Project Development

How vision becomes reality. Clients frequently inquire about the step-by-step building process. While there may be some overlap and concurrent work for efficiency, here is a concise overview from conceptualization to completion.

1. Pre-Design Phase:

• Project Initiation: The design team and the client come together to discuss the project's objectives, vision, and purpose. This includes understanding the client's needs, preliminary budget, timeline, and any specific requirements or constraints.

• Site Analysis: Analysis of the project site is conducted to understand its physical characteristics, topography, climate, environmental factors, and any zoning or regulatory considerations. This analysis helps inform design decisions.

• Programming: This involves gathering information about the project's functional requirements, spatial needs, sizes, relationships, and any special considerations.

• Feasibility & Density Studies: Studies are performed to assess the project's viability, considering factors such as budget, site constraints, and regulatory requirements.

• Stakeholder Engagement: This involves engaging with various stakeholders, including clients, end-users, community representatives, and relevant Authorities Having Jurisdiction (AHJ). Their perspectives are sought to understand needs and ensure alignment with project goals.

By the end of the Pre-Design Phase there should be a thorough understanding of project goals, site conditions, requirements, and budget. This information shapes the subsequent design phases, allowing the project concept to be developed and refined in greater detail.

2. Schematic Design Phase:

• Concept Development: Once the vision and goals have been established the design team works closely with the client to meet those objectives.

• Preliminary Drawings: The design concept is translated into preliminary drawings, including floor plans, elevations, and site plans. These drawings provide an initial visual representation of the project.

• Design Iteration: The schematic design phase involves an iterative process of refining and evolving the initial design concept. The design team presents the preliminary drawings to the client for feedback and incorporates their input into subsequent iterations.

• Material and Color Exploration: During this phase, materials and colors are explored to establish a preliminary palette for the project.

• Preliminary Cost Estimation: The design team collaborates with a cost estimator to provide a preliminary cost estimate for the project. This helps to refine the design further.

• Scheduling an additional preliminary meeting with the city is advisable to proactively identify any potential issues.

• If required, the Entitlement Process usually happens after the Schematic Design Phase. It's advised not to progress too far into the Design Development Phase during this process to prevent potential changes, avoiding unnecessary design fee expenses. It's crucial to distinguish the Permitting Phase from the Entitlement Phase. For more details on the Entitlement Process, refer to "Entitlements vs. Permitting, What's the Difference" (coming soon).

Upon client approval, the project progresses to the design development phase for further refinement and detailing of the schematic design.

3. Design Development Phase:

• The design development phase is a critical stage in the architectural and design process where the project is translated from the initial concept to something that can be used for construction. Greater specificity and technical considerations are addressed as working drawings take shape and building systems are coordinated.

• Refinement of Design: The design development phase involves further refinement of the drawings considering detailed space requirements.

• Additional Consultants: Specialty consultants are brought on board to work along side the design team and offer there expertise in perfecting the project. See more on this here.

• Material and Finishes Selection: Materials, finishes, and fixtures are specified in greater detail during this phase. The design team works with the client to finalize selections, taking into account aesthetics, durability, sustainability, and budgetary considerations. At this point Outline Specifications begin to take shape.

• Coordination with Consultants: Collaboration with engineering consultants takes place to integrate structural systems, electrical systems, plumbing, HVAC, and other technical components into the design.

• Code Compliance: The design team performs a thorough review and ensures that the design complies with all relevant codes and can obtain necessary approvals from authorities having jurisdiction.

• Cost Estimation: A more detailed and accurate cost estimation is prepared during this phase. It is highly advisable to bring a GC on at this point for Pre-Con services as their unique knowledge of supply trends, pricing and means and methods can potentially save the project a significant amount of money and time.

• Documentation and Drawings: The design development phase results in the production of detailed drawings and documentation, including plans, elevations, sections, and specifications. These documents form the basis for construction and are used by contractors to understand the project requirements.

During the design development phase, the design team creates a detailed and coordinated design that meets the project's goals, regulations, and client's vision. To ensure a seamless and smooth process, it is advisable to involve key players early on in the project for a fully integrated project delivery method.

4. Construction Documents Phase:

• Technical Drawings: Drawings with a much higher level of specificity are prepared and provide detailed information on how all systems come together in a construction project. They accompany plans, elevations, and sections and include schedules for quantities. These drawings offer precise dimensions and designate building components.

• Specifications: Specifications are written that provide detailed instructions about materials & finishes, quality & performance standards, specialty provisions, method for proposed substitutions, and installation methods to be used in a construction project.

• Structural Engineering: Detailed calculations are prepared that justify the structural system and drawings for the structural elements of the building, ensuring its stability and compliance with building codes and regulations.

• MEP Systems: Mechanical, Electrical, and Plumbing (MEP) systems are detailed during this phase. This includes the layout of electrical wiring, plumbing lines, HVAC systems, and other mechanical components.

• Title-24: Energy modeling which began in the Design Development Phase is typically completed at this phase once all volumes, walls and openings are fully designed. Reports and sheets that are integrated into the project set are prepared.

• Coordination: Coordination is an ongoing process and several rounds of QAQC review take place to minimize future changes in the field as a result of discrepancies.

