Let’s look at some possible time projections. But first, let’s set some project scope parameters. I often tell people that there are 10 ways to speed a project up and 1,000 ways to slow it down. What we will consider is the schedule of a normally progressing project — not faster and not slower. Also, since a one-bay expansion to an existing station would take much less time than a new 80,000 square feet headquarters station for a major municipality, let’s set our project scope at the average 10,000 – 12,000 square feet, new station. Let’s also assume that our timeline will begin after you select the appropriate architect.
See previous articles for advice on selecting the appropriate architect.
Schematic Design (SD) — Estimated Six Weeks
During SD, the architect will solicit information from you during a data gathering period. This includes items like surveys, environmental/geotechnical reports, needs lists, etc. One of the first meetings in SD will be to program your facility. The architect will work with you to develop a comprehensive list of every space needed inside and outside your facility to satisfy your requirements. The architect should be able to determine the required space size for each of these needs. Based on previously discussed construction types, the architect should also be able to provide an accurate cost of construction from this information. This early meeting should result in the most important factors of your project: spaces, sizes and costs. With this valuable information, you are able to make adjustments to your scope and/or budget before the first line is drawn by the architect.
After you are satisfied with the program, the architect can use it and all the other data that you have provided to develop schematic site plans, floor plans and exterior views or elevations of the proposed facility. Each of these steps normally takes a couple of attempts to get the design that is completely acceptable to you.
Design Development — Estimated Three Weeks
With your approval, the architect will develop the schematic design into a more comprehensive design by incorporating things like civil, structural, mechanical and electrical systems in the mix. This will not result in actual drawings for these disciplines at this time, but will massage the design into a facility that has accommodated each of these systems.
Design development often results in rendered drawings that present the appearance of the proposed facility so that all interested parties can visually comprehend what the project will look like once constructed. These renderings can be presented to the board, council or public for support and approval to proceed. The estimated cost of construction should also be updated at this point.
Construction Documents — Estimated Six-10 Weeks
Construction documents include drawings and written specifications. These are the documents necessary for permitting, bidding and building. This is the most complicated part of the architect’s services. Construction documents will address every division of construction including; civil, landscaping, structural, architectural, plumbing, mechanical, electrical, and possibly, furnishings. The projected cost of construction should be updated at the end of this phase. You should not allow the project to proceed into the next phase until you are confident that you understand the facility defined in the construction documents. A quality set of construction documents will provide the best prices on bid day and the least questions/problems during construction administration. This phase should not be rushed.
Agency Reviews/Approvals — Estimated Four Weeks
Prior to this time, it is advisable that the design team have preliminary meetings with the reviewing agencies who will be approving and permitting the project. The preliminary meetings can help to reduce the time required once the official submittal is made. Depending on the jurisdiction(s) and number of required reviewing agencies, this period could be as short as two weeks or as long as one year. Four weeks is the most typical time necessary.
Bid/Negotiation — Estimated Four Weeks
During this phase the architect will assist you in soliciting bids for the designed project. Most fire or EMS stations are municipally owned and usually require public bidding. The architect will help advertise for bid, distribute construction documents and answer contractor questions during the bidding schedule. If significant contractor questions arise during the bidding schedule, the architect will issue addenda to answer those questions for the benefit of all bidding contractors. At the appointed time, the architect will receive the bids for the construction and tabulate them for you to make an informed decision to award the contact.
Depending on your state and local laws, you may be able to negotiate a price with a single contractor without public bidding. If this is the case, the architect can work with the contractor even before the Bid/Negotiation phase to decrease the time needed
Construction — Estimated 43-52 Weeks
Obviously, time of year, climate, pre-existing site conditions, etc. can greatly impact the time needed for construction. The architect can prepare the owner/contractor contracts and make sure that all the necessary paperwork is in place. After issuing a Notice to Proceed, and before the contractor actually mobilizes, the architect will begin reviewing the contractor’s proposed schedules and shop drawings. Once construction begins, the architect will regularly visit the site to observe the construction. The architect typically sets regular meeting times that require the presence of the owner and contractor to discuss progress and outstanding issues.
Monthly, the contractor will prepare a pay application and send it to the architect. The architect will review the application to identify possible inconsistencies with what construction has actually been completed. After the architect is satisfied with the application, he will forward it to you with a recommendation to pay and/or withhold monies.
Near the end of construction, the architect will prepare a punch list of items to be completed by the contractor prior to final payment. The architect will verify that the punch list is completed prior to issuing a letter to you recommending acceptance. The architect should coordinate the collection of all operation manuals and as-built drawings for you.
Most projects require a one-year warranty period against defects in materials and workmanship by the contractor. The architect will return to prepare another punch list to be completed by the contractor 11 to 12 months after you occupy the facility.
Conclusion
The timeline presented above covers 16-19 months and assumes an uninterrupted continuation from each phase to the next. If your decision makers must review and approve every phase prior to proceeding with the next, time will likely be added to these projections. If an accelerated timeline is necessary, and the entire design team has been part of the initial scheduling, it is possible that significant time can be removed from the projection. For example, our firm worked with the City of Fayetteville, NC to design and construct a new, 19,000 square foot fire station over a 13 month period.
Hopefully, understanding the necessary phases and setting a realistic timeline for your project will assist you in realizing a successful project.