Design Process

A GUIDE TO WORKING WITH LEX DESIGN GROUP

Below is an outline of the steps we’ll be taking together as we design your home. This process is meant to be fun, engaging, and democratic. It will involve sketches, drawings, computer models, lots of ideas – both good + bad - materials, thorough analysis and good humor. We think the best outcomes are the result of following each of the steps below to completion.

Good design is the synthesis of many disparate ideas into a thoughtful whole, and while the steps listed below represent a linear path, the way we arrive at the final design isn’t always linear. It’s an iterative process, which leads to a product; it’s not a known product from the beginning. The product is the result of following the design process to its logical endpoint. This, we believe, is what makes custom design so exciting and memorable – we create it together based on your specific situation and needs. At the end of the process, you’ll have a thoughtfully designed home and the shared experience of designing it.

Architects, for the most part, all use a similar series of steps to arrive at a finished home. There are six general phases:

Phase 1 Predesign – site analysis, programming, existing conditions, budgeting, code review.

Phase 2 Schematic Design (SD)– basic design concept generation

Phase 3 Design Development (DD) – refinement of the selected design concept from phase 2.

Phase 4 Construction Documents (CD) - detailed drawings, schedules and specs

Phase 5 Contractor Selection (Pricing) – aid in contract award / negotiation with GC

Phase 6 Construction Administration (CA) – oversee construction + administration of the contract.

Download pdf of Design Process: Lex Design Group_DesignProcess.pdf

PHASE 1: PREDESIGN

This is essentially an information gathering and processing phase – what we do before we start design. We collect all of the information about the project to use in schematic design. This includes information about the site, any existing structure(s), codes, deed restrictions, septic information, site utilities, access, budget, and schedule.

SITE

The property, or site, is a strong generator of ideas and building forms for me, so we begin all new projects with an analysis of your site. We look at the local conditions - climate, wind patterns, solar angles, topography, and other significant features - particular to your property. We overlay any local zoning restrictions (setbacks, etc.) on this plan and create a site diagram. This diagram usually begins to suggest candidate building sites and opportunities, which together, we’ll begin exploring in the next step.
PROGRAMMING + BUDGET ANALYSIS

The program is an architect’s way of saying, “list of rooms”. What will we be programming into your home? Chances are this has been percolating in your head for some time but we need to get it on paper and make it real.

We’ll ask you to make an exhaustive list of the spaces you’d like in your home to include. Treat it as a wish list of sorts (for now). For the major spaces, it’s also useful to describe the character of those spaces (wood ceilings, cozy, formal, low light, etc.) If you have particular needs regarding sizes or adjacencies of spaces, i.e. “the Komodo dragon enclosure must be at least 30”x40”, it would be great to know that up front. Otherwise, we’ll develop and assign appropriately scaled spaces to your list of rooms as a starting point.

CLIENT QUESTIONNAIRE

We’ll send you a detailed list of questions to help me find out more about you, your needs for the project, and as part of the search for an architectural idea to build the project on. This will get us all thinking about the specifics of design from the outset.

EXISTING CONDITIONS SURVEY (As Necessary)

These drawings are required for all renovation + addition projects and vary with the size and complexity of the existing building.

CODE ANALYSIS

It’s critical to understand the restrictions governing the subject property or structure before beginning schematic design. This review will tell us what’s possible and what isn’t. We will review the zoning, by-laws, and covenants which impact the property, review environmental issues, flood zones, and assess the overall permitting process.

SCHEDULE

It’s important to develop a basic schedule to make sure we’re meeting everyone’s expectations. The project schedule will be impacted by the following:

· Owner’s Schedule

· Architect’s Schedule

· Consultants’ Schedules

· Permitting Schedule

· Contractor’s Schedule + Availability

The schedule will change along the way we’ll use it to identify any constraints early on.

INFORMATION REQUIRED:

· Site Survey (digital) - showing property boundaries, roads, test pit sites, utilities, topography, known significant site features, and any existing structures.

· Existing Structure Floor plans (digital) as applicable. If you don’t have these, We will conduct an existing conditions survey for you.

· Soils test/septic design (assuming no public sewer access). We can suggest local designers that will work with us to find a suitable site (for both the building and the septic).

· List of any known restrictions (wetlands, permitting constraints, easements, etc.)

· Copy of your deed/ subdivision requirements

· Client Questionnaire – this is a document We’ll provide for you to fill out. It’s a detailed list of questions designed to tell me more about you, your project and to define the project goals in a very granular way.

