Traditional Services

We’re aware that many architects don’t go into detail about the services they provide. We chose to invest our time and effort in this detailed list so you’ll have a sense of what to expect and a resource to which you may refer at any point in a project.

You may also notice that we may provide services through the bidding, construction and maintenance phases. Not all firms provide these services.

It doesn’t make sense to us to prepare a set of documents for a project, hand them over and wish you well. Moving into the bidding and construction phases causes the project team to immediately grow from a small group to a large number: contractor + staff, subcontractors, vendors, etc. That’s when you need the most advocacy so we’re prepared to guide you through those phases.

Pre-Design

The scope of work for your project results from a needs assessment. That sounds more technical than it really is – it’s just an exercise to determine what you need and want.

When you think of your project, you have a picture in your mind’s eye. You can see some parts or the finished project in your imagination. You can imagine the functionality and relationship of spaces.

It’s our job to guide you in the development of your vision. We assist you in figuring out how to design, document and communicate your vision to the project team. That often starts with a discussion and a review of the information you’ve collected (if any).

Interview
Interviewing you to flesh out the program gives us the opportunity to explore your current routines and the routines you expect to have as your life evolves through the typical stages. That helps us guide you to design a home that responds to your current needs and anticipates your future needs.

Document Review
It’s common for owners to collect samples, images and other information about things they’d like to address in the design of their home. We’ve been designing houses for a long time so we recall when people would go to a bookstore to collect books and magazines to share with us so we’d have images and concepts to discuss.

Today we get a combination of printed material, images from smartphones taken when the owner saw something of interest and we commonly share + discuss Pinterest boards for various parts of a house. We’re happy to work through whatever collect you’ve assembled because it helps us better understand your vision.

Site Search + Selection
When you share your program, you share your vision for the project. When we understand and see your vision, we can help you select a property by forecasting specific attributes you’ll need to realize your vision. This helps narrow the selection of available properties. Once you’ve settled on a few or one particular property, we can walk the site with you to observe the features. This allows us to alert you to any perceived developmental difficulties.

Commissioning a Survey
Not all surveys are alike. We maintain working relationships with surveyors and frequently commission surveys on the behalf of our owners. We prefer to commission the survey so that we can provide input on the amount of information collected and the final deliverable from the surveyor. By providing specific instructions, the survey crew can collect the necessary information in the least number of site visits. This helps control the cost and schedule for the work.

Site Analysis
An absolute necessity before you buy or build, site analysis is intended to determine the potential of a property by diagramming the rules and regulations governing the development or further development of a property. Site analysis often reveals crucial details that are not apparent from a site visit: zoning requirements, easements, etc. (You may protect yourself by writing a successful site analysis as a condition in your purchase agreement for a property so you don’t get stuck with someone else’s problems.)

Overlay Evaluation
In addition to zoning ordinance requirements, many properties are also subject to overlays and regulations such as covenants, historic preservation overlays, landmark conservation overlays, home owner association architecture guidelines, etc. There may be more than one overlay and each may have its own submittal and approval process. These additional rules may affect the potential for development and the time invested in a project so they should be explored in addition to the site analysis.

Variances
A variance is a requested deviation from a zoning ordinance, building code or other regulation. Sometimes our site analysis will reveal the need for a variance when we discover a corner of a building over a setback or some other issue that must be legally corrected before additional work can be done.

In some cases, municipalities have adopted average setbacks or other tools that frequently require a variance to establish the rules for your project. In other cases, our proposed work will necessitate a variance so one issue doesn’t prevent an entire project. In any event, we can assist you in development, submittal, presentation and review/hearing of your variance request. (You may protect yourself by writing a successful variance as a condition in your purchase agreement for a property to make sure the property has the potential in which you wish to invest.)

Rezoning + Subdivision
In some cases, you may need to change the density of development by changing the zoning classification or change the size of the property by subdividing it. Both actions change the potential of a property and its surrounding properties so municipalities consider both actions very carefully.

We can assist you in preparing a rezoning package, moving it through the required municipal + public reviews and presenting it to the zoning board. In most cases, we can get a preliminary estimate of our chance of success by working with the zoning staff before you go to the time and expense of the entire process. (You may protect yourself by writing a successful rezoning and/or subdivision as a condition in your purchase agreement for a property to make sure the property has the potential in which you wish to invest.)

Building Evaluation Assistance
A building evaluation is not a home inspection. It’s an opportunity for us to visit a property, with you or on your behalf, to evaluate the existing conditions so we can discuss the property with you. Though we may record conditions that would be reported by a home inspector, we can also work with you to address issues like zoning, architectural style, renovation/addition strategies, energy upgrades and other issues not typically addressed by a home inspector. This evaluation can also be paired with a site analysis if you’d like a holistic view of the property. It can also follow a home inspection to help you determine how to address the issues raised in a home inspection report.

