Renovation projects come with a unique set of challenges. Existing conditions, occupied spaces, multiple stakeholders, tight schedules, and unexpected discoveries can all have an impact on a project’s success.
This month, we’re focusing on the importance of planning for what you know, preparing for what you don’t, and keeping everyone aligned along the way. From building the right contingency into a renovation budget to coordinating stakeholders and identifying hidden conditions early, a little extra planning on the front end can make a big difference once construction begins.
At CC&E, our goal is to help project teams anticipate challenges early, make informed decisions, and keep projects moving forward with confidence.
September’s Quick Take
Estimating Edge: Renovation Contingency
Renovations carry uncertainties that new construction often does not. Hidden conditions, aging systems, code deficiencies, hazardous materials, and work within occupied facilities can quickly impact a project budget.
That’s why contingency should reflect the project’s design stage and level of uncertainty.
As a general guide, we recommend:
- 15–25% during pre-design (master planning and feasibility)
- 10–15% during concept and schematic design
- 5–10% at design development
- 0–5% at construction documents
As unknowns are resolved, contingency can be reduced while maintaining appropriate protection for remaining renovation risks.
A well-planned contingency provides flexibility to address unforeseen conditions without compromising project priorities.
Behind the Estimate
Renovation estimating goes beyond pricing what’s shown on the drawings.
Estimators must also consider what may be hidden, including building age and condition, structural deficiencies, outdated MEP systems, hazardous materials, and potential code upgrades.
Project logistics are equally important. Occupied spaces, phasing, site access, and impacts to contractor productivity can significantly affect cost.
Identifying these risks early helps create a more reliable budget and reduces the likelihood of costly surprises during construction.
Owner/Architect Insight
This section looks at how clear roles, communication, and coordination help project teams manage the many priorities involved in renovation and capital improvement projects.
Managing Multiple Stakeholders
As owners and project teams plan renovations and capital improvements, one of the greatest challenges is managing the many stakeholders who influence a project.
Owners, architects, facility teams, finance departments, occupants, and contractors may all bring different priorities and expectations.
Establish Clear Roles Early
Effective stakeholder management starts with establishing clear roles, decision-making authority, and communication protocols early.
This helps prevent conflicting direction, delays, and costly rework while keeping decisions aligned with the project’s cost, schedule, and overall goals.
The Owner’s Representative as a Central Point of Coordination
An experienced Owner’s Representative can serve as a central point of coordination, helping manage competing priorities, facilitate communication, and anticipate concerns before they become project issues.
Successful projects require more than good design, they require alignment.
Establishing expectations early creates a stronger foundation and helps the entire team move forward with confidence.
September’s Hard Hat Tip: Scheduling Around the Academic Calendar
Scheduling construction projects around the academic calendar is essential for minimizing disruptions to students, faculty, and school operations.
Planning major work during holidays, weekends, or summer breaks allows contractors to complete noisy, hazardous, or disruptive activities with minimal impact on learning.
This approach improves safety, maintains educational continuity, supports efficient project management, and helps schools reopen on time with completed facilities ready for use.
Catch Us at COGENCE!
Brandon and Gina will be at the 2026 COGENCE Town Hall in Cleveland, September 15-16.
If you’re attending, be sure to say hello, we hope to see you there!
Ready to Talk Through Your Project?
CC&E helps owners and architects make confident construction cost, schedule, and scope decisions from the earliest planning stages.