use mood boards or precedent images to clarify design intent.

2. Manage Schematic Design (SD) Deliverables

   • Tasks:

     • Confirm that schematic drawings meet programmatic requirements (e.g., square footage, space adjacencies).

     • Review SD cost estimate vs. preliminary budget; identify major cost drivers (materials, structure).

   • Best Practices:

     • Schedule a schematic design review meeting with cost estimator to benchmark design against cost plan.

     • Make timely decisions on key issues: structural system (steel vs. wood frame), major MEP equipment, envelope systems.

3. Oversee Design Development (DD) Iterations

   • Tasks:

     • Ensure that design decisions from SD carry over into DD, refining details (e.g., window sizes, mechanical room layouts).

     • Coordinate specialty consultants (e.g., civil, geotechnical, landscape) to produce integrated DD documents.

   • Best Practices:

     • Facilitate alignment meetings for multi-disciplinary coordination (clash detection for MEP with structural).

     • Maintain a “Design Issue Log”—tracking open questions, decisions, responsible parties, and due dates.

4. Validate Construction Documents (CD) Readiness

   • Tasks:

     • Review final CDs to confirm compliance with code, owner requirements, and budget.

     • Conduct a value-engineering check for long-lead items (e.g., custom windows, specialty finishes).

   • Best Practices:

     • Use a checklist to verify CD completeness: civil, structural, architectural, MEP, fire protection, accessibility, and sustainability documentation.

     • Coordinate with permitting consultant to confirm that CD package meets local jurisdiction requirements.

5. Monitor Design Schedule & Approvals

   • Tasks:

     • Compare actual design progress to baseline schedule; escalate any delays.

     • Track submission dates for permits, code reviews, agency approvals.

   • Best Practices:

     • Hold biweekly design progress meetings with documented minutes and action items.

     • Issue weekly “Design Status Reports” summarizing progress, open issues, and next steps.

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2.3 Common Pitfalls & How the OR Prevents/Solves Them

• Pitfall: Scope Creep During Design

  • Prevention: The OR refers to the approved Program & Budget; any proposed change must go through a formal “design change request” process with owner approval.

  • Solution: If the architect proposes additional work (e.g., a luxury finish upgrade), the OR quantifies cost/schedule impacts, then presents trade-off options to the owner for a decision.

• Pitfall: Misalignment Between Architect & Engineer

  • Prevention: The OR facilitates cross-discipline coordination, holding design coordination workshops and ensuring each discipline’s responsibilities are explicitly documented.

  • Solution: When conflicts arise (e.g., structural beam interfering with mechanical duct run), the OR leads a “clash resolution” meeting: assigns responsibility, captures a corrective action, and monitors resolution.

• Pitfall: Delays in Permitting

  • Prevention: The OR engages early with permitting authorities (planning, building department) to clarify submittal requirements; submits preliminary permit applications in parallel with CD progress if allowed.

  • Solution: If permit review drags, the OR analyzes reviewer comments immediately, organizes design team to address code issues, and maintains open communication with jurisdiction staff to expedite re-submittal.

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2.4 Real-World Example

Case Study: Mid-Rise Residential Tower

• Scenario: A developer hired an OR to oversee design for a 6-story residential building. During DD, it became clear that the initially specified curtainwall system would exceed the budget by 12%. The OR coordinated a value engineering effort, comparing an alternative aluminum‐clad, high-efficiency window system.

• Impact: By converging on the alternate window system, savings of 8% on façade costs were achieved, meeting budget targets without sacrificing performance. The OR documented the decision and updated the “Design Issue Log.”

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2.5 Transition to Module 3

With final Construction Documents approved and permitting underway, the next critical task is to select a qualified contractor. Module 3 will address the Owner’s Rep’s role in contractor solicitation, evaluation, and selection to ensure the project is executed by a competent team aligned with the owner’s objectives.

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