Architectural Design Phases

Architectural Design Phases

The following are design phases required for a typical project.  Your project may or may not require all phases; some may be combined together for simple projects.

Phase 1 — Existing Conditions (site survey & data collection): The Kastrop Group will visit the site to take measurements, review information provided by the Client, verify site conditions, take photographs, etc.  The jurisdiction (City or County, Fire Dept., Health Dept., etc.) may be called for code information.  Sometimes library research is required, especially for historical preservation projects. For most projects, the next step is to enter dimensions of the existing building or site terrain information into our Computer Aided Design and Drafting (CADD) system.

Phase 2 — Preliminary Design (P.D.): Based upon one or more interviews with the Client, our designer(s) will prepare one or more preliminary drawings.  These are sometimes sketches, or can be actual plans such as a floor plan (view from above), reflected ceiling plan (view from below), interior or exterior elevations (inside or outside view faces).  At this time, a general outline about materials will be determined, (e.g., wood or steel construction, etc.).  During this phase we want to make sure we are on the right track with the Client’s vision for the project.  The scope of work will be discussed in general, to determine budget considerations.

Phase 3 — Design Development (D.D.): At this point the design team should know basically what the Client wants and is starting the most creative part of the process.  This is when design ideas will be presented to the Client for discussion and decision-making.  This is the best time to bring up any alternative possibilities that might be desired.  Sketches of decorative elements will be presented.  Interior design considerations, such as fixtures, cabinets, etc., will be chosen, if applicable.  If the Client has already chosen a General Contractor, he or she will be consulted to provide feedback on cost-saving considerations, timing, ease of construction, and many other variables.  Submittals to the City or County Planning Department are also part of this phase.
At the completion of this phase, the Client will be asked to approve the design.  This approval will indicate that the actual construction documents can be produced.  After this design approval, changes to the design are considered "additional services" and will result in fees above and beyond the original estimate.  Once D.D. is done, we provide a more detailed estimate for the construction document phase, since we will have a more accurate idea of the scope of work.  We will usually request an extension to the original contract for the fees for the next phase(s).

Phase 4 — Construction Documents (C.D.s): This is the phase in which we produce the drawings (plans, elevations, details and specifications) which you will need to obtain a building permit and to obtain bids from contractors.  (Sketches from the D.D. phase will not be adequate for building officials.)  Most of the costs in this phase are for CADD Operators to enter the design elements into the computer.  The Project Manager will coordinate and review the drawings and "redmark" (make changes) as necessary.  The Project Manager may be contacting materials manufacturers for information on specifications for their materials.
The Project Manager will have the responsibility for the "Presentation" to the necessary government officials.  This is usually the Building Dept., and/or Planning Dept., but can also include an Architectural Review Board, Planning Commissions, Health Dept., etc.  We will do whatever presentations are requested (for example, to investors, a Homeowner's Association, or any interested parties), but any presentations outside the defined "scope of work" will be billed by the hour as "additional services".  This phase ends when the proper permits have been received for the project.

Phase 5 — Construction Administration (C.A.): This phase may include helping with bidding and negotiations among contractors.  It will also include site visits to determine whether the work is proceeding according to the plans.  This time is typically billed by the hour, since the amount of work varies widely from project to project.
If the Contractor has questions about the drawings during construction, they are encouraged to contact our Project Manager directly for answers rather than going through the Client.  Most licensed contractors have excellent skills for reviewing and interpreting architectural drawings.  Because this is not a science, however, the Contractor's judgment may sometimes conflict with the Architect's specifications.  In a positive way, we will attempt to provide expertise, or sometimes even make changes based on input from the Contractor.  Some contractors may argue that the architectural drawings were inaccurate or incomplete so that they can request "change orders" for fees above and beyond their estimate.  This causes the Client to be caught in the middle, and can cause delays, costs, and aggravation.  This is one of the reasons we like to work with the Contractor during the Design Development phase.  When choosing a contractor, get recommendations from others, and ask whether the work proceeded in a professional and timely manner, what amount of change orders the contractor requested on their project, and whether all subcontractors were well supervised and paid promptly (to avoid mechanic's liens on your property).
Trust your instincts about the type of people you want to work with.  Don't forget that the lowest bidder may not be the least expensive in the long run.  Check with the State Licensing Board and the Better Business Bureau regarding contractors before you sign a contract.  No matter which General Contractor you choose, we will treat them as our partner on the project team.

Estimating Policy

Estimating Policy

In working with a wide variety of clients, we at The Kastrop Group, Inc. Architects have found that true customer service is not a one-size-fits-all proposition.  While some clients wish to pay for all of the "bells and whistles" (e.g., computer models, color renderings, etc.), some clients prefer "quick and dirty" (just detailed enough to get a building permit).  Either approach is equally valid.

