Update the Cx team and confirm roles for the Design Stage

Jeremy Curtis

Published: Aug 18, 202610 min read

Learn how to update your Commissioning (Cx) Team and confirm member roles before Design Stage commissioning begins. Aligned with ASHRAE Guideline 0-2019 and Standard 202-2024, this guide covers verifying binding decision authority, briefing replacement FM and O&M staff on the accepted OPR, integrating early ECI contractors, and reissuing the approved Cx Organisation Chart prior to the Stage 2 Kick-off Meeting.

Purpose of the step

This step establishes the structure, authority, and committed availability of the Commissioning (Cx) Team for Stage 2, ensuring all roles are verified before Design Stage commissioning commences. This process directly implements [ASHRAE Guideline 0-2019, Section 6.2.1], [ANSI/ASHRAE/IES Standard 202-2024, Section 5.2.1], and the roles and responsibilities framework set out in [SSPC 300 Annex 21].

This step guarantees that:

✅ The design team is formally integrated as active commissioning participants from the commencement of Stage 2, with named discipline leads holding the binding authority required to resolve review findings on behalf of their companies.

✅ Any changes to Facility Management (FM), Operations & Maintenance (O&M), Owner or any other CxP Team member representation since the Stage 1 OPR workshop are identified and updated, ensuring new personnel are fully briefed on the accepted OPR and initial Cx Plan before they participate in design reviews or Basis of Design (BOD) decisions.

✅ On Early Contractor Involvement (ECI), design-build, or two-stage tendering delivery, construction contractors engaged during the Design Stage are formally integrated into the Cx Team with their commissioning obligations clearly documented from the point of their engagement.

✅ You must identify and escalate any authority gaps, representation gaps, or team structure issues to the Owner in writing before the Stage 2 Design Kick-off Meeting [Stage 2, Step 3], ensuring all roles are fully resolved prior to the first design review cycle.

✅ The updated Cx Organisation Chart is in active circulation before the Design Stage Kick-off Meeting [Stage 2, Step 3], ensuring every participating party understands the team hierarchy and reporting lines before the session begins.

Inputs and Outputs

Required Inputs

Expected Outputs

Accepted Cx Organisation Chart (from [Stage 1,Step 2]) detailing Pre-Design roles, authority levels, and communication pathways.

Updated Cx Organisation Chart (issued to all parties) confirming current Stage 2 CxP Team, active communication routing, and direct Owner reporting lines.

Owner-Signed Owner's Project Requirements (OPR) from [Stage 1, Step 8], establishing the complete performance criteria and training mandates for Stage 2 design reviews.

Written Authority Confirmations establishing that all design team leads hold documented, binding authority to respond to and resolve CxP design review findings.

Owner-Accepted Initial Commissioning Plan from Stage 1, Step 11], defining the baseline commissioning scope, schedule, and review procedures.

Replacement Briefing Records (for new FM, O&M, design team or other personnel) documenting formal receipt, training, and written understanding of the accepted OPR and initial Cx Plan.

Executed Design Services Contract with verified commissioning obligations embedded (from [Stage 1, Step 15] and [Stage 1, Step 16]), confirming the designer's contracted Cx deliverables and meeting obligations.

Formal Escalation and Resolution Record documenting any unresolved authority or representation gaps submitted to the Owner, with the Owner's written direction appended.

Stage 1 Lessons-Learned Register (rom [Stage 1, Step 5]) containing critical team-structure and communication recommendations to prevent design-stage bottlenecks.

Confirmed Cx Team Member team list ready for active coordination at the Stage 2 Design Kick-off Commissioning Meeting [Stage 2, Step 3].

Active Contractor Registry (where Early Contractor Involvement (ECI), design-build, or fast-track procurement is active) identifying contractors engaged during the Design Stage.

ECI Contractor Integration Records documenting the formal addition of early contractors to the Cx Team, with their specific design-phase obligations registered .

