Architecture: Client Manual

Many of our clients have never worked with an Architect before. They are unfamiliar with the kinds of services that we perform and how we organize our work. The purpose of this guide is to help new clients understand what to expect of their Architect. The guide describes our full range of services that can be modified to suit your needs.

The Master Plan
The best place to begin work on your project is for us to look at your anticipated use of the site and project in order to bring the scope of work within the practical limits of your budget.We often start with an evaluation of existing environmental and space conditions to develop a reasonable program of functional activities and uses in collaboration with you. We explore the best location and orientation for the house, views, rooms, access to outdoors, drives, pool, walks, service areas, gardens, etc., as appropriate.

Usually, we start by suggesting three different conceptual design directions. We briefly explore these options and present them for your consideration. Once you select and sign off on an approach, we develop that concept into schematic drawings with sufficient detail to give you a reasonable idea of how the house design will look, approximately how much it will cost, and how long it may take to build.

Developing the Design and Preparing for Construction
Now that your design direction is established, we begin to study the design in detail and develop the necessary design development drawings and specifications so that the work can be bid and constructed. A typical set of design development drawings will include scale details of room positions and sizes. These will be presented to you for review and signed approval before the final construction documents are prepared. Often, we solicit an additional cost estimate at this time, to evaluate whether the work is within the previously established budget.

The actual construction documents typically include grading drawings, dimensioned layout drawings. In addition, the construction specifications -- which describe construction standards and criteria - are included in the bidding documents used by the contractors, thus insuring a uniform basis of bids. These "construction bid packages" will be submitted to the qualified contractors invited to bid on the work.

We will prepare a recommended list of bidders for your consideration. If you have contractors whom you feel are qualified to perform the work, we will review their qualifications and recommend whether they should be included in the list of contractors invited to bid on the work. The bids are generally received and analyzed in our office. We then meet with you and discuss our recommendations. Once a contractor is selected we notify the successful and unsuccessful bidders, and prepare the construction contracts for execution by the contractor and owner.

During Construction
Once the construction begins, we will facilitate the construction process if specified in our contract with you. This includes running the project meetings; maintaining the project record; observing and commenting on the work in progress; and reviewing contractors' requests for compensation, shop drawings submitted by suppliers or fabricators, and change orders.

Upon completion of the work we inspect the installation and determine the acceptability of the workmanship and materials. A final "punch list" of items that need attention is then submitted to the contractor who must complete the work to our satisfaction before our authorizing final payment.

Communication
In order for professional services to be carried out smoothly, communication between our clients and our staff must be as clear and efficient as possible. A project director is assigned to each project. He or she will monitor the progress of the work on a daily basis. If any questions arise, they should be addressed to the project director or to Mr. Brin.

The best way to insure steady progress of the construction work is to maintain open communications between the client, contractor and architect. This is initiated at the outset and continued through a series of meetings on a regular basis to review progress and discuss site issues that have arisen. These meetings are called "project meetings" and are usually held on-site on a weekly basis, although they can be more or less frequent depending upon the project. Any requests for changes in the work should be presented to the contractor through this office to insure proper coordination of the work and conformance with the design intent of the project.

Expectations

During construction:
It appears to be a fact of human nature, that regardless of the task, we expect things to take less time than they do. In addition, as a culture, we have become accustomed to our purchases being neatly packaged, labeled, priced and stocked on a shelf. However, construction does not lend itself to such consumer convenience.

Developing a house or addition is a complex process. A typical house may require the coordinated effort of carpenters, masons, excavation contractors, electricians, plumbers and their suppliers - many of whom the owner never even sees. Regardless of how careful we are, it is a rare project that proceeds strictly according to schedule and presents no surprises to the designer, contractors, or owner.

Usually the construction schedule allows for some flexibility. However, a stretch of inclement weather, the discovery of unexpected utilities or buried rock or coordination among the many contractors and suppliers can all affect the schedule and -- on occasion -- the cost of the work. We do our best to anticipate and prevent such circumstances; but when they do occur, we try to respond as quickly as possible.

In certain instances the owners, upon seeing the work starting, are able to visualize the results more clearly and desire changes in the work. In most cases, these questions can be resolved immediately. Occasionally these issues require additional time to study and may also have an impact upon the schedule.

Some people are fortunate in that they do not have to live on the site during the construction process. For those who will be "in residence," We can only offer the advice of a number of former clients:

Be prepared for it to take longer than the contractor's initial schedule.

Expect some inconvenience. Mud and/or dust -- depending upon the season -- may seem to be everywhere. Most contractors are sincere and careful and will generally try to keep the site clean.

Unless you want to be on site throughout the construction process, it is some- times a good idea to coordinate vacation schedules to allow as much relief during this period as possible.

Sometimes clients become concerned about the pace of the construction; sub-contractor's and supplier's work on the site might not appear to be continuous-- even during periods of "good weather."

Regular project meetings are valuable at this time to keep the work going and to keep everyone informed.

Post script
It takes time and patience to see a project through to completion. Your patience is essential.

You can always call upon us for information or advice. We will be able to answer most questions easily and quickly; if not, we will know of the proper resources and will readily direct you toward them. These services are provided free of charge as a courtesy to our clients. We welcome your comments and observations at any time.

We hope that your home will give you many, many years of pleasure and satisfaction.