1
Q
What to do at First Meeting with Client?
A
- Interview and Educate the client on your services.
- Meeting at site if appropriate
- Understand the client’s vision for the project
- Is there a detailed written brief?
- Try and pin down time, cost & quality and outline this within the brief and the agreement
- Talk about what an architect does and what your firm can offer.
- Discuss expectations of the project, aesthetics, basic functions, target market etc
- Consultants - are any onboard yet what others might be required - engaged as sub or secondary consultant
- Fee structure discussion (percentage lump-sum)
- Budget
- If inexperienced client take them through CAA
2
Q
What to do after First Meeting with Client to secure the project?
A
- Find out whatever you can about the client.
- Do you feel comfortable that the client can pay? Is the client offering fair terms?
- Do you have the experience to complete the job as a reasonably competent architect?
- Do you have the resources?
- Work out appropriate Fee
- Write a back-brief summarizing the conversation
- Scope of project
- Budget
- Program
- Scope of architectural services
- Fees
- Other consultants required
- Send CAA for client to sign with all relevant details filled in as discussed in first meeting
3
Q
How do you put together your fee proposal?
A
- Percentage historical based histroical for project type,scale and complexity.
- 6% house
Alternative Method
- Scope out all the architctural work that is required drawings, design, meetings, coordination, engaging consultants etc
- Assign time and staff to the work
- Use hourly rates for staff (that have overheads and profit built in) to calculate total fee
Alternative Method
- Take percentage total and split between stages to and use this to calculate how much time for each staff member is available and assess if this is resonable for this project
- SD 15% DD 15% CD 40% TN 2.5% CA 25% PC 2.5%
Use all methods to cross check each other.
4
Q
What is Concept design / schematic design?
A
Includes a pre-design phase – obtain the client’s brief, recommend specialist consultants, make initial inquiries about the site conditions and constraints, make initial inquiries about regulatory requirements and review the project budget.
- Then preparation of a preliminary schematic design for the clients consideration
- Could include design options, site analysis diagrams, view corridor studies, sketches and diagrams to adequately illustrate a design concept to the client.
- Once the client has approved this design, the architect can proceed to design development
- coodinate cost consultants forecast of the Cost of Works.
- Usually completion of this stage includes submission of drawings for Development approval (with the local planning authority)
5
Q
What is Construction Documentation Stage?
A
- Involves further resolution of design, systems, materials
- coordinate and integrate work of specialist consultants
- prepare drawings,schedules and specification
- submit required documents for statutory approval
- advise client on preferred method of building contractor selection
- coordinate pre-tender forecast of cost of works
6
Q
What determines a project cost?
A
Cost depends on many factors:
- Size of the development
- Site Conditions
- Quality
- Time (start to finish)
- Market conditions
- Advise the client that once the above becomes clearer, a quantity surveyor could provide a more accurate cost estimate than an architect.
7
Q
Accepted fee proposal. New Site/ New Job. What do you do?
A
- File it
- site visit if not done already
- Receive site information form client survey existing drawings, certificate of title (caveats & easements) dial before you dig
- Project plan - program, resources, project team, fee planning
- Liase with town planner and get planning contraints
- organise for client to engage other consultants required
8
Q
Should you ever advise client on the purchase of land?
A
- No, as it is not in your field of work or expertise to be valuing or pricing land
- Do not advice clients on the purchase of land
- You can advise the client to seek professional advice i.e. real-estate agent, property investor
- Advise the client that they could do a search on the land for easements, covenants, caveats, special zoning, heritage etc
9
Q
Do you have to comply with the requirements of Australian Standards when documenting a building?
A
Yes, the Building Act legislates QDC & NCC which in term legislates some Australian Standards
10
Q
How do you Control Costs on your job?
A
- Signed fee agreement CA Agreement
- Client to agree initial project budget at briefing stage
- Project cost vs building cost needs to be continually assessed
- QS estimate at end of each stage (SD, DD & Pre tender)
- Add a design contingency of 2-10% during design stages
- Add a construction contingency of 2.5-5% for latent conditions (within the contract)
- Keep the client informed always
11
Q
What is Tender / contractor selection stage?
A
- Assist client in determining the preferred tender process
- prepare and issue tender documents to tenders
- respond to enquiries from tenders
- receive tenders
- assess tenders
- prepare reports on tender and recommendation for client
- negotiate with preferred tenderer to obtain acceptable offer to the client
12
Q
What is Contract Administration stage ?
A
- Preparation and execution the contract
- administer the contract
- update client regularly regarding time,cost and progress of the project
- visit site periodically to to observe general accordance with the contract documents (not supervising, this is the builders job)
- organise, attend and record site meetings
- review shop drawings
- provide instruction and clarification to the builder
- coordinate consultant CA services
- assess builders progress claims and issue progress certificates
- assess builders claims for adjustment of time and time with costs
- instruct builder to complete incomplete work and rectify defects
- assess and determine practical completion and final completion
13
Q
What is Quality management?
A
- Quality control is a method for ensuring that all the activities necessary to design, develop and implement a product or service are effective and efficient with respect to the system and its performance.
- Quality management can be considered to have three main components: quality control, quality assurance and quality improvement.
- Quality management is focused not only on product quality, but also the means to achieve it. Quality management therefore uses quality assurance (prevention) and control of processes (detection) as well as products to achieve more consistent quality.
14
Q
What is a Specification?
A
- Specifications are written descriptions of a technical nature for materials, equipment, standards and quality, and are used by architects to communicate the project requirements to the contractor
- Use a standard specification form such as NATSPEC
15
Q
What are partial services ? what do you need to consider when providing partial services ?