Step Checklist

Update the Cx Organisation Chart: Revise the chart to reflect the active Stage 2 team, including all named design team leads and key technical discipline leads as active commissioning participants.
Verify Binding Decision Authority: Confirm and record that every named Cx Team member holds the formal, written authority to make binding commissioning decisions on behalf of their parent organisation.
Resolve Representative Gaps: Document and report any designated team member who lacks binding decision authority to the Owner in writing, establishing a clear path to obtain a delegate with full signing power.
Verify and Brief FM, O&M Personnel & Others: Confirm current Facility Management (FM), Operations & Maintenance (O&M) and other personnel assignments. For any new representatives who did not attend the Stage 1 OPR workshop, conduct a formal briefing session and obtain their written sign-off confirming they have read and understood the accepted OPR and initial Cx Plan.
Confirm Design Lead Autonomy: Verify that the appointed design team commissioning lead holds direct, contracted authority to respond to and resolve CxP design review findings without being delayed by a secondary internal corporate approval loop.
Integrate Early Construction Contractors: On projects utilizing Early Contractor Involvement (ECI), design-build, or fast-track procurement, formally add all engaged contractors to the Cx Team roster and document their specific design-phase commissioning obligations from the day they are appointed.
Formally Escalate Resource Gaps: Submit any outstanding gaps in team authority, resource availability, or stakeholder representation to the Owner as a formal, written escalation record, and log the Owner's written direction.
Distribute the Updated Chart: Issue the revised and version-controlled Cx Organisation Chart to all team members, securing written confirmation of receipt and archiving the distribution record in the central project document management system.
Prepare for the Kick-off Meeting: Place the updated Cx Organisation Chart, the stakeholder briefing records, and all unresolved authority escalation records on the pre-distributed agenda for the Kick-off Design Commissioning Meeting [Step 3] to ensure immediate team verification.

How to

This section defines the chronological sequence of six sub-steps required to update, verify, and formally establish the Stage 2 Commissioning (Cx) Team before any active design commissioning work begins.

Quick Reference:

✅ 4a: Review the Stage 1 Cx Team record and identify what has changed

✅ 4b: Confirm binding authority for every Cx Team member

✅ 4c: Brief replacement FM and O&M participants

✅ 4d: Integrate ECI and Design-Build contractors (where engaged)

✅ 4e: Update and reissue the Cx Organisation Chart

✅ 4f: Escalate unresolved gaps to the Owner before the Kick-off Meeting

The Commissioning (Cx) Team established at Stage 1 was built around Pre-Design Phase participants: the Owner's representatives, the Commissioning Provider (CxP), and pre-design programming professionals. Even if the design professionals were appointed early enough to observe Stage 1, Stage 2 is when they officially transition into active commissioning members. Additionally, it is common for the Owner's FM or O&M representation to have changed since the OPR workshop. You must compare the Stage 1 Cx Team record against the current project directory, identify every change, and treat each shift as a gap requiring written resolution before Stage 2 proceeds.

Review the accepted Cx Organisation Chart from [Stage 1, Step 2] and list every named member, their role, and their confirmed authority level.
Contact the Owner's Representative to check current FM and O&M representation. Find out who attended the OPR workshop and who is assigned to [Stage 2] now.
Confirm which design team leads are appointed and which engineering disciplines are active in [Stage 2].
For ECI, design-build, or fast-track projects, check with the Owner's Representative to see which construction contractors are hired. Check if commissioning tasks are written into their contracts.
Write down every change to the [Stage 1, Step 2] Cx Team list as a gap that needs a formal solution (such as new members to add, departed members to replace, or changed roles).

What to Watch

Compare the Stage 1 records side-by-side with the current project directory. Do not just do a quick scan, because a quick scan easily misses personnel changes. If an O&M representative has changed since the OPR workshop, you must formally brief the new person on the accepted OPR and Cx Plan before they start design reviews.

Common Issues

IssuesWhat it looks like in practiceWhy it causes trouble

Design team lead cannot make binding decisionsThe CxP writes a design review comment. The design representative says they must check with their director before responding. Every comment requires a second review loopThis doubles the time of each design review cycle. The CxP must waste time chasing down responses that the representative should have been allowed to resolve immediately

New FM or O&M staff are not briefedA new FM representative attends the Kick-off Meeting and the first design review without reading the Owner's Project Requirements (OPR). They do not know what the OPR requires or whyDesign changes that violate the OPR access or maintenance rules are not caught. Because the new staff do not know the requirements, these mistakes are built into the design and are only found during testing or handover

Keeping the old Stage 1 Organisation ChartThe design leads, new FM staff, and early contractors are missing from the commissioning team record. The CxP sends emails to old contacts, and communication paths are unclearPeople make decisions without being listed on the official team chart. This makes it unclear who has the power to accept the Basis of Design (BOD) or close out Issues Log items

Early contractor [ECI] commissioning duties are not documentedAn early contractor attends design meetings and talks about checklists. When the construction stage starts, they argue that commissioning is not in their contractThe CxP cannot force the contractor to complete checklists or support testing. This is because they were involved informally but never had commissioning officially written into their contract

