Working With Your Architect: The Design Process

You have taken the first courageous step toward making a piece of architecture by daring to engage in the act of giving shape and form to your dream.

Before you hire your architect to bring forth your dream into reality, you should take the time to become familiar with the design process and the role you and your architect will play in this unfolding process. The working relationship between you and your architect is crucial to the fluidity of the design process, and ultimately the success of your project.

Hiring a well chosen architect (see: Selecting an Architect)  whose vision is aligned with your aspirations and objectives will ensure your dream is fully realized. Together, you will embark on a creative journey, which will culminate in a built legacy that both of you can be proud. 

What are your roles?

You might have started collecting design ideas, developing a wish list, contacting the city and listening to experiences of family, friends and/or colleagues, who have gone through the design and construction processes. There is a lot of value to be gained from hearing others' experiences and insights, and most will be good, however you might hear the occasional nightmare story as well. If you do come across one of these, treat it as a valuable cautionary tale by listening and measuring it carefully, so that you can learn how to avoid a similar scenario.

Don't let a negative story frighten you, turn it into a reminder to be vigilant in your due diligence before you begin the design process. Unforeseen issues and problems will arise, this is a given. However, the more information and knowledge you have gathered before you begin, the more informed you will become, and

consequentially less likely to encounter substantive problems. As your assiduousness grows, so will your confidence to proceed on this creative journey.

You define your needs, desires and objectives, which your architect then absorbs and translates into a custom design suited just for you. Your architect will act as a conduit, filtering your parameters along with other influential factors affecting the project . Throughout the design process, your architect will synthesize all these requirements into a unified design, with the intent of resolving all competing forces, while fulfilling your aspirations and objectives.

Design is a time-based endeavor, and as such, the amount of service and support you want from your architect is determined by what you value, as well as what you can afford. The specific architectural services provided will be defined by the agreed scope of work. Once there is a clear understanding between you, the design process can begin.

What is the process?

The design begins with you. You are the catalyst  that initiated this creative journey and your architect will function as your guide and translator along the way. Before you enter into the design process your architect will prepare a project schedule to outline and manage the design process efficiently.

You may have already begun evaluating your needs, desires and objectives for your project. This is the beginning of establishing the architectural program that will generate the requirements and guidelines for your architect respond to and design for.

Throughout the design process, there will be an ongoing dialogue between you and your architect; from macro to micro considerations, to numerous decisions which need to be made in order to achieve a well conceived thought out design that meets your objectives, while integrating all other requirements.

Your architect will present you various ideas, solutions and alternatives, which you need to review and critique 'what works and does not work for you'. Together, you will formalize a design that resolves your concerns and finally reflects your values and vision.

There are standard phases to the design process, with minor variations, that most projects adhere to. It is up to you and your architect to determine which phases, along with their associated drawings and information, will be necessary for your project.

Standard design phases:

Phase 1
Feasibility Study: Defining What is Possible!

Collecting and analyzing critical information and data such as: budget, resources, schedule, planning ordinances and building codes to make sure the proposed project is possible within your parameters and within the restrictions set forth by the governing agencies.

Phase 2
Programming: Formalizing Wish List!

Establishing a written document that outlines the quantitative and qualitative elements that the project needs to contain. This is your wish list articulated in a concise manner which clarifies your needs, desires and objectives.

Phase 3
Existing Conditions: Recording As-Builts!

Whether your project is a renovation, remodel, addition or new construction this phase is essential. This phase will document environmental conditions, existing infrastructure and record the existing plans of the site and building for use in developing the design documents to follow.

Phase 4
Schematic Design: The Discovery Begins!

Ideas and concepts that give form to your programmatic objectives. Through sketches, drawings, renderings and computer and/or physical models, the design begins to materialize. Your architect will determine which mediums will best illustrate the design so that you can fully comprehend and virtually inhabit the emerging design. The goal of this phase is for you to be able to visualize the overall form and feeling of what the design will become.

Depending on the complexity of the design problem and the array of possible solutions, your architect will develop multiple options for you to review, critique and choose from. The schematic phase will set the overall size, form, configuration, spaces, adjacencies and character of the design.

Phase 5

Design Development: Working it out!

The documentation begins for building permit approval and construction. The architect(s) attend to the refinements and adjustments of the schematic design, integrating all required building codes, systems, materials and construction methodologies necessary to build the design. This documentation will also include general finish materials and specifications.

