Project conception
The first stage of the process involves feasibility studies, establishing project goals, budgeting, and site selection. Relevant documentation includes preliminary cost estimates and preliminary scheduling.
The project conception stage is the responsibility of the owner and its representatives, and may involve general guidance or input from an architectural firm. The purpose of this stage is to determine the project’s viability relative to the project owner’s goals, budget, and schedule.
Design
This two-phase stage begins with schematic design, where site plan development, determination of elevations and exterior finishes, and conceptual design of structural, mechanical, and electrical elements are completed. Documentation required at this point includes conceptual plans illustrating relationships between building components, preliminary material selections, revised costs, and schedules.
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Following this, the project enters the design development phase, where the team must identify constructability issues and select specific systems, materials, and products. Drawings, plans, elevations, typical details, product- or system-related technical data from manufacturers, revised cost estimates, and schedules are also needed at this stage.
The outline specification generated during design development is a distinctly different document than the project specification created during the next phase, construction documentation.
An excerpt from the Project Delivery Practice Guide states:
Outline specifications aid in the design process and are the basis for revising estimates of probable construction cost, schedules, and value analysis studies. They also serve as a checklist for the project team [discussions and choices] when selecting products and methods during development of the project manual.
Such specifications contain details about manufacturers, materials, components, and accessories, and are utilized and viewed by the project owner, members of the design team, and/or general contractor.
Construction documentation
This stage is dedicated to final design, with a need for procurement and contracting forms, specifications, and drawings. The project specification created here evolves from the outline specification. It is a contractual and legally binding document containing clearly defined materials and methods, and is for the use of the general contractor for construction purposes.
Bidding
Review of bids, negotiating, and evaluation of substitutions are necessary at this stage, with the only required documentation being addenda.
Construction
At the final stage, the team must perform work in accordance with the contract and evaluate substitutions. The only documents needed here are contract modifications.
In general, a contractor is most influential when calling upon a firm during the project design stage. In addition to schematic design and design development activities, at this point, designers and owners are also evaluating specific material, product, and system choices. Contacts made during project conception may be too early, and contacts made during bidding or even construction documentation may be too late.
Depending on the size of the project, unforeseen problems, and the owner’s direction and requests, project stages could be weeks to many months in duration, with occasional stops and starts in between. By understanding the significance of each project stage, contractors can time their visits for when they will be most effective.
As an example, if the architectural call coincides with the project conception stage, it is best to determine when the design stage will start, schedule a future call coinciding with that stage, then move on to another project or another design firm with more stage-relevant work. By keeping track of projects and design firms in this manner, contractors can ensure focused and productive meetings with designers while creating a significant pipeline of future projects.
The next and final installment in this series will explore how a contractor can hold a successful discussion with members of the design firm.
Howard Jancy, CSI, CDT, is a commercial architectural services representative for Custom Building Products. He has 30 years of experience with tile, stone, and concrete flooring, as well as paving design, installation, and remediation. Jancy’s responsibilities include specification writing and review, technical service, and continuing education. He has written articles for numerous industry publications, including Landscape Contractor National, the Journal of Architectural Coatings, and The Construction Specifier. Jancy has also been a presenter at World of Concrete (WOC), as well as various CSI chapter events throughout the Midwest, and is a member of the CSI Chicago Chapter. He can be reached via e-mail at hjancy@cbpmail.net.