Architecture is an artistic endeavor, and as such, includes a necessary thorough and detailed communication between the Client and the Architect in order to have a common vision of the project.  Technically, this is called the "scope of work". We will provide specifics about what is included for the estimated fees.

The approach we like to take is to get an honest assessment of the Client's overall budget, to assist us in planning the scope of work for the project.  Costs increase depending on the complexity and level of detail for the plans.  For example, if you are building it yourself, instead of using a contractor, we can probably take some shortcuts, since you know what you want to build and we don't have to detail it for a contractor.

There is no such thing as a "perfect" set of drawings, but if the Contractor is willing to work with us in communicating any issues of concern, then constructions delays and "change orders" can be avoided.  For example, a Contractor may ask us to "specify" particular materials with which he/she is familiar, or has readily available.  Or the Contractor may tell us that certain design elements can be "roughed out" in general, because they will work with you, the Client, on exactly what it will look like while it is being built.  This is often true of cabinetry, and other Contractor specialty work.  The point is that the more trust there is between the Client, the Architect, and the Contractor, the more "economy" the drawings can be.  This is one reason to consider hiring a general contractor to be a part of the design process, rather than waiting until the drawings are complete.  (You can still have contractors bid on the final design before committing to the construction contract.)

The scope of work is also heavily impacted by how complicated the permit process becomes.  Some cities are extremely demanding about their requirements for presentations and drawings.  Obviously, the more requirements, the higher the costs will be.  If your project needs a code variance, soils engineering, or other mitigation, the time and costs will be higher than a project that can be approved by the Planning Department "over the counter".  We will discuss options with you, but we are restricted to what your city or county officials determine the requirements to be.

Sometimes the original estimate will have to be revised upward if the project encounters an unforeseen obstacle.  We will then inform you of the issue and ask for your approval of the revised fees.  If the project scope exceeds your budget, or becomes unrealistic to accomplish, you can, at any time, instruct us to quit work on the project.  You are responsible only for services performed until the date of termination of the contract.  In order to avoid this outcome, we often suggest that complex projects be separated into construction phases, thereby getting a permit to complete some, if not all, of the desired work.  If you have knowledge of possible problems (such as difficulties a neighboring property has experienced), pleas share them with us so that we can anticipate and avoid pitfalls.

Consultants for engineering, Title-24 analysis, sound or lighting design, landscape, etc. may also be part of the design team and you should budget for them in the "soft costs" of the project in addition to the "hard" construction costs.  The Kastrop Group, Inc. Architects has established effective working relationships with a number of consultants in these fields and are happy to provide recommendations.  We can also provide you with approximate typical fees for services that might be required on your project.

The key to a successful project is to minimize surprises!  We will make every effort to anticipate and inform you of concerns as early as possible so that you will not come across an unpleasant problem later.  This sometimes results in "sticker shock", especially if you have talked to others who might have given you a lesser "ballpark" figure.  We suggest that you get estimates in writing, with a detailed scope of work, so that you can compare costs accurately.  We are always happy to give you lots of information about your estimate, and what we took into consideration in making it.

Pricing Policy

Pricing Policy

The architects and engineers are included in the "soft costs" of a project, (as opposed to the "hard costs" from the general contractor and subcontractors to do the actual construction).  Traditionally, these professionals billed the client as a percentage of the overall hard construction estimate, based on the theory that the bigger the project, the more work they would have to do.  This system worked well in the era of stable building costs.

As you know, building costs in the Bay Area have skyrocketed in recent years, and now are starting to come down again to some extent.  In fact, it is difficult to know, from day to day, what bids will be on a per square foot basis (particularly for small projects).  There is so much construction going on that some contractors do not even participate in competitive bidding.

In response, The Kastrop Group, Inc. Architects has adapted its pricing policy.  We feel that it is somewhat unfair to our clients to take a percentage of the higher construction costs, since our costs have remained relatively constant.  We recommend, therefore, that clients contract with us in one of two ways:

• Estimated fees by Phase: The Kastrop Group, Inc. Architects will provide an estimate based on our best assessment of the project and the Client's desires.  This estimate will typically be for the initial phase(s) of the project; such as Existing Conditions (site analysis) and Preliminary Design.  Additional estimates will be provided for the Design Development and Construction Document phases.  This process gives both the design team and the Client confidence in the budget for architectural fees.  Any increased project fees due to unforeseen circumstances will be discussed with the Client and approved before proceeding.
   
• Hourly Rates: Our hourly rates are very competitive within the industry for licensed architects, and our employees are trained to work efficiently to complete tasks in a timely manner.  If a Client chooses to be billed in this manner, The Kastrop Group, Inc. Architects will provide a detailed invoice showing the type of professional service provided, dates, hours, and tasks.