Scope of Services

Bauvik provides Owner’s Representation and project management services that bring clarity, accountability, and structured oversight to complex projects. Our approach is built on monitoring, integrating, and reporting across multiple stakeholders to give owners greater confidence in schedule, budget, and delivery.

The following scope outlines a typical engagement framework for Owner’s Representation and project management on complex interiors and capital projects. Our role is to act as an extension of the Owner’s team: supporting coordination between the Landlord, Architect, Interior Designer, General Contractor, millworker, suppliers and international vendors while ensuring landlord requirements are met. We chair project meetings as required, maintain consistent reporting, and provide independent observations to help the Owner make informed decisions.

The following pages outline Bauvik’s proposed scope of services, optional additional offerings, and the fee structure under which we can provide support. Together, these represent a flexible approach designed to complement the existing project team and contribute to a successful opening.

Drawing Alignment Review Review base building, architectural, and interior design drawings to confirm they reflect the Owner’s operational and design intent. Highlight potential coordination gaps or landlord-related issues and ensure the Architect, Interior Designer, and GC address them. Provide the Owner with clear summaries of status and risks.

Shop Drawing Oversight (Key Trades) Monitor the review process for sub-trade shop drawings, with emphasis on millwork, kitchen equipment, lighting, and other specialty items. Ensure drawings align with approved proposals and design intent. Confirm that consultants and GC are performing thorough technical reviews, while providing the Owner with independent observations and recommendations where risks are identified.

Landlord Coordination Represent the Owner in communications with the Landlord. Ensure all landlord requirements, base building interfaces, and approval processes are clearly tracked and integrated into project planning. Escalate potential conflicts or delays to the Owner early, and follow up with design and construction teams to confirm resolution.

Permits & Approvals Tracking Oversee the status of all required permits, inspections, and approvals. Confirm that the responsible parties (Architect, Interior Designer, GC) are progressing according to schedule and advise the Owner of potential bottlenecks. Provide early warning if sequencing may impact the targeted opening date.

Budget Consistency Review Review project budgets against current design deliverables and owner-awarded scopes. Identify omissions, overlaps, or areas at risk of cost escalation. Provide the Owner with a clear understanding of exposure and support discussions with consultants, vendors, or GC to bring budgets back in line when needed.

Risk Register Maintain a live risk register throughout pre-construction. Record risks relating to schedule, budget, procurement, logistics, landlord requirements, or vendor performance. Update regularly with status and mitigation strategies, ensuring the Owner always has an up-to-date picture of potential challenges.

Constructability & Sequencing Oversight Review design and shop drawing packages at a high level to ensure that sequencing and constructability are being properly considered by the GC and design teams. Provide independent feedback to the Owner on potential conflicts or inefficiencies and confirm that corrective actions are being taken by the responsible parties.

Design Coordination Support Support alignment between the Architect, Interior Designer, and GC by monitoring the coordination process. Pay particular attention to details that may be impacted by building codes, landlord standards, or local construction practices. Flag issues to the Owner and confirm they are being addressed within the project team

Scope Delineation Develop and maintain a master scope matrix that outlines responsibilities across all parties — General Contractor, millworker, furniture vendor, landlord, and other consultants. Identify overlaps and, more critically, gaps where no party has clear accountability. This is particularly important in areas where millwork and GC scopes intersect (e.g., blocking, electrical connections, finishing details). Provide the Owner with regular updates on scope clarity and recommend adjustments or clarifications to contracts before construction begins.

Master Schedule Oversight Develop and maintain a consolidated master schedule that incorporates not only the GC’s construction activities, but also Owner-awarded scopes such as millwork, furniture, kitchen equipment, and signage. Update weekly, circulate to all stakeholders, and highlight variances or risks that may impact the critical path. Provide the Owner with clear visibility into how independent vendor activities align with the GC’s work.

Weekly Project Meetings Chair weekly coordination meetings on behalf of the Owner, with participation from the Architect, Interior Designer, GC, sub-trades, landlord, and Owner-awarded vendors. Ensure each party provides updates on schedule, scope, and deliverables. Document meeting minutes, assign action items with deadlines, and distribute to all parties to enforce accountability.

Action Tracking Maintain a live action log capturing commitments from all parties. Track responsibilities and deadlines transparently so the Owner can clearly see progress and outstanding issues.

Change Management Oversight Monitor RFIs, change orders, and budget adjustments across the project. Confirm that the GC, Architect, and Interior Designer are managing the technical review process, while providing the Owner with independent observations and recommendations before commitments are made.

Stakeholder Alignment Act as a consistent point of integration across all parties, ensuring the Owner’s priorities are clearly reflected in project planning. Provide impartial reporting that helps resolve conflicts before they escalate.

On-Site Representation Provide an active Owner’s presence on site throughout construction, attending regular site walks, monitoring progress, and observing coordination between trades. Represent the Owner’s interests directly, ensuring accountability and transparency across GC, sub-trades, consultants, and vendors.

