If you’ve worked in architecture and engineering for a while, you know this much is true: just because a building is built, doesn’t mean everything is in working order. That’s where building commissioning comes in. I

t’s not a trendy buzzword. It’s the quality assurance process that actually makes sure building systems do what they were designed to do—for the people who live, work, or operate in the space every single day.

In this guide, I’ll walk you through the basics of building commissioning, common pitfalls A&E firms run into, practical tips to keep projects on track, and how a system like Deltek Vantagepoint can support you through it all.

Let’s get into it.

What Is Building Commissioning?

Building commissioning is a systematic process used to verify and document that all systems and equipment in a building perform according to the owner’s project requirements and the design intent. Think of it like a comprehensive diagnostic run before turning over the keys. HVAC systems, lighting controls, fire and life safety systems, and building automation systems all get reviewed, tested, and tuned.

This isn’t a one-time inspection. A proper building commissioning process begins in the pre-design phase and continues through post-construction. The goal? Deliver a completed building where everything functions properly and reliably, aligned with the original performance expectations and design specifications.

There are three major types of commissioning:

• Commissioning: For new buildings. Confirms systems are installed and operating as intended.
• Re-commissioning: Revisits previously commissioned buildings to verify that systems still meet the owner’s goals.
• Retro-commissioning: Used for existing buildings that weren’t commissioned at all. Often initiated to correct performance issues or reduce energy use.

Each serves a specific purpose depending on the building’s age, performance concerns, and the owner’s needs. Understanding which approach applies helps avoid unnecessary fixes—and wasted dollars. Check out more about this in our blog about commissioning vs. re-commissioning vs. retro-commissioning.

The Role of A&E Firms in Building Commissioning

Whether they’re working alongside a third-party commissioning provider or handling the commissioning scope themselves, A&E firms play a central role in aligning building performance with design intent. Here’s how:

Design and Specifications

A&E firms create the blueprints and building specifications that form the foundation for the building’s systems and performance. These documents translate the owner’s requirements into practical designs and define how systems and equipment should function. Well-written specifications also make it easier for commissioning providers to verify compliance later on.

Collaboration

The success of a building commissioning process depends heavily on coordination between the A&E team and the commissioning provider. A&E firms work closely with the commissioning agent to confirm that the design supports the owner’s goals, system integration is achievable, and performance expectations are realistic. This back-and-forth often starts during the design phase and continues into construction.

Documentation

From schematic drawings and system layouts to product submittals and O&M manuals, A&E firms are responsible for a significant portion of the documentation that fuels the commissioning process. Without timely and accurate documentation, the commissioning provider can’t verify systems or compile a reliable commissioning report.

In-House Commissioning

Some A&E firms handle building commissioning internally, especially on repeat project types or when they have specialized in-house expertise. These firms typically build commissioning into their quality assurance process and take full ownership of the commissioning plan, documentation, testing, and final reporting.

Whether coordinating with external commissioning agents or managing the process internally, A&E firms are foundational to making sure buildings perform as expected. Their involvement ensures that designs translate into real-world performance and that systems function as intended—not just on paper, but in operation.

What Are Some Common Challenges A&E Firms Face in Building Commissioning?

Commissioning sounds straightforward on paper. But once you’re in the field, things can get complicated fast. Let’s talk about where teams often get tripped up.

Late Involvement of the Commissioning Provider

When commissioning providers are looped in after design decisions have been made, they lose the opportunity to influence system selection and layout. That leads to conflicts during installation or functional testing—and more rework than anyone wants.

Vague or Missing Owner’s Project Requirements

Without a clear owner’s project requirements document, it’s tough to know what success even looks like. It leaves too much open to interpretation, which creates friction between the design team, construction teams, and the commissioning provider.

Fragmented Documentation

You’ve got construction submittals, commissioning reports, system testing data—and they’re all in different places. When the commissioning scope isn’t well defined and documents aren’t centralized, project teams struggle to stay aligned.

Disconnected Systems and Equipment

Individual systems may work fine, but that doesn’t mean they work well together. HVAC might not sync with lighting controls. Automation systems might ignore inputs from fire safety systems. Poor coordination between systems leads to poor building performance.

Unrealistic Timelines

This one hits hard. Everyone wants to hit deadlines. But when the commissioning process is squeezed at the end of a project, critical steps like system testing and report generation get rushed—or skipped entirely. That’s how small issues become big ones after turnover.

Each of these challenges can be avoided, which is what we will talk about in our next section.

5 Best Practices for Building Commissioning in A&E

Now that we’ve covered the pitfalls, let’s talk solutions. There are strategies that separate solid commissioning projects from the ones that go off the rails.

1. Start During the Planning Phase

Here’s the thing—if you wait until construction is underway to think about commissioning, you’ve already lost valuable ground. The best time to loop in your commissioning provider is during the project planning or pre-design phase, before the first schematic sketch ever hits the page. Why? Because commissioning isn’t something you tack on at the end—it’s part of the design and construction process itself.

Early involvement gives the commissioning team a chance to review the owner’s project requirements, weigh in on the design intent, and identify potential roadblocks before they make it into the specs. They can also help tailor the commissioning scope to the building type, complexity, and schedule. Starting early leads to fewer headaches during the construction phase, fewer RFIs, and a better shot at a successful commissioning process.

