Scope of Services

DESIGN PHASE

The first phase of a project is transforming the client’s ideas and desires into a conceptual design. After meeting with the client and visiting the site (if one has been chosen) the architect will discuss the client’s priorities, needs, desires, constraints and budget and prepare preliminary design sketches for the client’s review and comments. The sketches will then be modified and refined, until a design is agreed upon. At this stage, the design will evolve to a point where it can be used to gather preliminary cost estimates. If desired, the Architect may assist the client in choosing a site. The Architect will be able to offer input on whether or not a site is suitable for the client’s particular goals.

The timetable for this phase varies depending on project size and the speed at which the client makes decisions. The architect will typically indicate the amount of time allotted for this phase of the project in the contract. It is easier and less costly to make changes to the project in this phase while ideas are still on paper than to make changes once it is under construction. This phase is very exciting as the client’s ideas evolve into form. 

CONSTRUCTION DOCUMENTS

Construction documents come in varying levels of detail, depending on the client’s needs. They are a Design Development Set, a Builder Set and a Bid Set. The type specific to each client will be indicated in his/her contract. 

DESIGN DEVELOPMENT SET

This set defines the client’s project but does not provide enough information for the contractor to build it. This set is used for clients with a limited budget or for those who just want to explore their alternatives and perhaps build at a later date. The architect communicates the design visually through design sketches and models as needed. Design parameters are discussed and ideas explored. Includes: Pre-Design, Site Analysis, and Schematic Design. 

BUILDER SET

A builder set usually provides only enough information to obtain a building permit. It contains the same information as the design development set but also includes construction detailing required by the governing entity. A set of drawings without sufficient detailing and finish schedules may end up costing the owner more money and may cause time delays. For example, a finish may be called out, but not detailed on the drawings. A flooring material labeled as wood may mean solid wood to the owner, but to the builder it is a less expensive engineered wood. This could also be true in the selection of plumbing fixtures, cabinets and mechanical systems, etc. used throughout the house. The owner has to work closely with the builder and be able to make decisions and answer questions as they arise in the field. There are limitations to such a set as well as added responsibilities on the owner. Includes: Pre-Design, Site Analysis, Schematic Design, Design Development and Basic Construction Documents.

BID SET

A bid set includes plans, elevations, sections, details schedules, specifications and appliance lists as well as some interior elevations and finishes. This set is suitable for bidding, permitting and construction. The architect works closely with the consultant engineers, interior designer and landscape architect and coordinates all the information on this set. It may be used to get competitive bids from different contractors. If necessary the architect will assist in the selection of a general contractor. Field observation is included during the construction process. This level of detail and construction involvement will help ensure that construction is as per plans, the design intent is followed and details are understood to minimize confusion and extra costs. Includes: Pre-Design, Site Analysis, Schematic Design, Design Development, Detailed Construction Documents and Construction Observation.



BIDDING AND NEGOTIATION

The owner may select to open competitive bidding to a few firms or negotiate with a single contractor or builder, or he/she may choose to include the contractor as an initial member of the team and work with him/her on value engineering the project. The contractor may or may not be paid a fee for consultation during the design phase. It is sound practice to engage the architect’s assistance in the bidding or negotiation process and selecting of contractors. Bidding requires organization and assurance that all contractors bidding the project have the same information and receive it in a timely manner. The architect is available to answer questions during the bidding process. 

 CONSTRUCTION ADMINISTRATION

The architect’s services do not end with the award of the construction contract. The architect should be retained to visit the site, evaluate it for compliance with the contract documents and help to determine if the project is being built as designed. The architect is not there to supervise or oversee construction but to act as the client’s agent in dealing with the contractor. The architect has been involved with the project from the outset and is capable of analyzing whether or not any proposed changes resulting from owner decisions, design refinements, or unexpected conditions in the field may affect other parts of the project. With the architect observing the construction, the owner gets informed reports of the project’s progress, a trained eye toward quality control and a check on the contractor’s invoices, which ensures that the architect is satisfied that the contractor has fulfilled all obligations to the client. This phase is typically included in the construction document phase.