THE SITUATION

The organization needed to renovate a challenging older building to meet current workplace standards. Leadership required a reliable total project cost before the capital request could be approved and the project could proceed. An early conceptual estimate was essential to confirm the project was viable within the expected budget — and to secure internal approval to move forward.

THE RISK

The initial conceptual estimate, built from the workplace team's test-fit, came in higher than leadership expected. Without disciplined cost control, a project like this — an old building carrying multiple unknowns — could easily have advanced on an optimistic number, only to break budget once design and tender exposed the true cost. Approval based on a soft estimate would have put the entire capital commitment at risk.

WHAT WAS DONE

• Developed a conceptual cost estimate from the client's test-fit to test viability early

• Presented the estimate transparently, then worked directly with the real estate director on cost-saving measures that preserved the project's objectives

• Reconciled scope and budget to a defined construction target

• Applied structured cost control at two critical gates — after schematic design and after construction documents

• Identified where design had drifted from the original intent and drove adjustments to realign scope and budget

THE OUTCOME

Total project cost — design, construction, and furniture — was validated at approximately $3.5M, with construction held to a $2.5M target through both design gates. At competitive tender, the awarded construction contract came in roughly $500 above the validated estimate — within 0.02% — confirming the approved budget carried essentially no surprise risk.