Interest rates are at an all-time low and the construction-bidding climate is competitive. It's a good time to think about retrofitting or renovating your existing commercial property or constructing a new building to meet your present and future needs.
Hire your architect early. Often, clients wait until the last minute and it's always a rush to the finish. Architects work much more effectively and precisely if they have adequate time to design, which also gives the client more time for decision-making. Depending on the project, designs can take months to finalize, and additional time is required for engineering consultants to prepare drawings and specs. More time is also needed to bid the project out.
Be sure you know the roles you want your architect to play. The level of services provided by architects varies depending on exactly what you need them to do: existing conditions documentation and building assessments, master plans for maximum build-out potential, schematic layouts for general pricing, full construction documents to bid out for construction and other services. You need to talk to your architect and/or builder about the services that make sense for you and your particular project.
Be sure you both are on the same page with the process. Time is money. The last thing either the client or architect wants to do is waste time and money. The typical process of a building project is: conceptual design, budget check; schematic design, budget check; design development, budget check; construction documents for bid (reality budget check); construction. Some clients want to be involved in every step of the process, some don't. You need to set up realistic expectations, communicate effectively and develop a written contract so that both the client and the architect understand the roles and deliverables that the client is expecting.
Make your money count. Be up front and realistic with your budget. It's difficult to keep a handle on the fluctuations in the cost of construction materials. Architects should hire a contractor to do budget estimates or a third party cost estimator. They have their finger on the pulse of the industry and can really add insights to designs in the preliminary stages so that when you go out to bid, you aren't surprised with the end results.
Schedule, schedule, schedule. Time can slip by quickly. Make sure when you start, your architect develops a detailed design and construction schedule with adequate buffers and all permits required, as well as the appeal periods. This way you can manage the project schedule as you go through the process and identify times when you are behind schedule and why, and try to improve things to meet deadlines.
Decide when to use mechanical and electrical subcontractors. Often existing buildings have mechanical and electrical subcontractors who are thoroughly familiar with the building and can do minor renovations and/or small additions. They can do so without having to create design drawings or specifications or having to bid the project out. The other option is to hire an engineer to create design drawings and specifications for the subcontractors to use during construction, insuring they will be up to date with code changes. Which option to choose depends on your project, and the architect and general contractor should be consulted on this matter.
Find the right contractor. Traditional design-bid-build, construction management, design-build, owner's agent-the type of construction delivery method, as well as the right time to have contractors enter into the process, varies depending on the project type, the client and the level of services required. Consult your architect, Associated General Contractors (www.agcnh.org) and Associated Builders and Contractors (www.abcnhvt.org) for more information.
Don't forget construction administration services. Some clients think they're going to save money by not having the architect present to meet during the construction. However, the International Building Code requires that architects conduct special inspections to ensure things are constructed per the drawings and per code. There are always questions and issues that arise during construction, especially in renovations, that architects and the design team can answer. Clients always want to change things as construction progresses, and architects can facilitate these changes and coordinate them to be sure the costs are appropriate and that the changes keep the building code compliant and coordinated with other trades. It takes an entire team to make a project run smoothly and successfully and it's important to keep involved throughout the process to make sure the client's original goals are met.
Consider green design and LEED. This is an exciting time that we're living in with the blossoming of the high- performance design movement. It does not have to cost more to build using green practices and materials. There are many things you can do to your existing facility that can help improve the quality of your workplace and in turn the happiness of your employees. The U.S. Green Building Council has developed LEED, a rating system that design teams use to navigate clients through decisions involving sustainable sites, water conservation, energy conservation, materials and resources, and indoor environmental quality. For more information, visit www.usgbc.org. n

Ingrid Moulton, AIA, LEED AP, is a principal with Banwell Architects, a firm in Lebanon with experience in educational, commercial, recreational, and public facilities. Jennifer Radford Bills is the marketing coordinator for the firm. For more information, call 603-448-3778 or visit www.banwellarchitects.com.
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