The need for the Client’s Representative in the real estate / construction industry:
The Client’s Representative is sometimes an overlooked asset that can be included in any project.
The Client’s Representative bridges the gap between ownership and all other entities involved with the project. They guide the design and construction process, making sure that every decision is made in the Client's best interest. A true Client’s Representative is well versed in producing exceptional properties as well as managing teams of specialists.
There are a myriad of moving parts to a property project, many of which may be a daunting undertaking for most property owners to handle on their own. If the Owner chooses, the Client’s Representative can manage every aspect of the project, ranging from purchase through to Design, Construction right through to the final clean. Hiring a Client’s Representative is crucial and will allow the Client to focus their time and resources on more important issues.
Hobbs Designed continually find that main contractors, building companies and other professionals capitalise on the information gaps that arise in projects. This ultimately results in the Client footing the bill. A Client’s Representative will avert this by heading off issues before they arise, removing the opportunity for specialists to offset blame.
Hobbs Designed when appointed as a Client’s Representative this will be as a direct representative of the client, spearheading all aspects of the job and recognizing and solving conflicts. When complex issues arise, they will explore all options available, distill the information, and provide the client with a concise set of options, clearly defined, along with a recommended course of action.
This service is critical to any successful project. Often poor decisions can easily be made by property owners simply because they do not fully understand the issues at hand or have experience with the processes. Sound advice to any property owner or prospective property owner looking into any type of property venture is to consider including a Client’s Representative on the project team.
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Design, planning and finding the team
When it comes time to start the design process, the Client’s Representative can assist in selecting the design team.
Once a team is appointed and a scheme approved, the Client’s Representative can then oversea the tender process ensuring that the correct people are invited to tender and that value for money is achieved.
Building the team
Once the project team is formed, the Client’s Representative leads the effective collaboration towards a common goal, spearheading the flow of information:
- Architects
- Designers
- Engineers
- Planners
- Consultants
- Contractors
- Vendors
- Property Managers
- and of course the Client
Due to the number of players involved in the process, we aim to synchronise the effort and to crystallise the design concept and the project team to remove any unnecessary or duplicated costs and put the money in places where it would best benefit the client.
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Procurement – Budgeting a project and setting up controls
As Client’s Representative Hobbs Designed may if required produce a master cost report which includes the hard and other related development costs. These budgets are prepared with appropriate and realistic allowances for any anticipated contingencies.
Prior to construction, we can where required liaise with the proper authorities to secure the necessary project approvals and permits.
Having the design team do this alone may prolong the process as they do not exhibit the same urgency due to their lack of ownership in the project. Many times a Client’s Representative is needed to facilitate this coordination effort in a timely manner thereby reducing time scales, costs and improving efficiency.
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Tender process, finding what the client needs and making informed choices
Whether the plan is to use a main contractor, several specialist contractor, or any combination thereof, formal specifications should be issued and sent to at least three different contractors for each trade to ensure sufficient coverage through competitive bidding. All returned prices should then be thoroughly vetted and a comprehensive price comparison presented to the client prior to awarding any contract.
After this "apples-for-apples" price comparison has been compiled for a particular trade, negotiations will commence to establish a complete scope of work that is cost effective.
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Construction - getting the work done and keeping project on track
Acting as Client’s Representative we can if required prepare and maintain a Master Construction Schedule which incorporates all construction activities, procurement, material lead time, approvals, permits, inspections, party wall relations and logistics. Weekly meetings should typically be held with the main contractor and subcontractors to review as required. Key to this is maintaining a working history set of all project documents in the field, including drawings, specifications, and correspondence. Other areas of support in construction are as follows:
- Quality control on the site. This can only be achieved through experience and our quality control is paramount in everything we do.
- In most cases a site foreman should be part of the Client’s Representative’s staff, walking the job every day, from start to finish. This supervision is key to having a successful project that is built per plan and specification. It is also imperative to have a site foreman to manage the onsite staff so that manpower stays at a consistent and productive level.
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Accounting/Cost Control - Keeping control and update of finances
As invoices, or monthly applications for payment, come in from the contractors, the Client’s Representative will review completely prior to recommending payment to the client. It is beneficial to work with each of the Contractor's in preparing their schedule of values during contract negotiations to maintain a proper breakdown and format that is consistent and comprehensive for the client during billing. This can include the following
- Every month, as part of the Master Cost Report, a complete cash flow and draw schedule
- Updated and presented to the client, projecting costs on a month-to-month basis
- Clear and realistic schedule of anticipated expenditures and bank draws
- General oversight and direction as to timing the cash requirements
- Full control of the project's cash management if required
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Project Completion- working within the timelines, and getting all the snags completed
As construction nears completion, the Client’s Representative will provide a snagging list of all completed work in each of the specialist trades. All items of work which have been observed as incomplete or requiring correction will be listed. Attention to detail on each and every aspect ensures that completeness to the highest standards can be achieved.
When the contractor then finishes all the items to an agreed level, then final completion may be declared and final payments authorised.
Towards the end of the project, the Client’s Representative will gather and compile books of all applicable product manufacturer and workmanship warranties, along with all applicable operations & maintenance ("O&M") manuals for the end-user.
A hand over is then organised and familiarisation of equipment and services takes places with the client or their appointed staff.
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Client representation
A client representative, it is the pivotal role when driving projects forward, acting in the client’s best interests from inception to completion of a project through to the maintenance and upkeep of individual properties or a portfolio. Hobbs Designed has proven experience of working on high end residential projects in the London Market.
Introducing the Client’s Representative, skills and services:
The need for the Client’s Representative
Design, planning and finding the team
Procurement
Tender Process
Construction
Accounting/Cost Control
Project Completion
Hobbs Designed brought a unique eye for detail, a very creative mind, and a calm, tenacious, no nonsense approach to the project management of this complex refurbishment.
ADRIENNE CHINN INTERIOR DESIGNER, LONDON
Acting as a client representative allowed us to be directly represented at all key times throughout the project. This team understood exactly what we needed from the beginning; they demonstrated drive and integrity which is rarely seen in today’s world. They are a professional organization that we look forward to partnering in the future.
CREATIVE POTENTIAL LLC, BELIZE
The kitchen is a total delight to use and has been admired by various friends and with so many superlatives, that I doubt there are any left to use that haven’t been used already! It is so reminiscent of a galley on a gentleman’s yacht that I hardly ever have to explain to the uninitiated.
MR & MRS MOFFATT, SUSSEX