As-Built Drawings
Renovations and additions to existing homes require the creation of “as-built” drawings that document the actual conditions so the design team can accurately depict the scope of work for your project. This is crucial in renovation and addition projects because it allows the Contractor to accurately bid the required material quantities. To create the as-built drawings, we visit the site to survey the conditions, record the conditions in a computer drafting program and publish them to the design team for use as “background” drawings.

As building codes have become more sophisticated, jurisdictions have responded by requiring more elaborate drawings to insure your project complies with the regulations. The required drawings typically must be at a set scale on certain size sheets with required information so it’s now common for us to start a renovation or addition project with the creation of as-built drawings.

Renovation/Addition vs. Tear Down Evaluation
Let’s say you have a property with an existing home on it. You have a vision for your home yet the existing home doesn’t meet your needs. How do you determine whether a renovation/addition or tear down and new construction are best for you? We can help you find the answer through a combination of a site analysis, building evaluation, schematic design and bidding. Those four steps will yield a design and preliminary cost estimate so you’ll have enough information to choose the best path for your project.

Design

Schematic design is design to the point that we know the quantity of everything. It’s development of the plans and exterior elevations within the limits of the site analysis + code search so we can see one or more design solutions for your program. It’s common to have one or more schemes to evaluate.

Site Design
Renovations, additions and new construction typically start with a site design. We start by developing a design solution that works for the site before we explore the interior layout. This allows us to be mindful of the concerns for your particular site, such as views and daylight, so we may design with them in mind when we turn our attention to the floor plans.

Floor Plans + Elevations
Our initial study of floor plans may be as simple as single-line walls so we can explore adjacencies with you: what spaces need to be next to other spaces for the best flow and efficiency. We develop those into plans with double-line walls, doors, windows and other amenities so we can think through the ways in which you’ll use the space. There may be competing plans as we’re just trying to get ideas on paper through sketches to explore your options.

We have to design the floor plans with the three-dimensional version of the house in mind. This helps us plan for window placement, a clean exterior and a simple roof that compliments the carefully-considered floor plans beneath. We explore the exterior faces of the house with elevations – a view as though you were standing some distance away looking toward the outside of the house. It’s common to develop an exterior elevation for each of the four sides. These may also be sketches in this phase so we can work through ideas and return to the plans to make adjustments.

3D Mass Model
Some owners request a simple massing model to translate the floor plans and exterior elevations into a three-dimensional representation. Not everyone reads two-dimensional drawings like plans and elevations easily. A model of the exterior or some interior spaces may help you thoroughly understand the design options. That makes it easier for you to make and communicate your decisions.

We typically build models in a computer program so we can share them in our online meetings, spin them around, pan + zoom to explore them and use them as a tool to explore coordination between the plans and elevations. To get more use out of the mass model, we may use them in explaining issues and priorities to contractors, subcontractors, vendors/fabricators and building officials.

Furniture Plan
You may also find it helpful to have us produce a furniture plan by dropping standard-size pieces of furniture into your floor plans. This allows you to immediately see the scale and flow of the spaces. It also helps you think through your routines in each space. In addition, a furniture plan helps us layout the building systems by spotting locations for elements like light switches, power receptacles and heating/cooling supply vents.

Preliminary Pricing
We like to engage a contractor at the end of the schematic design phase when we’ve created the floor plans, exterior elevations and a project narrative explaining any issues that need attention. We review the scope of work and budget so they’re familiar with the project.

Whether you’re planning to use a negotiated or competitive bid, it’s helpful to have some guidance on the cost of the project before making the material selections so we can work to stay within your budget. This also helps get a contractor intellectually engaged so they may offer guidance as the design develops. This helps them produce a more accurate bid.

The quantity of the work is determined in the schematic design phase. The quality of the work is determined in the design development phase.

Materials Selection
In this phase, we go through the process of selecting materials such as the structural systems, exterior cladding and other building components that make up the architectural elements of the home.

Finish Selections
In this phase, we also start building the schedule for finishes in each space: what’s on the floor, walls and ceiling. This selection process typically involves some scheduled showroom visits to select elements like flooring, tile, shower doors and countertops.

Casework Selections + Details
Not all architects will produce a design for the kitchen and bath spaces in a house – some prefer to hand that off to a subcontractor or the staff at a cabinet shop. We prefer to work with you to develop the design to a certain point so we can coordinate the building systems in the spaces with cabinets: heating/cooling, exhaust, plumbing, electrical, entertainment, etc.