At this stage in the process your architect should be confident that the design fulfills your program/desires, is within a reasonable margin of your established budget, and is achievable within the municipal planning restrictions, that they do not foresee any major impediments to the permit approval and constructability.

At the completion of this phase, a set of drawings is produced, which should be sufficient to solicit preliminary construction estimates and submit for a building permit. This is called a 'permit set', and is the minimum construction drawing set required for approval by the planning and building departments to secure a building permit. This is the minimum your architect is required to provide, the quantity of information and documentation beyond the permit set will vary depending on your needs and arrangement with your architect.

Phase 6

Construction Documents:

Dotting the i's and crossing the t's!

After the permit set, there is still a lot of unresolved details, non specified materials, finishes and fixtures, which allows for possible misinterpretation, and may lead toward the project not coming out the way you envisioned. This can also cause inaccurate and escalating construction costs. To alleviate these potential problems, it is recommended that a complete set of comprehensive drawings with all specifications and written instructions be completed.

These construction documents will describe what is to be built, the quality of the project, how contractors are to be selected, and how the contracts for construction will be written and administered. With a complete set of construction documents you are assured to be able to solicit accurate construction bids that account for all details, materials and specifications of the design.

Complete Construction Documents:

·         Bidding requirements (invitation to bid, information and instructions to bidders; bid forms; and requirements for bid security)

·         Contract forms (the form of agreement to be used between owner and contractor, forms for bonds and certificates)

·         Contract conditions (the general conditions of the contract for construction, which outlines the rights, responsibilities, and duties of the owner and contractor as well as others involved in the construction process, including architect; supplementary conditions particular to the project)

·         Specifications (outline the levels of quality, manufactured products and the standards to be met in the construction of the project)

·         Drawings (includes architectural, structural, civil, mechanical, plumbing, electrical, landscape, interior design, and other specialty drawings)

·         Addenda (additions to any of these documents issued by the architect during the bidding or negotiation process)

·         Contract modification (orders for minor changes of work, construction change directives, and change orders)

Note: The Contract Document form the legal agreement between you (the owner) and the contractor. They include all of the construction documents except the bidding requirements.

Phase 7

Bidding & Construction Administration: Building the design!

This critical stage brings the project to fruition and finally into physical form. Your architect can help you select a contractor and assist in the bidding and negotiations of construction contracts (see: Selecting a Builder). During construction, your architect will work with you to make certain that every decision is the best and most informed decision possible so that the construction meets the quality and intent delineated in the construction documents.

Your architect will review the contractor's application for payment and verify that the work was completed in accordance with the drawings and specifications of the construction documents. It is important to note that adjustments and changes will occur during construction, it is the nature of building. Being aware of this, and prepared with your architect by your side, will alleviate many potential conflicts. Your architect will be able to resolve problems with solutions that achieve the intent of the design, while making sure the fluidity of the construction process is not interrupted.

Persistence and Patience
Now you have an overview of the design process with its associated phases, which I hope will empower you as you move forward.

Very few have the good fortune to enter into this creative process that will result in a project designed specifically for their own use. Persistence and patience will serve you well as you navigate the design and construction process, always keeping in sight your end goal.

This endeavor takes a considerable amount of time, effort and resources; therefore, you have earned the right to have a joyful, exciting and rewarding design and building experience.

So now, imagine what can be and go create your dream!

Selecting An Architect

The time has come. Whether you are a commercial property owner, business owner or homeowner, you’re ready to begin the process of having your project designed, and you need to hire an architect.

Where do you find an architect?

The best way to find an architect that will suit your needs, is by seeking out potential candidates whose work possesses the qualities that you wish your project to contain. Make inquires through family, friends, colleagues, acquaintances and if you see a house or building you admire, either knock on the door and ask the owner 'who was the architect' or contact the city to find out who was the architect of record.

The majority of architect commissions come via referrals. Through a referral, there is a built-in level of connectivity between you and the architect. You may also want to check with other reliable sources such as the local American Institute of Architects (AIA) office or local design magazines. Once you compile a short list of architecture firms, you can begin your due diligence by evaluating them. But how do you decide which architect is the right one to bring your dream into reality.

How do you evaluate an architect?

After years of listening to and serving clients who have faced a similar decision, I have generated a list of possible factors to consider when evaluating an architect.

Think of these factors as water filling up a glass. If the glass is full you have an excellent architect. The question is; how thirsty are you?