Millwork Oversight Closely track the millwork package given its scale and importance. Monitor design approvals, shop drawings, fabrication status, QA/QC, shipping, and installation. Provide the Owner with updates on progress and risks, and confirm that coordination with GC construction activities is occurring.

International Vendor Integration Support the integration of deliverables from international vendors. Ensure details, materials, and shipments are coordinated with local construction practices, landlord requirements, and the project schedule.

Progress Reporting Issue weekly/ bi-weekly progress reports to the Owner including photo documentation, updated schedule status, procurement milestones, and risk tracking. Provide clear summaries of what has been completed, what is at risk, and what actions are being taken.

Quality Oversight Observe site work for alignment with approved samples, mock-ups, and design intent. Where workmanship or finishes deviate from expectations, raise concerns immediately with the GC and design teams for correction.

Budget & Invoice Reviews Review GC and vendor invoices against contracts, budgets, and observed progress. Provide the Owner with recommendations before approvals are made, ensuring payments reflect real progress and contractual obligations.

Stakeholder Representation Act as the Owner’s representative in all meetings and site interactions. Ensure Owner’s priorities are consistently communicated and that decisions made on site are aligned with budget, schedule, and design intent.

Risk Monitoring & Mitigation Update the project risk register during construction, flagging emerging issues such as delays, coordination conflicts, or vendor performance concerns. Present risks to the Owner with recommended mitigation steps.

Equipment Purchases Monitor the selection and purchasing of kitchen and specialty equipment to confirm alignment with budget, design intent, and operational functionality. Track approvals, production, and delivery status. Ensure that installation requirements are clearly communicated to the GC and that connections, utilities, and site readiness are accounted for in advance. Provide the Owner with updates on progress and risks.

Furniture Purchases Track procurement of furniture sourced locally and internationally, including approvals, production, shipping, and customs clearance. Monitor schedule impacts related to long-lead items and coordinate with GC and landlord to confirm delivery logistics and site access. Provide the Owner with visibility into risks and recommend mitigation strategies where delays are possible.

Owner-Awarded Agreements Maintain oversight of all Owner-awarded vendor agreements (furniture, millwork, signage, technology, specialty consultants, etc.). Track budgets, deliverables, and schedules for each. Confirm integration of vendor deliverables into the GC’s sequencing, while keeping the Owner informed of cost exposure or potential delays.

Vendor Communication & Coordination Act as the Owner’s point of contact for both international and local vendors. Monitor communication to ensure critical information (design details, delivery timelines, installation requirements) is being addressed by the responsible parties. Anticipate risks — such as shipping delays, misaligned scopes, or approval backlogs — and bring them forward early with recommended next steps.

Procurement Integration Consolidate procurement schedules from all Owner-awarded vendors and confirm they are properly reflected in the GC’s master schedule. Highlight potential conflicts, missing dependencies, or unrealistic sequencing to the Owner, ensuring all deliverables are coordinated with site readiness and installation milestones.

Budget & Compliance Oversight Review vendor invoices and payment applications against agreed scope, budget, and progress. Advise the Owner on whether payments are aligned with actual performance before approvals are made. Confirm vendors are meeting contractual requirements and flag any areas requiring clarification.

Deficiency Management Monitor and track the deficiency process to confirm all items are properly identified, assigned, and resolved. Ensure the GC, millworker, and vendors complete corrections in a timely manner, and provide the Owner with regular updates until all deficiencies are closed. Confirm that quality meets the approved samples and design intent prior to turnover.

Handover Documentation Oversee collection and organization of all project close-out materials, including warranties, operating manuals, maintenance instructions, and as-built drawings. Confirm that the GC and vendors provide complete documentation in both hard copy and digital formats. Deliver an organized package to the Owner that can be easily referenced for ongoing operations.

Final Budget & Schedule Review Provide the Owner with a reconciled review of the final project budget and schedule. Highlight any variances from initial forecasts, explain the drivers behind those variances, and summarize lessons learned. This ensures transparency and supports informed planning for future projects.

Post-Occupancy Support Remain available during soft opening and the early operational period to support the Owner in resolving outstanding issues with vendors, consultants, or the GC. Provide a structured approach to warranty claims, late adjustments, or performance concerns that arise once the restaurant is operational.

Performance Verification Confirm that systems, equipment, and finishes are operating as intended. Oversee that any commissioning requirements are satisfied and that staff are trained by the appropriate vendors on maintenance and operation procedures.

Close-Out Reporting Prepare a final close-out report summarizing project performance against objectives (budget, schedule, design quality, operational readiness). Provide the Owner with a clear record of the project’s outcome and key takeaways for future initiatives.

Bauvik offers a suite of optional services that can be engaged individually to provide added certainty, coverage, or technical depth. These services will be priced separately upon request.

Technical Enhancements

3D Laser Scanning & Digital Documentation Provide high-accuracy scans of existing conditions and site progress. Create time-stamped digital records that verify progress, reduce disputes, and support future facilities management.

