Navigating the Complexities of Large-Scale Restorations: Essential Considerations for Institutional Property Owners

Embarking on a large-scale historic restoration or conservation project presents unique challenges and risks for institutions and other property owners. These projects often require modifying existing spaces to accommodate contemporary uses and facility needs – ranging from acoustics to mechanical systems – for which these spaces were not originally designed.

It is critical to have a trusted resource helping owners better anticipate challenges, adapt to unforeseen circumstances, and balance competing priorities. With the right planning and management strategy, a trusted project team can help navigate a complex process and present clear options for decision-making each step of the way.

There are several key considerations to keep in mind when planning and implementing construction within historically sensitive buildings:

1. Thoroughly Understanding Existing Conditions

A fundamental challenge in approaching historic buildings lies in the ability to thoroughly assess the existing facility conditions. Documentation on original drawings, past renovations, and knowledge of current conditions is oftentimes incomplete at best. Conducting in-depth due diligence to develop a full understanding of the building is essential before any work kicks off. If done well, and in coordination with the right team of experts, this comprehensive preliminary investigation can establish the right scope of work and appropriately inform expectations on the overall budget requirements.

Some critical best practices to keep in mind during this phase include:

• Developing the right due diligence plan to obtain the most complete picture of the existing building and the areas of risk
• Partnering with consultants to utilize new technologies to perform building scans (3D laser scanning, radars, aerial drone surveys, etc.) in order to help fill in record gaps and to better understand what level of investment is reasonable based on the specific project needs
• Facilitating probes to investigate building infrastructure to inform the budget, design and construction requirements
• Developing early budgets and contingency strategies that directly respond to the information and areas of potential risk identified

2. Building the Right Team of Specialists

Successful historical restorations require bringing together a diverse team of specialty consultants and technical experts. It is critical to have a project manager that can help owners carefully curate the entire project team. This will help ensure that all aspects of the restoration are being addressed by qualified professionals with experience in the building type, specific restoration processes, and local approvals requirements.

By partnering with owners early in the project planning process, experienced project teams can play an important role in:

• Facilitating the selection process and setting up the appropriate contracting strategy to maximize the owner’s interests
• Articulating the full scope of work, including all specialty restoration elements
• Facilitating the coordination and needs between the diverse stakeholders, including owners, preservationists, regulators, and other community stakeholders
• Providing quality control of consultant deliverables and supporting the resolution of contract issues or scope amendments where necessary

3. Developing a Regulatory Approvals Strategy

Many historic preservation projects, especially those with Landmarks designation by a local or national regulating body, require the navigation of a complex approvals landscape. A skilled team can help map out the approvals process, develop strategies to engage with key stakeholders, and develop the appropriate mitigation plans to prepare for the various possible outcomes. Proactive planning and staying ahead of the process will help mitigate impacts to the project schedule and overall budget.

The project management team typically facilitates the process that involves:

• Advising on options and processes for securing approvals with the appropriate local, state, and federal agencies with jurisdiction over the project
• Engaging and communicating with key stakeholders and constituents to build consensus around the proposed program and approach
• Preparing with the consultant team to be able to navigate different outcomes and milestones throughout the approvals process
• Mitigating potential impacts to the budget, schedule, and overall delivery plan

4. Defining Infrastructure Needs and Sustainability Goals

Modern building systems are not designed the same way that they were fifty or one hundred years ago. Today, there are new technologies being utilized that have created opportunities to optimize energy efficiency, system performance, and building operations. Determining how to upgrade historic infrastructure while integrating modern technologies is an important early conversation – one that often involves considering the tradeoff of substantial upfront investments for the benefit of reduced long-term operational costs.

This can include:

• Evaluating infrastructure upgrades within the context of long-term operational & maintenance cost projections
• Understanding optimal space needs for distribution of infrastructure within existing facilities
• Reviewing the systems options proposed by the engineering team to determine where there are opportunities to truly “add value” and align with the Owner’s financial or sustainability goals
• Utilizing mockups of restoration approaches and technologies during early design phases to assess feasibility and cost-effectiveness

5. Long-term Maintenance and Operations Planning

Ensuring the longevity of a restored historic property requires investments and careful planning for ongoing maintenance, operations, and staff training early in the design stage. By focusing on long-term care, institutions can protect their investment and preserve their real estate assets for generations to come.

As part of their approach, the team should ask the right questions to ensure the following issues are thoroughly addressed:

• Developing comprehensive maintenance plans and schedules tailored to the facility
• Ensuring future upgrades and replacements of key infrastructure and systems are accounted and budgeted for based on known anticipated lifecycle projections
• Establishing partnerships with specialized maintenance providers familiar with the building systems, or confirming the appropriate training is in place for in-house staff to fulfill these needs in advance of opening

Historical restoration projects require careful orchestration of multiple specialists, stakeholders, and complex requirements. With experienced project management leadership guiding the process, institutions can successfully transform their historic properties to meet modern needs while preserving their architectural and cultural significance for future generations. The key lies in thorough planning, assembling the right team, and maintaining a long-term perspective throughout the entire project lifecycle.