Do not be tempted to decide on your architect based on fee alone. The possible savings here is minimal in relation to the larger costs of the project. A really good architect can design more for the dollar in construction cost with foresight, knowledge and skill.

Factors:

·         Needs: does the architect listen to and clearly understand your needs, desires and objectives?

·         Vision: is the architect in synch with your vision, aesthetic and taste?

·         Limitations: does the architect acknowledge and embrace the project parameters such as; budget, time and restrictions?

·         Possibilities: does the architect expand your thinking of what is possible and obtainable within the limitations?

·         Knowledge: does the architect have experience with your project type along with the planning and building requirements and processes? If not, does their past work demonstrate their capability to be successful?

·         Value: does the architect understand what is important to you and add value through creativity, intelligence, skill, foresight and flexibility?

·         Alignment: does the architect have your best interest in mind while serving the good of the project?

·         Process: does the architect have a clear efficient design process that is inclusive of your participation?

·         Resources: does the architect have the infrastructure to manage and execute your project successfully?

·         Management: is the architect well organized and able to adhere to a project schedule outlining the design process with critical milestones?

·         Communication: is the architect articulate in verbal and written form as well as easily accessible and responsive in a timely manner?

·         Skills: does the architect possess the graphic skills necessary to illustrate the design sufficiently for you to imagine inhabiting and then the technical skills for others to execute?

·         Personable: does the architect have a trustworthy and respectable disposition and will be able to work well with you and others to achieve a successful project?

·         Referrals: what did past clients have to say about the architect? (See list of questions)

·         Fee: is the architect's fee reasonable and competitive for the specified service and will deliver 'what they      said they will' and more? 

Referrals: Questions to ask

Note: You should ask architect(s) for contact information for their last three clients. The architect will provide referrals, but they might not be the most recent.

·         Would you hire the architect again?

·         How did you learn about the architect?

·         What was your architect’s scope of work?

·         Did the architect understand the municipal requirements and processes?

·         What was your experience working with the architect?

·         Did the architect resolve your needs, desires and objectives?

·         Did the quality of the design meet or exceed your expectations?

·         Did the design process progress according to the original schedule?

·         Did the architect show you design options?

·         Was the architect able to clearly articulate the reasons for each design decision with their associated pros and cons?

·         Did the architect solicit your input?

·         Did the architect incorporate your input into the final design?

·         Did the architect give you enough lead-time to make decisions?

·         Was the architect easy to reach and communicate with?

·         Did the architect work well with the contractor and others?

·         Did the design meet the projected construction budget?

·         Were there additional architectural fees? If so, what were they for?

·         Was the architect clear about what might be considered “additional services” in the contract?

·         Was their invoicing clear, consistent, up-to-date and according to contract?

·         Have there been any significant issues with the design since its completion?

·         Is there anything you would change about how the architect conducts their practice?

·         Would you be able to visit the project to experience the architect's design?

Why select a specific architect?

In the end, how do you determine if the architect is a good fit? You must feel confident that your architect has your best interest in mind, is in alignment with your needs, desires and objectives and most importantly, that you can trust their vision, skill and judgment. Keep in mind, your architect acts as a conduit for your dream and is there in service to you, the project and your community.

Planning For A Project: Budgeting Money + Time

If this is your first time engaging in a design project for either your home or a commercial property, then there is an exciting, yet unfamiliar world awaiting. If you have already hired an architect, then one of their first responsibilities will be to educate you about the design process (see: Working with your Architect).

If you haven't hired an architect, the following should assist you in determining your  initial soft costs, as well as the amount of time the design and municipal approval process might take.

How much will it cost?

A primary concern is always money. Costs will vary depending on your needs, objectives and locale; however, there are some rules of thumb that are useful in estimating the initial upfront costs. As you define your scope of work with its associated construction budget, the project soft costs will be directly related to the construction budget.

Soft costs

The first costs or upfront costs to account for are called 'soft costs'. These are the fees you need to budget for separate from the purchase of the property and the building construction budget. Below is a list of potential soft costs with their associated fees that are typical for most remodels, renovations, additions and new construction. Depending on the scope of work, the percentages may vary slightly and some of the professional services may not be required.

