The architectural and interior design planning process - Library Finance: New Needs, New Models

Library Trends, Wntr, 1994 by Elaine Cohen

In the next phase, design development, the design is further refined and details are shown more fully. The work of all the consulting engineers is included in this phase. The last design phase is known as construction documents. This is the time during which the design is completed and the blueprints and specifications are sent out to bid. Once the bids are let, the drawings and specifications become part of the construction contract which explains the term contract documents. The last phase is known as contract administration. The architect provides interpretation of the documents for the contractor, acts as liaison to the owner, and generally, provides visits to the site and monitors the payment to the contractors. More in-depth coordination and inspection may be provided by a construction manager, still another professional service the library may retain.

The foregoing events outline a list of outside people with whom the librarian may meet and have to interface with during the project. Although some of these people may only meet with the librarian once or twice, they are working quite diligently in the background. For example, during the schematic design stage, the librarian may not even see the engineers, but they review the design concept's feasibility and probable costs. At this juncture, the engineers may also create drawings for the architect, but drawings will be similarly schematic.

Thus, at the schematic design presentation, a troubling aspect of the design should not be put off to a later date. Too many people are involved. Once sign-off is achieved, a problem that may have been minor rises in magnitude as the next phase, design development, begins.

In design development, the engineers produce rather detailed drawings just as the architects do. If the problem is not pointed out by the librarian to the design professionals until the middle or end of this phase, redrawing or otherwise making changes to yesterday's decisions will cost the architect money. The engineers will demand additional fees. That explains why so many architects become resistant to change as the design process flows toward completion.

Engineers typically charge on the basis of a flat fee for so many hours of work while architects usually charge a percentage of the construction costs. In other words, the amount of work the engineers are to perform for the architect is clearly described. Additional work means additional fees. The architect, on the other hand, acting as a major designer and coordinator of the entire project, does not really know the exact amount the client will pay until the project is completed. Therefore, a concerted effort is made to keep the consultants on a tight rein. Unnecessary redrawing is frowned upon and, once drawings are signed off on, attempts are made not to alter decisions.

Certainly, architects can charge the client a flat fee or an hourly rate to redraw, but usually the client resists that effort. Indeed, the architect's hourly rate may be put into the contract just in case extra work beyond the scope of the contract is necessary. Architects can also enter into a flat fee or hourly rate contract but most commonly sign contracts that pay on the basis of a percentage of the construction costs, often with minimum and maximum limits. For a project estimated at $5 million, the minimum fee may be $400,000 and the maximum, $450,000. On the low end, this protects the architect so that good work is not penalized. If the project comes in under budget, no less than 8 percent of the construction cost will be received. If costs escalate, the architect is not rewarded. Occasionally the contract contains a stipulation that enables the architect to receive a bonus if the project comes in far under budget. This rewards everyone for a job well done.