Owner's Representative Scope of Work
A phase-by-phase reference outline for institutions writing an owner's representative RFP or agreement. Free to adapt — no attribution required.
Scope the role before you solicit it
Most owner's representative RFPs describe a person rather than a set of outcomes, and the resulting agreements leave authority, reporting, and duration undefined. That ambiguity is where disputes start. This outline lists what a complete scope covers, phase by phase.
It is written to be adapted, not adopted. Delete what does not apply, and be deliberate about what you remove — the phases institutions cut most often (closeout, commissioning, and the transition to operations) are the phases where owner-side representation returns the most.
For guidance on timing, evaluation criteria, and how to read competing proposals, see the companion guide on selecting an owner's representative linked at the bottom of this page.
Scope by Project Phase
The owner-side responsibilities a complete agreement should assign explicitly
1. Feasibility & Pre-Planning
Validate program against budget and site. Map required approvals and review authorities, with realistic durations. Establish the preliminary budget, including escalation and contingency assumptions. Identify long-lead items and early risks. Deliverables: approvals map, order-of-magnitude budget, risk register, recommended delivery method.
2. Planning & Governance Setup
Define the decision structure: who decides what, at what threshold, and how quickly. Establish reporting format and cadence. Draft the project charter. Set the baseline schedule against the approvals calendar. Deliverables: project charter, governance and decision matrix, baseline budget and schedule, reporting templates.
3. Design Oversight
Review design deliverables at each milestone against program, budget, and approvability. Manage the design team's schedule against review-body calendars. Run independent cost checks at milestones. Track and log design decisions. Deliverables: milestone review comments, independent cost validation, decision log, approvals tracking.
4. Procurement & Contracting
Recommend delivery method and contract form. Structure bid packages. Manage solicitation, evaluation, and award. Review contract terms for owner risk allocation — indemnity, liquidated damages, change procedures, and termination. Deliverables: procurement strategy, bid documents coordination, bid analysis, award recommendation, contract risk review.
5. Construction Oversight
Independent field observation against contract documents. Review and recommend on pay applications, change orders, and claims. Maintain cost and schedule reporting against baseline. Monitor quality and safety compliance. Manage RFI and submittal flow. Deliverables: monthly cost and schedule report, change order recommendations, field observation reports, updated risk register.
6. Closeout & Transition
Verify commissioning is complete and independent of the installing contractor. Manage punch list to closure. Confirm receipt of warranties, as-builts, O&M manuals, and training. Support the handoff to facilities staff. Deliverables: commissioning verification, closeout documentation package, warranty log, final cost reconciliation, operations transition plan.
Define these explicitly, or they will be defined by dispute
Six terms account for most owner's representative scope disagreements. Each should have an unambiguous answer in the agreement before it is signed.
- Authority thresholds — what the representative reviews, what they approve, and what must go to the owner. State dollar thresholds, not adjectives.
- Duration and extension — the assumed schedule the fee is priced against, and the mechanism and rate if the project runs long.
- Staffing commitment — named individuals, time allocation, on-site presence, and whether substitution requires owner consent.
- Reporting — format, recipients, and frequency. "Regular updates" is not a specification.
- Interfaces — how the representative works with internal facilities staff, the board or building committee, and any consultants already engaged.
- Independence — disclosure of financial or repeat-work relationships with contractors and design firms likely to pursue the project.
What gets left out most often
These are the scope items most frequently missing from institutional owner's representative agreements — and the ones most likely to be needed.
- Commissioning verification independent of the installing contractor
- The first year of operations, including warranty administration and seasonal performance verification
- Support for the owner's own procurement of FF&E, technology, and specialty vendors outside the general contract
- Document and records management, so the project file survives staff turnover
- Claims and dispute support, including what happens if the matter escalates beyond negotiation
- Post-occupancy review — whether the building actually performs as designed and as budgeted to operate
Scoping Questions
Related Reading
Guidance that pairs with this outline
How to Select an Owner's Representative
Timing, RFP strategy, evaluation criteria, and the red flags that separate owner-side firms from staffing agencies.
How Owner's Representative Fees Work
The four fee structures, what drives cost up or down, and how to normalize competing proposals before comparing them.
Owner's Representative vs. Construction Manager
Who is contractually positioned to protect the owner, and why the distinction matters when scoping the role.
Want this reviewed against your actual project?
Scope depends on delivery method, governance, and risk profile. We will walk through it with you.