Not many people understand how difficult and complicated it is to build until they are faced with an overwhelming number of design decisions and stacks of legal paperwork. Because no two projects are ever exactly the same, there isn’t a single, clear-cut formula to use in the Design/Build process.
However, every project can be broken down into several phases. The outline following is intended to introduce these steps so you have an idea what to expect during the design phase of your project. Depending on the size and scope of your project, we will sometimes combine phases or include additional steps.
Phase One: Project Development
I. Initial Consultation
Fee: There is no charge for the initial consultation.
Time Frame: 1-2 hours, typically scheduled during regular business hours.
This is the stage where you decide what you want to actually build and define the budget you have available for the project. The general objective of the project and the primary goals should be established. Make a priority list of things you want and label them from most to least important. Many times, the budget you establish is not enough to cover everything you want to include, and this list will make it easier to decide what can be dropped to bring the project closer or inside the budget.
This is a critical step as everything done after this will be based on the information established in this early phase. Be frank about what you want, but be prepared to explore new ideas.
At this meeting you will have already filled out a project questionnaire and returned it to our office for review. We will discuss the project and information on the form and try to come up with a general scope of work. We will also discuss other projects that we have completed that may be similar in size and scope to give you an idea of costs.
II. Project Development Agreement and Conceptual Design
Fee: 1-3% of the budget we establish at the initial consultation.
Time Frame: 1 to 6 weeks, depending on the complexity of the proposed project
During this phase, we help you to further define your priorities, creating a conceptual design that balances creativity, practicality and financial feasibility. We will ask you to fill out a Questionnaire and to develop a “Tearout” file of magazine clippings. We will review the filled out questionnaire and tearouts at the Design Consultation meeting.
III. Design Consultation
At the first Project Development meeting our design team meets with you to discuss your project with three things in mind:
1. Design program: What are the problems to be solved, how are you dissatisfied with your home? We will discuss issues raised at the initial consultation.
2. Aesthetics: What is your personal style? What types of finishes do you have in mind? Tear outs from magazines are extremely helpful. Use sticky notes to describe what it is that you like about each image and be prepared to loan them to us for copying purposes.
3. Investment: How much can you reasonably spend to improve your home? What is your home worth now? How long do you expect to live there? What will it be worth when the project is completed? Have you already looked at other homes to move to in your price range?
We will also measure and photograph your home at this meeting. After measuring, the Design team examines, documents and researches the existing conditions of the home. This includes drawing the existing house, documenting its structure, and researching the local Building Codes and Zoning Restrictions to establish what legal limitations are imposed upon the property. Before any design work is done, it is only logical to establish what the current records show and what changes the local laws will permit you to make.
We then generate and, during subsequent meetings, present preliminary floor plans and design ideas. An initial cost estimate is also discussed, primarily based on square foot estimates of the spaces desired. This is the best opportunity to shape the direction of the three design elements and reprioritize, if necessary, in order to meet the budget.
It is during this stage of the design that changes or alterations to the proposed scheme are easiest to accommodate. Take the time to make sure you understand everything presented and that you are satisfied with the design. If more than one design scheme is presented, select the one you like the best, or suggest alterations to the scheme you like. It is common for the initial sketches to be modified several times before the plan meets your final approval.
When we have arrived at a concept that best balances the three elements,(design scheme, aesthetics and budget), we will be ready to move into the second phase - design development.
IV. Design Development-Refining the Design
Fee: 8% of the budget established during the project development phase.
Time Frame: 6 to 16 weeks, depending on the size and scope of the project and the length of the permit process.
Design Development is the stage in the design when the preliminary rough sketches that have been approved by the Client are refined and developed. The plans are further refined as the interior and exterior elevations and section drawings are created and detailed. Cabinetry is designed, appliance and other material selections are made and finishes are selected. The mechanical, plumbing and electrical systems are also reviewed at this time.
This is the stage of the process where the initial design schematics come to life. The Client meets with the Design Team throughout this process, which can take several weeks to several months, depending on the complexity of the project and how quickly Client decisions are made.
During design development we:
• Create construction drawings. A complete set of blueprints are critically important in order for all parties to understand visually what is to be changed and added, to obtain a building permit, and to eventually build your project. The plans will include all drawings required for regulatory approval, as well as details for elements such as built-in cabinetry, architectural features, lighting design, door, window and finish schedules, tile layouts, etc. We will work with outside consultants if structural engineering, energy compliance or other specialties are required.