This phase is complete when you’ve agreed to the program and budget we’ve developed together. Then we can proceed to the next phase.

PHASE 2: SCHEMATIC DESIGN

This is where the rough shape of the building and the ideas are formed. We’ll generate a couple of different design options for you to consider - two at a minimum (sometimes more) - using all of the information gathered in the previous step. We begin by drafting a narrative for the project, called a ‘parti’, which we’ll reference throughout the project. This seed idea is used to help us make decisions as the project becomes more detailed and better defined. It’s a rulebook of sorts.

We generally present the schematic ideas brochure style plans, sketches or digital models. These are not final ideas or fixed plans, they’re meant to be conceptually evocative and to incite new ideas and feedback from you.

We’ll meet and discuss the designs with the goal of narrowing the field to one preferred design concept; something we can move forward with. Often this design will borrow features from other schemes and become a hybridized solution. The phase concludes with your selection of a scheme to further develop.

At the end of this phase we’ll usually have the following:

· Schematic Site Plan

· Schematic Floor Plans

· Sketch Elevations / 3D Model

PHASE 3: DESIGN DEVELOPMENT

Taking the schematic plan developed in the previous phase, We begin to add detail to the drawings. We locate it precisely on your site and think about how it will relate to the existing contour and consider how that will shape the building. We make the building real by adding interior and exterior detail. We define the exact sizes and relationships of the rooms, the overall volume of the building and generate the initial set of exterior elevations. We also begin thinking about materials, inside and out. This is a good time to get an Interior Designer involved in the project or we can assist in selecting interior finishes. The buildings systems will begin to be developed in this phase as well – structural, mechanical, heating, lighting, and specialty controls.

We’ll usually meet to discuss the evolution of the design several times, each time refining the level of detail and decision.

CONSULTANTS

This phase initiates our coordination with the various consultants that will bring their expertise to bear on the project. We almost always bring on a structural engineer on larger more complex projects.

Other consultants such as landscape, lighting or mechanical professionals, Interior Designers can be brought in as necessary at this time. We oversee and coordinate with these consultants. We find this produces the most cohesive design overall.

At phase completion you’ll have a set of drawings for what looks like a house, but not quite enough to build from:

· Site / Grading Plan

· Floor Plans ¼”

· Exterior Elevations ¼”

· Sections

· Interior Elevations

· Renderings

· Virtual Walkthrough of the model

· Outline Specification

· Structural Concept

· Lighting Concept

· Mechanical Systems Concept

PHASE 4: CONSTRUCTION DOCUMENTS

This phase fixes all of the information about the house into a detailed set of drawings and specifications that will be used by the Contractor for pricing and construction. Think of it as an instruction manual. For a typical project, We generate the following drawings:

· Site Plan

· Floor Plan(s)

· Foundation Plan

· Exterior Elevations

· Building Sections/Wall Sections

· Door + Window Details

· Interior Elevations

· Details (interior/exterior)

· Electrical / Lighting plans

· Building Specifications

· Schedules (Door/Window/Electrical, etc.)

· Structural Plans

The construction documents phase will require less input from you as most of the decisions will have already been made. If there are outstanding design decisions we’ll meet to confirm those.

PRELIMINARY PLAN

WALK THROUGH

FLOOR PLAN

To move click on the white hovering icons or use the arrows on the side to scroll scene to scene.

You can look around 360 degrees.
You can go full screen with the double arrow icon in to top right corner.

VIDEO

RENDERINGS

PHASE 5: CONTRACTOR SELECTION (BIDDING or NEGOTIATION)

This is a separate phase but it typically occurs alongside other phases of the work, especially if the contractor you’re seeking is in high demand. There are typically two means of selecting a contractor – by competitive bidding or by negotiated contract.

Bid Contract:

We agree on two (or more) contractors to competitively price the construction documents. This results in a fixed bid price for construction based on the drawings and specifications, what we refer to as the contract documents. The bidders must be of equal quality because high-end custom builders and production builders will naturally arrive at different numbers and make the process less useful.

Bidding requires a tight set of drawings with no room for confusion or interpretation. Any undefined scope of work is an opportunity for a bidder to make an assumption (which is always based on cost) and that’s an opportunity for a change order during construction. As you might imagine, these detailed coordinated drawings take more time to develop and will increase the design fee.