Reporting authority gaps verbally instead of in writingThe CxP tells the Owner's Representative in a casual conversation that the design lead lacks decision power. Nothing is written down, so no action is takenIf design reviews are delayed later, the CxP has no written proof that they warned the Owner about the authority gap. The Owner can claim they did not know about the risk

Sharing the updated chart too lateTeam members see the new chart for the first time at the Kick-off Meeting [Stage 2, Step 3]. They spend meeting time arguing about who has authorityThe Kick-off Meeting gets bogged down in team organization arguments. The actual technical work—like confirming the OPR, the review schedule, and the project programme—is delayed

Key Terms

Cx Team

The full group of specialists and representatives who carry out the commissioning work. Led by the Commissioning Provider [CxP], this team includes Owner representatives, facility operators [FM and O&M], design leads, and early contractors.

Cx Organization Chart

The formal diagram showing the commissioning team structure: who is on it, what role and authority each member holds, and how the CxP sits in the governance hierarchy for commissioning decisions and escalation. Distinct from the project's general org chart.

Binding authority

The power to make decisions, issue instructions, or enter agreements that legally or contractually commit another party. Unlike an advisory role, it allows a person to act on that party’s behalf within the applicable limits of their authority.

Early Contractor Engagement (ECI)

A project method where construction contractors are hired early during the Design Stage [Stage 2] instead of waiting for the Construction Stage [Stage 3]. Their commissioning duties start as soon as they are hired.

Cx Team Record

The accepted team chart and list of members from the Pre-Design Stage. This is used as the starting point for the team review.

Authority gap

When a team member does not have the written power to make decisions for their company. This gap must be reported to the Owner in writing and resolved before the Kick-off Meeting.

Decision Points

This table highlights the key decisions to establish a working control structure for this step.

DecisionWho decides

Who represents the Owner on the Cx Team for [Stage 2], and do they have the power to make binding commissioning decisions?Owner / Representative

Does the design team lead have the power to respond to design reviews and close issues without needing secondary internal approvals?Owner / Representative

Which FM and O&M representatives are assigned to [Stage 2], and do we need to replace or supplement anyone who attended the [Stage 1] OPR workshop?Owner / Representative

Are early ECI or design-build contractors formally added to the Cx Team at [Stage 2], and what are their specific obligations?Owner / Representative

Can the project proceed to the [Stage 2] Kick-off Meeting with unresolved authority or team gaps, and what risks are accepted in doing so?Owner / Representative

Does the updated Cx Organisation Chart accurately show the full [Stage 2] team, and has the Owner formally accepted it?Commissioning Provider

Does the updated team structure require a formal update to the active Commissioning (Cx) Plan?Owner / Representative

Timing and sequencing

Step 1 begins at the start of the Design Stage [Stage 2]. It runs at the same time as [Stage 2, Step 2](checking design contract obligations) [Step 2]. You must complete [Step 1] before the [Stage 2] Kick-off Meeting [Step 3] begins.

Earliest Start: Start this step as soon as the Owner accepts the [Stage 1] Closeout Report and gives the official order to start [Stage 2].
Latest Acceptable Start: You must complete the updated Cx Organisation Chart and collect all written authority forms before you issue the Kick-off Meeting [Stage 2, Step 3] agenda. Send these documents to the team at least 48 hours before the meeting.
Dependencies: [Step 1] runs at the same time as [Stage 2, Step 2]. You cannot start the Kick-off Meeting [Stage 2, Step 3] until [Step 1] is fully complete.
Handling Early Design Work [Fast-Track Projects]: On some projects, design work starts early or informally before [Stage 2] officially begins. If this happens, you must complete [Step 1] immediately. Do not wait for the next project milestone. You must confirm team roles and authority before the team conducts any design reviews.
Contractor Additions: On ECI or design-build projects, you must add construction contractors to the Cx Team within five working days of their official appointment.

Roles and Responsibilities

RResponsible

Assigns FM and O&M representatives for [Stage 2]; confirms OR authority level for [Stage 2] decisions; responds to written escalations from CxP on authority gaps

AAccountable

Formal authority to accept or reject the organisation chart for the [Stage 2] Cx Team; accountable for all unresolved gaps proceeding into [Stage 2] with Owner acceptance

CConsulted

IInformed

Receives updated Cx Organisation Chart; receives written record of all authority gap escalations and their resolution

Documents Produced

This table summarises the main records this step should generate, who owns them, what they contain, and where they are used later.

