“OWNER’S REPRESENTATIVE”Frequently Asked Questions

What were the background issues leading to considering an “Owner’s Rep” (“OR”):

Failing 22 year-old HVAC systems in all church properties Leaks that have developed in the church and the parish center Temperature controls and other switching systems that are antiquated and, for

which, some replacement parts are no longer available. Moving the air conditioning equipment to the flat roof of the church in order to

make maintenance more accessible, and less costly, as well as contributing to the future more efficient utilization of the available church footprint.

Replacing the failing audio system as well as potentially integrating a visual system.

Repair/replacement of entrance doors, and incorporating ADA features. Structural modifications to the church consistent with a long-term parish pastoral

needs and strategic vision for the church.

What type of evaluation process was utilized?

This task began to germinate in the early Fall of 2013. Before the year ended, it became obvious that this was a major long-term project with several facets that was best managed with external help. A “task team’ was convened consisting of members of the Parish Building and Ground Committee with input from the Parish Pastoral- and Finance Councils and Parish Staff.

The “Team” saw that a comprehensive parish-wide project has two separate parts: Major Maintenance to critical components, several that are now failing and, Capital Improvements related to a renewed pastoral strategy and parish mission.

There are a number of areas of overlap, so a precise “dividing line” between project components was not possible. As made known to the leadership assembled on 9 Jan 2014, an evaluation process was undertaken by the task team, which included:

Preparation of an RFP, Contacting of five reputable firms that specialize in represent owners/project

managers, Initial interviews with 3 firms, Receipt and review of proposals from 3 firms, Re-interviewing 2 firms that submitted proposals.

Telephone: (610) 640-0342 Facsimile: (610) 640-1316e-mail: jameshsanborn@comcast.net

What items were used to arrive at a decision?

Decision matrices included qualifications, proximity, previous experience, recommendations and cost figures.

After discussion and based on value (in this case, lowest qualified bid), it was the “Task Team’s” unanimous decision to recommend the firm of Remington Group, Inc. (RGI) to the pastor to serve as our Owners Representative (OR).

Who was consulted on the idea of retaining an OR?

In January, Fr. Zlock convened the entire Parish Finance and Pastoral Council, the Parish Staff as well as the Building and Grounds Committee. In addition, a commercial real estate company was present to provide additional information and a moderator was utilized to manage the evening’s discussion.

What, exactly, is an “Owner’s Representative?” What functions do they perform?

An OR is a type of integrating project manager utilized when a project has divergent components, involves integrating components over a period of several years, or both. The role of the OR is to work with the Parish Facilities Manager and the “Task Team” (with input from the Parish Finance and Pastoral Councils and other parishioners) to define scope of work with contractors, to identify potential contractors for each element of the project, to assist in their selection, track their progress, and monitor their cost. The Parish Finance Council will be involved to monitor results as well as expenditures.

How was the scope of the OR’s work defined?

The “Task Team” developed a detailed “Request for a Proposal” (or RFP) which outlined the scope of the project. This RFP was subsequently sent to a number of potential clients requesting return proposals from them.

Telephone: (610) 640-0342 Facsimile: (610) 640-1316e-mail: jameshsanborn@comcast.net

What will the OR initially do?

Initially the OR will do a comprehensive evaluation of all St. Monica facilities and infrastructure. They will then make recommendations as to which components need to be replaced, which can be repaired, as well as to submit a time schedule on how all components should be phased in.

In addition, discussions surrounding the future pastoral needs of the parish, and the type of facilities/infrastructure that would be needed to address these pastoral needs, will be part of the evaluation.

Finally the OR will also provide alternative courses of action, including the viability of a long-term “pastoral strategy/parish mission” to create a more efficient utilization of the church footprint as well as cost figures.

Is it possible that further project management or additional professional services might be needed in the future (over the next 12 months)?

After analysis, the OR will provide recommendations to the Parish Leadership (Councils, Building Committee, and Staff) on how to move the process forward. If additional professional services would be required, (architects, HVAC companies, electrical companies, structural engineers, etc…), the Parish Leadership will be convened once again for further discussion and recommendations.

What are the costs associated with the OR services?

The OR’s fee for the service is a not-to-exceed $18,144.00. The billings are monthly on an as used basis. Costs were defined in the proposal.

How long with the initial part of the project last.

RGI expects the project to take seven months.

Can we get out of the contract if circumstances merit it?

Telephone: (610) 640-0342 Facsimile: (610) 640-1316e-mail: jameshsanborn@comcast.net

St. Monica can terminate the project at any point and need pay RGI only what they have earned to that point (up to their not-to-exceed figure).

Telephone: (610) 640-0342 Facsimile: (610) 640-1316e-mail: jameshsanborn@comcast.net