With a tight set of drawings, the materials are known quantities (windows, doors, finishes) and the only real differences between bids should be the individual builder’s varying overhead and profit percentages. This number is typically a negotiated percentage.

The bidders will submit their prices and list of subcontractors to you and together we’ll evaluate the bids and award the contract to the contractor of your choice. This does not have to be the low bidder.

(+)

· Validates the cost of construction among a pool of builders

(-)

· Adversarial build process – more change orders, finger pointing

· Subcontract quality is subject to the quality of the low bidder (GC’s choice)

· Low bidders may feel pressure to compromise quality

· Up front drawing/design fees are higher to ensure drawings are complete

· Some local Contractors won’t participate in the bid process at all

· More time to conduct the bid process and award the contract

Negotiated Contract:

Also known as a T&M (time & materials) or Cost-Plus contract, this arrangement bills for the actual cost of the work plus an agreed upon (negotiated) fee. It’s a collaborative process that involves the Contractor in the design process helping to develop and refine pricing along the way. It guarantees them the contract at the end of construction documents phase and builds trust between all parties.

The contract can be structured either with or without a guaranteed maximum price and incentivized in different ways.

(+)

· Collaborative build process

· Bigger pool of qualified contractors available to choose from (this is the locally preferred means of construction)

· Lower design fees, things can be worked out in the field without change orders.

· Develop a working relationship and trust through the design process

· Saves the time of the bid process

· Flexibility – changes reflect real costs not low bidder making up for his low number

(-)

· Schedule is everything with this structure, without a fixed price ceiling delays can quickly increase the overall cost to build

We prefer the negotiated contract because it’s more collaborative and seeks to quantify a competitive cost throughout the process with an engaged builder. Most local contracts are negotiated contracts - some have not-to-exceed maximums and some don’t.

Having a good builder on board will help to price your project fairly and make the construction process much less stressful – even enjoyable. Building consensus, mutual respect and an investment in the project means we’re all working toward the same goal, which inevitably results in a better home for you.

Download pdf of Design Process: Lex Design Group_DesignProcess.pdf

3D PRINTED MODEL

SECTION

SITE PLAN

ELEVATION

PHASE 6: CONSTRUCTION ADMINISTRATION

After the contract is awarded and construction begins, We act as your agent on-site, monitor progress, review applications for payment, and ensure conformance with the contract documents. We don’t tell the contractor how to do his work; We just make sure he’s doing the things he’s contractually promised to do.

This is a crucial part of the process and We strongly advocate (REQUIORD ON COMERCIAL PROJECTS) being involved during construction. Not only does it ensure that all of the hard work we put in designing your vision is executed properly and according to the drawings we crafted, but I also find that it holds the Contractor to a higher standard of quality.

Invariably, there are things that we are just not able to draw or anticipate during the Construction Documents phase. Involving us in the Construction Administration phase allows the projects design vision to be integrated into the details of the home seamlessly. Architects and Contractors think very differently – which is good – but not every Contractor’s decision balances function and aesthetics.

WEEKLY MEETINGS

We visit the site weekly to meet with the Contractor + Subcontractors to answer any questions and review progress + conformance with the Contract Documents. We take progress photos and send a weekly field report.

PAYMENT APPLICATIONS, CHANGE ORDERS, SUPPLEMENTAL INFORMATION

We review and certify the Contractor’s payment requisitions and review any change order requests. For work that requires clarification or alteration we’ll issue ‘sketches’ to facilitate the Contractor’s work.

PROJECT CLOSE-OUT

At ‘Substantial Completion’ we work with the Contractor to generate a punch list and oversee its execution. And, at the end of the project we’ll issue a ‘certificate of final completion’ and authorize the release of the final payment.

This phase ends with the completed project, ready to move in

FEES

All design fees are charged on an pre-square foot or hourly basis. The cost of construction of a project doesn’t determine the architectural fees, but it’s a useful guideline in projecting how much design time may be needed to consider the project and produce the drawings

The nature of the decision-making process, Owner's directives, and the level of design input requested, all affect the overall fees. Therefore, fees can only be estimated at the start of a project based upon the potential size and complexity of the project and intended work.

It’s extremely important that your budget for your home aligns with both the square footage desired and the estimated cost per square foot to build. For custom residential construction in southern Wisconsin we use the range of $250-450/SF. This is a big spread, some of which is dependent on the builder, some of which is based on the project complexity and some of which is based on the level of finish required.