BIM Integration & Clash Detection Conduct digital coordination of architectural, MEP, and millwork elements to identify and resolve conflicts before they reach the site. Provide model-based reporting to minimize rework and delays.

Site Monitoring – Live Feed Install secure live-feed cameras on the project site, giving the Owner real-time visibility into construction activities. Provides a continuous, unbiased record of site progress and supports proactive issue resolution.

Commissioning & Systems Verification Independently verify that mechanical, electrical, and kitchen systems operate as intended. Oversee training of staff by vendors where required.

Staffing & Site Support

Enhanced Project Management Support Expand Bauvik’s coverage by adding a dedicated coordinator or assistant project manager to track RFIs, submittals, and daily progress on behalf of the Owner.

Site Superintendent Provide daily site presence focused on monitoring quality, sequencing, and safety.

Installation & Labour Support Supply trained staffing for installation of Owner-supplied items (furniture, artwork, signage, decorative elements, specialty fixtures). Coordinate delivery, staging, and quality control of all Owner-directed installations.

Procurement & Specialty Services

Custom Procurement Management Manage the tendering, evaluation, and delivery of specialty items such as lighting, feature walls, signage, or architectural metal/glass packages. Provide Owner with structured oversight of cost, schedule, and quality.

General Contracting Support Services Deliver limited-scope general contracting services for elements outside the GC’s contract (e.g., specialty installations, owner-supplied items) under a separate agreement.

Post-Occupancy Optimization Provide operational support during the first 90 days after opening to address deficiencies, monitor vendor responsiveness, and fine-tune systems or schedules.

Design Services

Shop Drawing Development Preparation of detailed shop drawings for millwork, custom features, or Owner-supplied elements to ensure design intent is translated into buildable details.

Code Compliance Review Review of design packages for compliance with local building codes, accessibility standards, and landlord requirements. Identify compliance issues early, reducing approval risks.

Design Assist Provide targeted support focused on constructability, material selection, and coordination between design intent and fabrication/installation methods. This service complements the Architect and Interior Designer by resolving execution details without altering overall design direction.

3D Visualization & Documentation Create digital models or renderings to validate design concepts and support Owner decision-making for layouts, finishes, and custom features

FEE STRUCTURE

Professional Services Rates Bauvik offers a tiered rate structure to align resources with the level of expertise required:

Senior Project Manager – $145.00/hour

Project Manager – $115.00/hour

Project Coordinator – $100.00/hour

Site Superintendent – $115.00/hour

ENGAGEMENT MODEL

Bauvik recommends a phased level of engagement, recognizing that hours will naturally scale with the project lifecycle:

Months 1–2: Early Engagement (Approx. 24–32 hours/week) Focus on foundational planning and integration of Owner-awarded scopes. Typical services include:

Drawing and scope alignment reviews

Procurement and vendor tracking

Development of master schedule

Establishment of risk register and reporting systems

Chairing weekly project meetings

Months 3–5: Ramp-Up to Delivery (Approx. 32–40 hours/week) Increased involvement during peak site activity and installation phases. Typical services include:

On-site representation multiple days per week

Oversight of critical scopes (e.g., millwork, equipment, FF&E)

Integration of international vendors with local contractors

Expanded quality monitoring and progress reporting

Close-out preparation and turnover coordination

Engagement Flexibility

The level of weekly engagement selected by the Owner determines the breadth of services provided.

At ~24 hours/week, services focus on essential oversight, reporting, and schedule/procurement tracking.

At ~40 hours + week, all items outlined in the Scope of Services are covered comprehensively, including expanded site presence, detailed quality oversight, and risk management.

Invoicing will occur bi-weekly, with detailed logs of hours and activities provided.

TERMS AND CONDITIONS

Scope of Responsibility

Bauvik will act as the Owner’s Representative, providing oversight, reporting, and coordination as outlined in the Scope of Services.

Bauvik is not the General Contractor, Architect, or Interior Designer and does not assume responsibility for their contractual obligations, technical reviews, construction means and methods, or design decisions.

Bauvik’s role is to monitor, coordinate, and report to the Owner, ensuring accountability across all parties and providing independent recommendations.

Bauvik does not warrant or guarantee project outcomes (budget, schedule, quality) but will proactively identify risks, recommend mitigation strategies, and support the Owner in decision-making.

Risk & Liability

Bauvik will exercise reasonable skill and care in carrying out its services.

Bauvik will not be held liable for errors, omissions, delays, or deficiencies caused by consultants, contractors, vendors, or third parties outside of its direct control.

The Owner remains the contracting party with the GC, consultants, and vendors; Bauvik’s role is advisory and representational.

Insurance requirements will be maintained by Bauvik for professional services.

Flexibility

Services will be scaled to the Owner’s needs and level of engagement (hours per week).

If the Owner requests additional hours or services beyond the agreed allocation, Bauvik will accommodate subject to availability, with fees applied at the agreed hourly rate.