DPS Design and Management

Expertise From Sea Level

Owner's Representative: Scope of Services

DPS Design and Management experienced staff has diverse technical and management skills. We develop, administer and control resort and development projects for multiple Clients. Our particular knowledge of development planning, design and implementation and the many factors that can foster disputes provides our unique insight into the development and management of development programs. We are highly committed to helping clients manage risk and the uncertainties. In the process, we have earned a reputation for excellence which is our guiding criteria.

Owners from the smallest of enterprises to the largest of boardrooms entrust few people to make mission-critical business decisions in their place. These select few are the owner's trusted advisors, acting on their behalf in key decisions. Unlike a general contractor or design professional whose fiduciary responsibility is to their employer, an owner's representative is an extension of the owner and solely represents the owner's interest.

To avoid costly construction errors and post-construction issues, an owner's representative must act through the owner's eyes serving as facilitator, mediator, general counsel and general contractor. The representative must ensure that all stakeholders are focused on the project, communicating effectively and working toward the common goal.

As owner's representative, DPS's staff will be your delegate. We'll find out what your project and business goals are, and make sure your desired outcomes are achieved. We know that your organization's reputation, credibility and profitability are at stake, and ours are too.

DPS can identify, assess and recommend contractors and design firms that have the resources and experience necessary for your project, or we can work with your in-house staff and any contractors you've already selected. Throughout the project, we will make recommendations on engineering, design and scope, contract issues, budget and actual cost status, proposed changes, schedule changes, project extensions and problem resolution.

General/Programming/Project Criteria

  • Facilitate communications, teamwork and trust among the Design Consultant, Contractor, and the OWNER, and such other parties as are appropriate, in conformance with OWNER/Designer and OWNER/Contractor agreements.
  • Prepare for and attend meetings of the Project, participate in and keep a summary record of deliberations if and as directed by the OWNER.
  • Communicate as necessary with the OWNER or designated Agreement Administrator.
  • Perform such other associated duties as are assigned by the OWNER.
  • Provide assistance in preparing and/or reviewing Facilities Program Requirements and Project Criteria.
  • Assist and give guidance in establishment and approval of tentative project budget.
  • Maintain project files as required by the OWNER.

Assistance in Selection of Design Consultant

  • Provide guidance in the Design Consultant Qualification Based Selection process (QBS), using Industry Standards rules as general format. Provide OWNER with a report regarding firms submitting proposals and results of selection process.
  • Provide assistance and guidance in the interview and selection process.
  • Assist and give guidance in defining scope of design services.
  • Assist and give guidance regarding equitable fee for the design services based upon agreed-to fee schedule.
  • Assist and give guidance regarding time requirements for the design services.
  • Assist and give guidance in preparation of design services agreement, using Industry Standards Design Consultant contract and general conditions as format.

Pre-Planning Orientation with Design Consultant and Owner

Meet with the Design Consultant and the OWNER to review the relative responsibilities of the OWNER, Design Consultant and OWNER's Representative.

Design Phase

  • Meet with the OWNER to discuss project requirements, design considerations and other special requirements.
  • Visit other selected facilities with appropriate staff to observe design considerations if requested by the OWNER.
  • Attend and participate in OWNER meetings and prepare reports regarding such meetings as requested.
  • Assist, as required, in the necessary approval processes relating to local, state and federal requirements, if any.
  • Meet with OWNER, Design Consultant, and other representatives, if needed, regarding the following:
    • review and approval, in conjunction with OWNER, of schematic design and options;
    • review preliminary plans and make recommendations regarding the approval of same to OWNER;
    • review of final plans for discussion with OWNER prior to OWNER approval and make recommendations regarding approval of same to OWNER regarding general sufficiency and budget conformance with plans; and
    • review and comment on construction documents prior to OWNER review and approval.
  • Assist the OWNER in the bidding process and make recommendations to the OWNER once the bids have been received.
  • Assist OWNER regarding contract negotiation alternatives if warranted and/or permitted.

Construction Phase

The OWNER's Representative will perform the following services during the construction phase.

  • OWNER's Representative/Project Representative

    • The OWNER's Representative shall spend sufficient time on the site to insure the progress of the work, and facilitate quick turn-around of answers between project team members to assist in the smooth progression of the work.

  • Schedule

    • Review the Construction Schedule developed by the General Contractor and review its integration into the comprehensive schedule.
    • Review weekly or periodically as directed by the OWNER, and Design Consultant, the updated schedule, the current Request for Information (RFI) Log, the current Submittal Log, the current Change Order Log as well as current critical issues.

  • Meetings

    • At the direction of the OWNER, represent the OWNER at construction meetings.
    • Attend progress meetings onsite with the General Contractor, Design Consultant and OWNER. Review Meeting Minutes for these meetings to track action items, areas of responsibility and due dates.

  • Progress

    • If requested, issue periodic progress reports to the OWNER, and Design Consultant, that will include an updated schedule, current RFI Log, the current Submittal Log, the current Change Order Log as well as a discussion of current critical issues, general progress and quality of the work, pending problems, overall status of the project. The OWNER may direct less frequent and less detailed reports if the project is progressing well.
    • Meet with the OWNER regularly to review and discuss construction progress, as well as matters that will ensure a well-informed OWNER.

  • Visits

    • Visit the construction site on a regular basis, i.e. at least weekly or as directed by the OWNER.

  • Submittals, RFIs, Change Orders

    • Review the Submittal Log to ensure that all submittals required by the contract documents are submitted and processed in a timely fashion. Problems shall be reported to the OWNER.
    • Work with the Design Consultant and General Contractor to prioritize submittal for review based on lead times for the materials.
    • Review the log of all Requests for Information (RFI) to assure that none are overlooked and that all are responded to in a manner that preserves the schedule and the budget. Problems shall be reported to the OWNER.
    • Review Change Orders presented by the General Contractor and research their validity prior to making a recommendation for approval or disapproval to the OWNER.

  • Invoices and Payment

    • Review all Invoices for Design Consultant Services involved with the project and approve same prior to review and approval by OWNER and payment by the OWNER.
    • Review Monthly Progress Payments presented by the General Contractor and verify the amounts being invoiced to assure that they are compatible with the progress of the work and approved change order.
    • If the OWNER's Representative believes that the invoice is inconsistent with the progress of the work, he or she will work through the Design Consultant to discuss the basis for the billing and propose adjustments if needed prior to recommendation to OWNER for final approval and payment.

  • Record Drawings

    • Work with the Design Consultant, or General Contractor, to obtain accurate ÒrecordÓ drawings incorporating changes from the original drawings to assure an accurate representation of construction detail for future reference, together with warranties and operating manuals.

  • Substitutions

    • Review with the Design Consultant any proposed substitution of significant material or equipment and make recommendations to the OWNER pertaining to same.

  • Field Work

    • Report project-related Contractor-Subcontractor relations and job coordination issues to OWNER.
    • Coordinate the resolution of any job site problems involved with local authority, adjacent businesses and/or activities.
    • Advise OWNER of any differences that may occur between the Design Consultant and Contractor regarding execution of the work, and report to the OWNER.
    • Inspect the work for the purpose of quality control and conformance to the drawings and specifications. Any deficiencies found will be discussed with the General Contractor and referred to OWNER and the Design Consultant for review if necessary.