We’re also interesting in exploring the design options in these spaces that will meet your needs. Since we’ve been through the programming exercise with you, we’re more likely to be better advocates in this work because we know much more about your needs. By developing the designs in spaces with cabinets to a point that we’re ready to present them to a professional focused on the cabinets, you get the best balance of integrated design and use of design fees.

This phase is among the least demanding for owners because most of the decisions have been made. We take this time to record and coordinate the details that need to be communicated to the contractor and her/his team.

Building Sections, Interior Elevations + Details
We produce additional views (drawings) of the project to compliment the floor plans and exterior elevations developed in previous phases. We also add the reference notations through the set so when you’re looking at the floor plan, you can find indicators that direct you to other related drawings and schedules that provide additional detail.

Energy Modeling
Some jurisdictions require a simple energy model using free software to show energy code compliance of the design when the project is permitted. We’re happy to create an energy model though we prefer to create a projected HERS rating.

Projected HERS Rating
A Home Energy Rating System (HERS) rating is the industry standard by which a home’s energy efficiency is measured. It’s more sophisticated than an energy model because it includes much more information. It may also be used to predict your utility costs.

A projected rating helps us establish the expectations for your home. We can communicate the performance targets in the projected rating to the contractor and the rest of the project team so everyone understands the how and why of the health, comfort and efficiency goals for your home.

HVAC Design (ACCA Manuals J, S & D)
Though it’s very uncommon, we prefer to design the heating, ventilation and air conditioning (HVAC) systems for the homes we design. We typically work with the HVAC subcontractor during the design or bidding stages to finalize the details. This allows us to coordinate the bulky HVAC elements with the structure and other building systems.

Electrical Fixtures and Systems Layout
We typically produce lighting and power plans for our projects. This allows us to coordinate the systems with other elements and note the fixtures or devices so the electrical subcontractor can produce a tighter bid.

Plumbing Fixtures and Systems Layout
We typically produce plumbing plans for our projects. This lets us note the pipe materials, fixtures and coordination with other systems. We can also address issues like water heating and delivery. Though hot water isn’t a glamorous issue, you’ll appreciate a reduced wait for hot water every time you use it and pay your water bill.

Bidding

It’s important to give the subcontractors and vendors who will prepare bids for their portions of the work the opportunity to visit the project site to see the site access and existing conditions. We conduct a pre-bid meeting for each job so we have a chance to present the scope of work, answer questions, solicit advice and facilitate coordination between the subcontractors. This facilitated communication and coordination before bidding results in a tighter bid and less confusion during construction.

During the bidding process, we typically manage communication between the owner and contractor so we can track (on behalf of the owner) questions and guidance that may change the scope of work. On competitive bids where there’s more than one contractor bidding for the work, it’s important to manage the communication so that all contractors have the same information. Thus, if one contractor asks a questions, the response is broadcast to all contractors.

In the bidding phase, the contractor collects the bids from her/his subcontractors + vendors, assembles them into a single bid and presents that bid to the owner. The bid presented by the contractor is for the scope of work described in the bid documents. The contractor’s bid is typically lower or higher than the owner’s budget. Since we’ve engaged a contractor in the design phase, any difference should be slight.

When the contractor’s bid is different from the owner’s budget, we collectively negotiate changes to the scope of work. This allows us to include or exclude some work so the scope of work is within the owner’s budget. We provide guidance to the owner and coordination of the building elements as the scope of work is updated.

It’s also common to have one or more alternates described in the bid documents. An alternate is a request for the contractor to price two different design solutions for some part of the work so the owner can see the bid and determine what she/he wants to include in the scope of work.

You might think of the bid documents as the proposed contract documents. The bid documents describe the scope of work the owner would like to achieve. Any changes in the scope of work during the bidding phase to get the scope of work within the owner’s budget are recorded in the contract documents.

We update the bid documents to reflect the scope of work negotiated in the bidding phase. The updated bid documents become contract documents when they are referenced in the agreement (the contract) between the owner and her/his contractor.

We prefer to assist the owner in reviewing the agreement (the contract) between the owner and the contractor. We don’t provide legal advice though we may provide guidance about the scope of work, conditions, schedule of applications for payment, etc.

Many owners borrow money to finance their project. In that case, whether you’re using a construction loan or a construction-to-permanent loan, the lender will require some documentation. This is often in addition to the contract documents. It may include a survey, square footage information and other technical data that needs to be pulled from the project files. We can help you assemble that information.