2. Create a Strong, Detailed Commissioning Plan

A lot of firms treat the commissioning plan like a formality. It’s not. It’s your operational backbone. This document outlines who’s doing what, when, and how—and trust me, you want this dialed in before boots hit the job site.

A well-built commissioning plan should cover:

• The commissioning provider’s responsibilities and how they coordinate with other trades
• A timeline that matches project milestones, including time for functional testing
• A breakdown of required documentation: design specifications, submittals, O&M manuals, and test procedures
• Communication protocols—how often meetings happen, what gets logged, and how conflicts are escalated

Think of the plan like your field manual. It helps everyone—from the design team to the general contractor—stay aligned and accountable. Without it, small gaps can turn into big performance issues by turnover.

Bonus: Revisit and update the plan during major project milestones. Commissioning isn’t static, and your plan shouldn’t be either.

3. Foster Consistent Communication

Most commissioning breakdowns I’ve seen over the years come down to one thing: silence. Teams assume someone else is handling it, or they miss a coordination point between trades. That’s why ongoing communication isn’t just nice to have—it’s essential.

Commissioning touches so many moving parts—building systems, submittals, test procedures, warranties—that it demands tight coordination between the design team, construction teams, the building owner, and the commissioning provider. Regular check-ins keep the entire process grounded in the current reality of the project, not just what’s in the drawings.

4. Validate Systems Through Thorough Testing

You can have the cleanest plans, the best gear, and the sharpest installers—but if you skip thorough system testing, you’re guessing, not verifying.

Each major system—HVAC systems, lighting controls, building automation systems, life safety systems—must undergo functional testing to make sure it performs under real-world conditions. This step confirms the systems and equipment were installed per design and meet the performance expectations set by the owner.

Here’s what thorough testing looks like:

• Developing test scripts based on the original design specifications
• Scheduling tests with the general contractor and relevant subs
• Documenting the outcome of each test (pass/fail/deficiency) for the commissioning report
• Verifying sequences of operation and interoperability between systems

It’s time-consuming, but skipping it can compromise building performance and create a mess for the facilities team down the line. Testing isn’t optional—it’s commissioning’s final exam.

5. Invest in the Right Software

You don’t need to be a tech guru, but you do need a centralized system to manage documentation, tasks, and submittals. Using dedicated building commissioning software reduces errors and gives visibility across the entire process.

When everyone’s working from the same data, you get fewer missed deadlines, better documentation, and cleaner handoffs. Plus, using software early in the building process helps you collect data that improves future projects—especially for firms that offer existing building commissioning or re-commissioning services

Following these practices sets the stage for a successful project handover, satisfied clients, and fewer post-construction surprises.

How Deltek Vantagepoint Helps

Source: Deltek.com

You’ve got processes, plans, and goals—but keeping them aligned across teams and phases? That’s where Deltek Vantagepoint comes can help. It’s built for A&E firms who need real-time visibility, not spreadsheet chaos.

Here’s how it supports building commissioning teams:

• One Hub for All Project Data: Everything lives in one place—schedules, milestones, commissioning plan updates, documentation. You don’t have to chase down files or email updates.
• Clear Task and Milestone Assignment: Assign building commissioning activities to specific team members and track them in relation to the construction process. It helps keep the commissioning provider and project teams accountable.
• Smarter Resource Management: Need to see who can handle the lighting controls walk-through next week? Want to check if your commissioning provider is maxed out? Vantagepoint helps you avoid burnout and scheduling conflicts.
• Budget Tracking That’s Actually Useful: Get a live view of budgets tied to commissioning scope, phase progress, and invoicing. You’ll catch issues early and bill accurately—two things that make project managers and building owners very happy.
• Document Control That’s Built for A&E: With built-in versioning, audit trails, and centralized access, you never lose track of OPRs, construction submittals, or commissioning reports. Everything’s organized and accessible when you need it.
• Built-In Communication Tools: Connect the general contractor, design team, commissioning provider, and the building owner within one system. It improves collaboration and keeps expectations aligned.
• Field-Friendly Mobile Access: Field teams can upload data, review updates, and mark off testing milestones in real time—right from the site. That means fewer delays and a cleaner closeout.

Whether you’re managing a new building or tackling existing building commissioning, Deltek Vantagepoint gives you a system that works the way your teams do.

Conclusion on Building Commissioning

Let’s be real: building commissioning takes effort. But that effort pays off in better performance, happier owners, and fewer costly callbacks. When firms commit to the full process—from pre-design planning to post-construction documentation—they get buildings that actually perform the way they’re supposed to.

A strong commissioning provider, a clear commissioning plan, and a system like Deltek Vantagepoint to keep everything on track? That’s how A&E firms deliver value over the long term. Not just for this project, but for the building’s lifespan.

Key Takeaways

• Building commissioning is essential to verifying that systems meet design and performance goals.
• Clear planning, team coordination, and early involvement are critical.
• Functional testing and documentation shouldn’t be rushed or overlooked.
• Deltek Vantagepoint gives A&E firms the structure and visibility needed to manage commissioning effectively.

Frequently Asked Questions