• Make product and finish selections. There are many choices to be made, so we provide information on how and where to select products such as cabinetry, light and plumbing fixtures, flooring, tile, and accessories. We will assist you in making selections by joining you in your shopping excursions and making suggestions. These decisions are be made as early in the development process as possible in order to avoid unnecessary delays in the production schedule, budget adjustments, and confusion after construction has begun.
• Green Building Decisions. We will guide you in deciding what types of environmentally friendly products and systems will be a good fit for your project. We are hoping to conserve natural resources, save energy and improve the indoor air quality for you and your family!
• Provide value engineering. We do our best to provide cost reductions by investigating alternate building methods, changes in product selections, etc.
• Cost Estimating. Once all of the documentation is completed, specifications and selections made, and the bids from trade contractors are returned and reviewed, a final cost for the construction will be developed. We also develop a construction schedule that will determine the start and completion dates.
• Writing the scope of work. An accurate written description of all the specifications and work to be performed during your project is required, and will be presented to you in the form of a proposal with a lump sum fixed price for all the work. The detailed proposal includes all trade contractor work, our crew’s labor and supervision, materials, finishes and products that will make up your project. Attention to every detail during the estimating process assures us (and you) that we will deliver your project without numerous “surprises” and unwanted change orders.
• Construction contract. The construction contract is a fixed price contract based on the written scope of work, selections that have been made and any identified allowances. The only changes made, after that point, are those generated by you or by unforeseeable conditions.
• Permit Processing. We will handle all submittals to the appropriate planning department on your behalf. The owner pays for all required building permits, including charges required by public agencies and utilities, including sewer and storm drain reimbursement charges, revolving fund charges, hook-up charges, and the like. The Owner shall obtain all necessary approvals and/or acknowledgements from an Architectural Board or Committee whose jurisdiction is relevant to this project.
Design Fee Structure:
The Design Fee is based on a percentage of the total construction cost and ranges from 6-8% of the budget agreed to in the Project Development phase. Please note that design fees are not part of the construction cost and are invoiced separately.
- 50% of the Design Fee is due and payable upon execution of the Design Agreement
- 30% of the Design Fee is due when the plans are submitted to the regulatory agency for permit processing
- 20% of the Design Fee is due upon the completion of the Contract Set of drawings and acceptance of the final price of the job.
Phase Two: Construction
V. Construction
When the design and estimating process is complete and a contract is signed, we will transition the project to our production department, assembling all the project data into field binders. We will schedule a pre-construction conference with our production manager, John Anderson, and the project manager who will be responsible for supervising and coordinating your project. During this meeting we will discuss the remodeling process with you, as well as ways we can minimize disruptions to your family’s lifestyle. Before construction can begin, long lead items will be ordered and Purchase Orders are sent out to the Trade Contractors selected for your project.
You will receive a Client Binder in which you can store all the important documents relating to your project: the contract, additional work orders, progress billings, etc. There is use and care information for your finishes, emergency contact phone numbers and helpful information about how to prepare for remodeling.
During construction, one of our project managers will be in charge of your project. He will be on the job every day to make sure the work is done safely, with the quality and spirit that we are well known for. The project manager is your first line of communication and he will handle all aspects of the work. The project manager will be backed up by our production manager, John Anderson, and the company president, Jeff Talmadge, will also be checking in frequently to the job site. There will be a site or a phone meeting with the Client and the project manager at least once a week to discuss progress and any decisions that need to be made.
Once construction is nearly complete, we will schedule a walk through with you, making a detailed list of remaining tasks. Our job is not done until every item is completed and you are satisfied with the results.
Phase Three: Post-Construction
VI. Post Construction
Once we have finalized your project, we provide you with a close out package (to be added to your Client Binder), which includes warranty information on all appliances and products, a list of all the finishes and materials that went into the project, a CD containing photos of your open walls showing the location of plumbing and electrical wiring, and a list of all the material suppliers used in your project. We provide a generous three-year warranty on all labor and materials provided by us or by our subcontractors. (Factory made items carry their own warranty.)
This package of materials will be delivered about a month after your project is completed. At that time, we will conduct an exit interview with you. We are always trying to improve and your honest feedback will help us immensely.
We will be here for years to come, even after the warranty has expired, to make sure you continue to be happy with your remodeling project and assist you with future projects.