Your lender may also require an appraisal. We can help you prepare a summary for the appraiser that includes items they may not notice (or understand) in the project documents. The summary may include information about building systems, durable design and building performance that contribute to the value of your project. We can also help you respond to any questions raised by the appraiser.

Contrary to popular belief, you may communicate with the appraiser assigned to your project and provide any information you choose. On projects where the design seeks to achieve a high level of home performance, it’s possible to qualify the appraiser – you may reject appraisers who don’t have the qualifications to appraise your project. This may be a critical step in earning the appraisal your project deserves. We can help you with that effort as well.

Construction

It’s common to have some sort of jurisdictional issue on a project. We try to anticipate zoning, building permit application, building code and inspection issues during the design phase so we can work with the contractor and permitting authority to develop solutions before the problems arise.

As the owner’s advocate, we assist the contractor in responding to these issues during construction and we work to keep the owner involved as the decision maker. For example, we may guide a permit technician or inspector to the building code language or documentation they want to sign off on the portion of the work they’re reviewing.

We typically request a series of coordination meetings in our contract documents so we can help the contractor and subcontractors get the right work done the right way the first time. The coordination meetings are usually in advance of a particular trade arriving on site or at a stage of construction.

Our list of coordination meetings helps us focus the attention of the project team on parts of the building where trades overlap and building component come together. We’ve identified common problems areas and use these on-site meetings with the contractor and subcontractor(s) to set expectations and facilitate communication to avoid these problems.

It’s uncommon for an architecture firm to offer performance testing though there are certain parts of the work that need to be tested (and corrected, if necessary) before they’re covered by other work. Performance testing is typically limited to pressurizing the building enclosure and HVAC ducts though we may check other building components or commission independent testing at the owner’s request.

Contract administration is the discharge of the duties described in the contract between the owner and the contractor. For the architect serving as the owner’s representative, these duties may include actions like scheduling coordination meetings and reviewing + recommending action on an application for payment.

They often include responding to requests for information: the contractor submits all questions about the work or issues encountered in the course of the work in writing and the response is given in writing. Such questions may include a request for substitution: replacing the material or product required in the contract documents with a different material or product in the contract documents due to availability, cost or other issues.

Contract administration also includes executing change orders: any changes in the cost or time must be recorded in writing and approved by the owner and contractor as they are modifications of the scope of work in the contract documents. Change orders often require coordination of building systems and components and the documentation required to describe the revised scope of work.

Closing out the construction phase includes a series of tasks like collecting lien waivers from the contractor, the certificate of occupancy from the permitting authority, warranty information, product documentation, project documents, etc. It also includes reviewing the final application for payment and recommending action to the owner.

Maintenance

Post-construction evaluation is typically follow-up site visits to look for the expected performance of the building components and any issues that are developing. In some cases, we may use data loggers to record information over time so we can evaluate the performance of a portion of the project. This can be particularly helpful as the building goes through its first year so the building (houses are buildings) performs in all seasons and weather conditions.

Renovation and addition projects are good candidates for post-construction evaluation because we’re combining old and new building components. It’s helpful to follow-up to see if the old and new components are performing together as expected. Site visits help us spot obvious issues like settling, deflection and cracking in building components – which is expected within a certain range.

We’re happy to consult with you on an as-needed basis to help you maintain you home. We can provide guidance on all building components and systems so we encourage you to check-in with us before you start any significant projects.

Building Systems
Building systems have a expected operating life. Your heating/cooling system is an example of a building system that has an expected operating life. It may function beyond its warranty though when it’s time to replace a failing or failed system, we can support you by setting the expectations for the design, details and coordination of the new system.

We’ve noticed many vendors, even those for expensive systems like heating/cooling systems, provide “good”, “better” and “best” choices to their customers. How do you know which to choose and what options are appropriate for your particular needs? We’ll help you determine what matters so you may choose the best option for your home without being oversold.

Building Components
Building components like roofing, exterior decks and windows also have a period of time in which they’re expected to perform as designed. Beyond that period, they may work or they may fail. When that period is over and its time to replace those components, we can help you navigate the broad range of selections and design options. There’s a solution that’s best for your home and we’ll help you find it.

Saving for Replacement
Building systems like heating/cooling systems and building components like roofs are expensive to replace. We’re happy to help you develop a saving plan to create and grow a maintenance fund so you’ll have some cash on hand when it’s time to replace these systems and components.

That will help you avoid the sticker shock of replacing expensive systems. It should also help you avoid having to finance a replacement. Some families may be able to avoid a debt cycle in which they remain in debt, paying interest on replacement costs, as one system after another needs to be replaced. Being proactive about maintenance will help you protect the investment you’ve made in your home and the life you’ve built within it.

Thank you for learning about traditional services!