• Plan Check Review, Approvals & Permitting: This process, running parallel to the finalization of Construction Documents, usually begins when the documents are 50% to 85% complete, depending on project complexity. Initial submissions occur during this phase, allowing ongoing assembly while major components undergo review by relevant authorities. Note that the Permit Set (approved & stamped) may differ from the Issued for Construction (IFC) Set. Stay tuned for a follow-up article providing a more detailed explanation of this process.

The construction documents phase is an essential stage in the architectural process. It involves the creation and compilation of detailed drawings, specifications, and other technical documents necessary for executing a construction project.

Bidding and Negotiation:

• After completing construction documents, bids from contractors are typically solicited, especially if a General Contractor (GC) hasn't been involved earlier. This process can occur concurrently with the review for approval and permitting. It's crucial to thoroughly document and capture changes from review cycles to ensure accurate bids. The selected contractor relies on these documents to comprehend project requirements and execute construction accordingly.

• Owners issue Request for Proposals (RFP) or Invitation To Bid (ITB) outlining project details, requirements, and criteria. Contractors interested in the project submit bids that include proposed costs, timelines, and qualifications demonstrating their ability to perform.

• Bids undergo evaluation based on cost, experience, and compliance with contract documents (including drawings and specifications). For publicly funded projects, bids must be publicly opened to ensure transparency, fairness, and obtain the lowest price.

• After bid evaluation, negotiations may occur with selected contractor(s) to refine terms, scope and pricing. This allows for adjustments and clarification before finalizing the contract.

• Parties may engage in Value Engineering to explore cost-saving alternatives without compromising project quality.

• The project owner awards the contract to the selected contractor(s) and formal agreements are signed outlining responsibilities, deliverables and terms.

The bidding and negotiation phase is crucial in the construction process. Contractors and suppliers submit proposals, and negotiations establish the final contract terms. Successful management is vital for a clear project execution framework, requiring effective communication, collaboration, and a thorough understanding of project requirements to align all parties before entering the construction phase.

Construction Administration:

• A Pre-Con or Kickoff meeting is essential before commencing work, involving all stakeholders and the project team. The meeting covers the review of plans, site conditions, utilities, boundaries, and the General Contractor's plans for site staging, daily operations, security, equipment placement, safety, traffic, waste management, and materials storage. Procedural document handling and communication aspects are discussed and agreed upon, and the General Contractor provides a Schedule of Values (SOV) for future pay applications.

• Document control is integral to the Construction Administration phase. The architect is responsible for reviewing, cataloging, and responding to RFIs (Request For Information), Submittals, contract document revisions, Change Orders, pay applications and issuing ASIs (Architect's Supplemental Instructions). The architect ensures pay applications include appropriate lien releases and proof of payment to all materials suppliers and subcontractors. Additionally, the architect understands the changes that require submittal and approval to the AHJ as a Construction Change or Revision, with terminology varying per municipality.

• Regular OAC Meetings (Owner, Architect & Contractor) are scheduled throughout construction, typically held in the on-site construction trailer. During these meetings, the General Contractor provides progress updates, discusses upcoming reviews or inspections, and addresses RFIs, Submittals, Pay Applications, and Change Orders. The on-site location allows for efficient site walks immediately after the meeting, facilitating prompt discussion of problem-solving techniques for conflicts or challenges arising from the meeting or upcoming issues.

• Project site visits occur regularly, often immediately after OAC meetings and at intervals for the Architect to monitor work progress, ensure adherence to contract documents, and update the owner on progress and quality. The walks aim to protect the owner against defects, verify completed work for payment requests, and become more frequent during punch walks as the project nears completion.

• Note that the Architect conducts inspections only twice during construction: at the date of Substantial Completion and the date of Final Completion. Certificates are issued at these points. The Certificate of Substantial Completion indicates that the project is ready for intended use, though minor work may remain. At this stage, insurance, utilities, and site responsibility transfer from the GC to the Owner, marking the beginning of the GC's warranty period. The Architect also issues a Certificate of Final Completion for filing and recording, typically at the County, by the Owner or GC.

• Project closeout involves obtaining final approvals, addressing punch-walk items, meeting contractual obligations, ensuring a smooth transition to occupancy, and delivering comprehensive project documentation to the client. This documentation includes, but is not limited to, warranties, commissioning reports, Record Drawings (commonly known as As-Builts), and product manuals.

During the construction administration phase, architects must actively engage with the construction team, maintain a strong on-site presence, and balance client goals and design vision with practical construction considerations. Successful construction administration significantly contributes to the overall project success.

Post-Occupancy:

• Occupancy evaluations assess how well the building meets occupants' needs, gathering feedback on comfort, functionality, and encountered issues. Adjustments may be made as needed during this period.

• Monitor the performance of building systems, including HVAC, plumbing, and electrical, to ensure they operate as intended and address any efficiency issues.

• Resolve construction deficiencies. Generally, the GC provides a one-year warranty after substantial completion.

• Train maintenance and operations staff on all systems and hand over documentation and manuals.

In the Post-Occupancy phase, the architect collaborates with the client to ensure the project functions as intended, addressing any issues. This involves regular site visits and ongoing monitoring of building performance.