Format / contentA diagram or table listing every [Stage 2] commissioning team member. It shows their name, company, role, decision power (binding, advisory, or informed), and primary contact details. It also shows the escalation path.

Where it is usedShared with the team before the Kick-off Meeting [Stage 2, Step 3]. Used as the master contact list for design reviews, Issues Log assignments, and progress reporting throughout [Stage 2]. It is put directly into the appendix of the active Commissioning (Cx) Plan [Stage 1, Step 10].

ASHRAE References

DocumentRequirement / practical use in

ASHRAE Guideline 0-2019Section 5.2.1.1

Establishes that CxP Team members must be available for meetings, have qualifications to contribute to the work, and hold authority to make decisions binding on the firms and constituencies they represent; the authority confirmation requirement in 4b derives directly from this clause.

ASHRAE Guideline 0-2019Section 5.2.1.4

Establishes that the CxP Team evolves as a project progresses and that contractors and vendors may join after they are under contract; on ECI routes, this means contractor Cx Team membership begins at engagement, not at Stage 3 contract execution.

ASHRAE Guideline 0-2019Section 6.2.1.2

Identifies the essential members of the Design Phase commissioning team, including the Owner's representatives, CxP, and design professionals

ASHRAE Guideline 0-2019Section 6.2.1

Defines the Design Phase Cx responsibilities of the CxP Team; the requirement to build and maintain cohesion and cooperation and to confirm RFP team roles are the direct basis for this step.

ASHRAE Guideline 0-2019Section 6.2.3

Mandates updating and expanding the commissioning plan during the Design Phase to add roles, responsibilities, and detailed milestones for construction

ASHRAE Guideline 0-2019Section 6.2.3.4

Requires that Construction Phase and Occupancy and Operations Phase roles and responsibilities of CxP Team members, including new members, be clearly defined based on unique experience and knowledge; professional and services agreements must be modified to reflect scope; this informs the ECI contractor documentation requirements at 4d.

ASHRAE Guideline 0-2019Section 6.3.1

Requires the Owner to formally accept the Basis of Design (BoD) and the updated OPR during the Design Phase, following the CxP's review

ASHRAE Standard 202-2024Section 5.1.3

States that the Owner shall provide direction, reviews, and acceptance as required throughout the project and the Cx; the Owner's role in resolving authority gaps [Section 4f] and accepting the updated Cx Organisation Chart flows from this clause.

ASHRAE Standard 202-2024Section 5.2.1

Requires the Owner to include in Design and Construction Teams' contracts their defined roles and responsibilities in the Cx; this underpins the escalation requirement at 4f where contractor or design team appointment gaps are found.

ASHRAE Standard 202-2024Section 5.2.7

Obliges the Design Team, by contract, to review, respond to, and participate in resolving issues identified during the commissioning design reviews

ASHRAE Standard 202-2024Section 7.3.1

Requires the Owner to approve the master Commissioning Plan and establish a process for approving any subsequent revisions

ASHRAE Standard 202-2024Section 10.2.3

Requires the Design Team and Owner to respond to design review comments, and mandates that unresolved issues be escalated to the Owner for final direction

ASHRAE SSPC 300 Informative Annex 21-2024Sections 21.1, 21.2, 21.3

Provides detailed role descriptions and responsibilities for the Owner [21.1], Cx Provider [21.2], and Design Professional [21.3] in a comprehensive Cx; used as the authority and responsibility framework underpinning the RACI table in Section 9 and the authority confirmation requirements in 4b.

ASHRAE SSPC 300 Informative Annex 21-2024Section 21.1(c)

Requires the Owner to assign operations and maintenance (O&M) personnel to participate in Design Phase coordination meetings

ASHRAE SSPC 300 Informative Annex 21-2024Section 21.2(e)

Mandates that the CxP prepare the initial Commissioning Plan and update it during each phase of the project

ASHRAE SSPC 300 Informative Annex 21-2024Section 21.3(f) & (g)

Requires the Design Professional to attend design coordination meetings and respond to CxP review comments in a timely manner

ASHRAE Guideline 4-2019Section 4.1(b)

Establishes that the Design Team is responsible for preparing its portion of O&M documentation and specifying requirements for contractors

ASHRAE Guideline 4-2019Section 5.1

Outlines the Planning and Design Phase expectations, stipulating that the scope of O&M documentation must be established during design

ASHRAE Guideline 4-2019Table A-1

Outlines the matrix of responsibilities for developing, updating, and approving O&M and Systems Manuals during the design phase