At What Stage Of A Project Should You Hire An Architect?

By Glen Stephens



In today's cost-conscious and challenged economy, we tend to march ahead and do what we can on our own before involving outside consultants. This approach is definitely a growing trend in design and construction matters, as many building owners reason that they don't want to "spend money getting an architect involved until they know what they want." While this decision may seem logical from a cost standpoint, fundamentally, such a choice neglects the fact that an architect's role is not merely to draw plans that match your project vision, but also to assist you in figuring out the best manner of making your vision a reality while considering a host of variables. The net result of involving an architect early in the project cycle can actually save an owner dollars and effort, as well as allow for the creation of a better end-product.

Architects frequently receive calls from building owners who report that they know what they want and simply want help in executing their vision. Unfortunately for all involved, the situation often results in the design and construction team trying to make the best of a project plan instead of really capitalizing on value. For example, because of early decisions made without proper consultation, the design team is frequently left to deal with poorly selected sites that create a host of problems during construction, or troublesome scenarios regarding zoning or product material selection - all of which could have been significantly alleviated by involving a design professional early in the process.

An architect can be described as the conductor of a symphony orchestra: directing, coaching and blending the efforts and expertise of a team of talented musicians to produce harmony in action and accomplishment. The architect's role is, first and foremost, to determine the tasks at-hand and then actually to direct each individual member of the design and construction team, utilizing each to their full potential and to the benefit of the client. Further, an architect is charged with bringing aesthetics to a project, while balancing the budget and other "tradeoffs," such as durability, energy efficiency and more. To appreciate fully the role of an architect, consider how a group of musicians would perform and sound if each followed his or her own uncoordinated path. It is obvious that the result would be chaos. Just think of the cacophonous sounds of an orchestra warm-up.

And, chaos is a reality in today's building process, largely due to misconceptions about the role of the design professional. Too often, the first call an owner makes is to a trusted real estate agent. While involving a real estate professional is a smart decision, a real estate agent's role is to help you secure the right location that suits your building needs in terms of size, location, end-use, growth, traffic, community image and a host of other factors. Should you select your site without first gaining a strong understanding of your needs and the trade-offs associated with all variables, you are simply forced to adjust your vision - and therefore your needs - to the constraints of the location. As such, involving a design professional before or in conjunction with a real estate professional can prove beneficial.

The complicated set of variables well within an architect's skill-set include: a working knowledge and expertise in site selection and evaluation, flood plain review, zoning coordination, construction systems, building codes, traffic information and studies, site-grading, storm water management requirements and more. Architects are well versed in environmental assessments - a crucial consideration that many overlook until they have already spent money and resources on a project or site that could be troublesome.

Other important considerations and areas where an architect can guide your symphonic performance is in partnering with the real estate agent in determining the land required and the appropriate zoning categories. This information will take into consideration parking, loading, storage, vehicular circulation and other site requirements. Armed with this information, the real estate professional can efficiently evaluate available properties. Any owner who has wasted precious time driving around town to look at land parcels that just don't seem right will easily recognize the benefit of only having to review properties that satisfy their project requirements.

In addition to arming the real estate agents with the necessary information for them to perform at their best, early involvement by the architect can result in a team analysis of the various properties that appear to meet the project requirements. This process includes working with your legal counsel to determine what contingencies are needed as part of a contract to purchase land, a building or to lease space. During the feasibility study period of a contract, the architect also can assist an owner by developing site plans and secure proposals from surveyors, geotechnical testing companies, historical district reviews, as well as arrange for the necessary environmental studies.

Another frequent misstep in building design is calling a general contractor before involving a design professional. While the contractor boasts significant experience and will sincerely attempt to assist you with pricing - offering to develop a budget and construction schedule - without meaningful and specific facility requirements, contractors can only provide conceptual and generic pricing, regardless of their qualifications. This scenario far too often leads to misinformation and creation of false expectations in the mind of the client, as well as potential lenders.

A stronger and more realistic alternative is to partner at the earliest of stages with an architect to develop a preliminary construction budget and schedule. This step should occur once the programming phase is complete, as your budget and schedule will be impacted and change based on the characteristics of the particular site or building. Further, the architect can explain the benefits and compromises associated with the various construction systems available for your consideration - to include the traditional design-bid-build approach and how it compares with the growing design-build concept - as well as the distinction and nuances between the roles of a general contractor and a construction manger, information about Fixed Price Contracts and GMP (Guaranteed Maximum Price), as well as time and material pricing.

The architect's involvement at this stage will allow for the development of preliminary design drawings, as well as a specification outline to present to lenders and to solicit conceptual pricing in validation of earlier budgets. At this stage, the architect should offer to conduct preliminary meetings with appropriate zoning and/or building officials to present design concepts and code compliance approaches, as well as suggest solutions before you incur the cost and expense of more extensive drawings.

The right architectural firm will help you assemble a team of qualified consultants to support the preparation of the construction documents. This team is likely to be composed of civil, structural, mechanical, electrical and traffic engineers; landscape architects; acoustical engineers and planners; as well as a long list of specialists determined by the unique and special requirements of your project and site. The construction documents - sometimes incorrectly referred to as "blueprints" - serve as the core documents that will be used to secure pricing, or bidding, as well as be submitted to the appropriate authorities for review and the issuance of a "building permit." Further, these documents become the directions the selected contractor will use to build your project.

While each and every member of a new facility development team brings a unique skill-set and level of expertise and talent to your project, it is important to remember that the architect's training and experience serve to unify the vision of all concerned. The important coordination role of the architect should not be overlooked as project success truly does depend on capitalizing on the best efforts of each and every member of the team. The owner's vision is best realized through the architect's hindsight, insight and foresight.



R. Glen Stephens is founder and principal of Stephens, Aylward & Associates of Laurel. He can be reached at glen@designed tolast.com or 301-513-0600.