Typical soft costs including professional and municipal fees for remodel, renovations, additions and new construction range from

15% - 20% of construction cost and can be as high as 30%. This 15% range is the result of the of the combination of the scope of work, required and/or needed professionals and the quantity and quality of services. In the case of a higher percentage fee, more time will be allotted to the design and thus more drawings, details and specifications will be provided. Once you

meet with your architect, they will develop a list of the additional professionals necessary for your project, along with a concise estimate of your soft costs based on your scope of work and objectives.

It is important to mention, beyond what is required to secure a building permit, you are in control of the amount of service you want from your professionals. The building permit drawings only need to include the required drawings and documents established by the planning and building departments. These drawings and documents demonstrate that all planning ordinances and building codes relevant to your project scope have been satisfied. This is called a 'permit set'.

Typically, most finish details with finish and fixture specifications are not required for the permit set and may be excluded. If you determine that you only need this level of professional service, it will keep your professional fees to the lower end of the percentage of construction. However, keep in mind, the lack of this type of information will affect the accuracy of construction estimates and potentially the quality of the finished product.

Standard professional fees:  13% - 20%

The fees below are based on a percentage of a $250,000 construction budget.

Note: as the construction costs go up, the professional fee percentage can move toward the lower end of the percentage range.

·         Architect:                                       10 - 15%

(Depending on scope of work)

·         Structural Engineer:                           2 - 3%

·         Civil Engineer:                                 1/2 - 1%

(May not be required)

·         Geotechnical Engineer:                    1/2 - 1%

(May not be required)

·         Electrical Engineer:                             1 - 2% 

(Typically required for commercial projects)

·         Plumbing & Mechanical Engineer:        2 - 3% 

        (Typically required for commercial projects)

Additional professional fees

Note: Depending on your scope of work, additional professionals may be required. 

·         Landscape Architect:                         2- 4%

(Depending on scope of work)

·         Interior Designer:                               2- 4%

(Depending on scope of work)

·         Lighting Designer:                          1/2 - 1%

(Not standard)

·         Acoustic Engineer:                         1/2 - 1%

(Not standard)

·         Audio/Visual Engineer:                   1/2 - 1%

(Not standard)

Municipal permit fees:  2- 4%

·         Building Permit:                                1 - 2%

(Standard)

·         Planning Entitlement Permit:             1 - 2%

(Check with local municipality if required.)                                             

Time

We have established a baseline for potential soft costs, now let's look at the amount of time associated with developing the design and then securing building permission from your local municipality. The time associated with preparing the design documents will vary depending on the size and complexity of the scope of work. However, there are some general timeframes you can begin to plan for.

Design process timeframe

A project that has a construction budget between $150,000-$250,000 will take 3 months on average to produce the design and complete the building permit drawings. After this threshold, you can plan on an additional month for every $200,000 of construction cost. So a million dollar project would take approximately 7 months to prepare. This is a general rule of thumb. The design documentation process can require more or less time depending on the quantity and quality of service you require from your architect. However, this is a reasonable baseline to start planning for.

Securing permission to build

Once the drawing documents have been completed, it is time to submit to the local municipality for what is called “plan review”.

In order to receive permission to build, the drawings and supporting documents need to be reviewed and approved by the municipal plan examiner(s). Each municipal process varies slightly, however there are some basic timeframes that seem to be consistent.

Building department plan review timeframe

·         Once all required drawings and supporting documents are submitted to the responsible governing agency(s), the first round of plan review takes between 4-6 weeks.

·         After the first review, if there are any comments that require corrections to be made to the drawings and supporting documents, the second round of review takes between 2-4 weeks. (On average every round after the second round of review takes 2 weeks.)

·         Therefore, the earliest you may receive permission to build would be 4-6 weeks with an average timeframe of 8-10 weeks.

Note: Check with your local municipality for their exact plan review timeframes. Also you need to take into account the additional time necessary for your professionals to make the required corrections to the drawings and documents before resubmitting.

The above timeframe does not include either a Planning Entitlement Permit or Design Review, which would precede the building permit review. Typically, planning entitlement permits are not required for moderate remodels, renovations and additions, however if your project is new construction, change of use or a significant remodel/addition, you may require a planning entitlement permit, which could take between

2-4 months depending on scope of work and the local municipality.

Note: Check with your local municipality for guidelines and timeframes.)

General planning

So now you have an overview of the potential soft costs and timeframes you should plan for. Again, I want to emphasize, these are rules of thumb and do not take into account your specific project parameters. The information provided is to assist you in your general planning only. The exact soft costs and timeframes will be prepared by your architect after a thorough analysis of your specific project requirements and locale.