We’ll work with you early on to fine tune the list of desired spaces and their sizes and develop an initial estimated building cost. This will focus your decision-making process and help to align the budget with the size of the building. By doing this you’ll have a more accurate picture of what my design fees will be. We like to involve a Contractor early in the process to provide local construction cost feedback that together we can rely on. We do not warranty, guarantee or certify the construction cost for the project or any part of the project, We only collaborate with Contractors who have an intimate knowledge of the (ever-changing) actual cost of construction.

WHAT’S INCLUDED?

While we love designing things, design is only one part of what we do on a project. There’s a lot of communication that happens behind the scenes. We refer to this as project administration and its duties are spread across all of the phases of work. This is also billed hourly and the estimate is included in the basic services fee.

We believe for a project to run smoothly open communication between everyone – Owner, Contractor, Architect, Consultants, Other Agencies - is extremely important. We pride ourselves on being open communicators and always responsive to your questions. These administrative processes are in place to make sure your project runs efficiently, on budget and on schedule.

Some examples of this project administration are:

· Phone, text, e-mail correspondence

· Owner meetings and presentations

· Meeting agendas + minutes

· Coordination of Consultant’s work

CONSULTANTS

Our estimated design fees include the architectural services outlined in the phases below. They do not, however, include any outside consultant fees or other soft costs. Depending on the specific requirements of a project we may request to involve an outside consultant on a case-by-case basis.

Some examples of consultants we may involve on your project:

· Structural engineer

· Civil engineer

· Soil scientist

· Surveyor

· Landscape architect

· Energy modeler

· Lighting consultant

· Interior Designer

As the need for these specialized consultants arise, we’ll work together to select the right person for the job and define the added costs up front.

HOW TO CONTROL COSTS

We recognize that designing a house can be an expensive endeavor and we are happy to work with you to manage these costs. A couple of things to prioritize when thinking about how to effectively control design fees:

1) Exploring more options, while a really enjoyable exercise for us, can get expensive quickly.

2) Be up front with your goals, likes and dislikes. Architects thrive on critical dialogue so don’t be afraid to be direct and candid. Without an honest, open dialogue the process can take longer to arrive at something you’re happy with.

3) Match the size of your desired house with your budget. This keeps all parties working toward a singular goal. It’s much easier to work early on to define a realistic house size that meets your budget than to try and remove money from an oversized house during the pricing phase. We advocate designing smaller, more energy efficient + affordable floor plans as a starting point.

FEE BY DESIGN PHASE

The phases of architectural services are listed below. Each category notes a percentage of time that we typically spend in that phase. Typically $4 per square foot for new construction homes and $6 per square foot for additions and remodels. It can take anywhere from 100 – 300+ hours to design a new home. (on small projects the per square foot pricing may not apply)

Phase 1: Predesign (see below)

Phase 2: Schematic Design 25%

Phase 3: Design Development 25%

Phase 4: Construction Documents 50%

Phase 5: Bidding & Negotiation Hourly

Phase 6: Construction Observation Hourly

Total Design Fee 100%

HOURLY RATE $130/HR

REIMBURSABLES AT COST

TRAVEL $0.67/mile

LONG DISTANCE TRAVEL AT COST

PREDESIGN SERVICES HOURLY (UNLESS NOTED OTHERWISE)

Although all fees are billed per square foot or hourly, Predesign services are particularly variable in nature, which makes it hard to list a percentage of fee to allocate to them. This variability is because each project begins with a different set of preconditions, some arrive knowing exactly what spaces they want, how big the home should be along with a clearly defined budget. Others are just beginning to take the necessary steps. The services below are discussed in more detail in the individual phase descriptions:

· Site Analysis

· Code Analysis

· Programming

· Existing Conditions Survey (as required)

OTHER SOFT COSTS (not included):

Consultant Fees (Landscape, Civil, Structural, Lighting, Energy)

Site Survey (topographic, boundary – as necessary)

Septic Design

HOW LONG WILL IT TAKE?

DESIGN
The time it takes to complete the design portion of the work can vary from as little as a few months to up to a year (or more). It depends on the complexity of the scope of work, how quick you are to make decisions, how quickly we can come to a design solution that meets your needs and any special permitting or regulatory hurdles we face.

CONSTRUCTION

Again, this depends on project size and complexity as well as the Contractor’s schedule and workload. You can expect it to take between 10 and 18 months for the average custom-built project from start to finish.

Welcome Future Client

DESIGN PROCESS