A
The architect provides reduced services such as design only, design and document, partial contract administration or when the architect is engaged as a secondary/sub-consultant.
Oftern encountered when:
- a project manager assumes part of the role nomrally understaken by the architect
- architect engaged for design and documentation and provide advice during construction as required
- non-traditional procurement methods such as design and construct
- project is located in an area geographically remote from architects work place.
Consider:
- scope of services and consequent liabilities that are excluded
- establishing a framework for variation to the scope of the services (likely)
- agreed cash flow based on the services provided
- minimise exposure to third parties who can cause delay and extended programs which are outside of the architects control
- advice to be sought from PI insurer
16
Q
What to do when approached by client with new project ?
A
- Understand the nature of the project in terms of time, scope and budget
- Assess if the client is experienced in the process or new
- What is the project?
- What stage is the project at ?
- Budget - ensure they are aware of the difference between total project cost and cost of works
- Explain contingency
- Where is the site?
- What services will be required ? (full/partial stage process)
- what is the program?
17
Q
What key informationis required to accurately establish fees for architectural services ?
A
- accurate historical records of the cost to the practice to provide services for various types of project
- clear understanding of the scope of service required for the project
- realistic hourly rates for the staff to be used for the project
- appropriate margin for profit
- appreciation of the market conditions
18
Q
Explain contingency sum to a client ?
A
- A sum of money allowed in the project budget, for expenditure on aspects of the project that were unforeseen and/or unable to be established at the time of preparing documents.
- A contingency sum should be used during the design and construction phases of the project. 20-30% at the start of design and as low as 3% at the start of construction.
- Typically 3-5% for construction , 10% for renovation.
- Can be included in the construction contract as a provisonal sum. However, client may prefer to keep this hidden from contractor
- Stress that it is for unforseen costs not design changes or additional works.
19
Q
What is Design Development ?
A
- Develop approved concept design
- Arrange, attend & record meetings with authorities, other consultants and other relevant parties
- Coordinate the work of other specialist consultants
- provide schedule of proposed materials and finishes
- review design against budget and coordinate update forcast of the Cost of Works.
20
Q
Renovating existing building designed by well-known arch, what do you do?
A
- Advise client to contact previous architect and notify them of the works that will be happening and offer them an oppotunity to document there work.
- If client does not want offer to do it on there behalf as act of good faith towards the profession
- If they refuse remind them that the previous architect has moral rights and they might be taking an unecessary risk and making themselves liable to a future claim.
If original arch not happy:
- The previous architect can request that their name not be associated with the future reference to the building.
- You may be able to liaise with the pervious architect to resolve any particular issues
21
Q
What are some differences between the Standard CAA and the limited services verison CAALS ?
A
- CAALS relies on the Architect preparing a cover letter setting out all the terms and conditions the CAALS doesn’t cover.
- Assumes IP is less critical than a fullservices agreement
- Specialist Consultants are not nominated in CAALS
- Simplified mediation process
22
Q
What are the difference between the Total project cost, Cost of Works, Contract Price & cost of building works
A
CAA
- Total project cost = cost of works + all other costs to the client eg. consultant fees, authority fees, furniture etc. (not used much in the contact should also include contingency and GST when discussing with the client)
- Cost of Works = the final cost of all work designed,specified or scheudles by all specialist consultants excluding GST
ABIC
- Contract Price = includes GST
- Cost of building works = The actual net cost of the works excluding any amounts for GST
23
Q
What are the Architect’s obligations under the CAA ?
A
- Act as the client’s agent for the project
- Maintain accurate records
- Keep client informed of progress at all stages
- Notify the client if anything changes the scope of services of the contract
- Notify the client of any ethical or regulatory conflicts of interests
- Suspend services until conflict of interest is
- Comply with the code of practice
- Maintain registration and necessary accreditation to deliver the services
24
Q
What are the Clients obligations under the CAA ?
A
- Appoint architect as agent for project
- Issue intructions to builder through architect
- Agree with architect a reasonable budget for the cost of works
- all architect to photograph and publicise the project
- Notify the architect of anything that needs to be kept confidential
25
What happens if the scope of services in the CAA need to be changed ?
* Parties to **negotiate**:
* the **changed scope of services**
* the changes to the **Fee**
* the **date** which changes will take affect
* the **reimbursement** due to the architect if any services have **already been completed**
* Parties to **record their agreement in writing**
* AIA has a scope of services variation **pro forma** that can be used to assist this process.
26
Asbestos
* **Professional Indemnity insurances** do not cover claims arising from Asbestos
* It is the **responsibility of the building owner** to develop and maintain an **asbestos register,** identifying the **extent** and nature of asbestos-containing material (ACM).
* **Hazaradous Materials Reports** / **Asbestos Investigation** should be obtained by owner for existing buildings
* Asbestos was banned in australia in 2003
27
What are some reasons to terminate a CAA ?
* Either party breaches the contract
* Ethical reasons
* Unrealistic demands
28
When being engaged for partial services what should you consider ?
* **clearly identify** and describe the **scope of services to be provided** and **responsibilities** assumed
* **identify** and describe the **scope of services and consequent liabilities that are excluded** (and therefore assumed by the client)
* **establish a framework** to enable **variation** to the scope of the services
* **minimise disputes regarding fees** through **clear** early communication of the **services being provided** for the agreed fees, and by establishing **agreed cash flows based on the progressive completion of the services**
* minimise exposure to **third parties** who can cause **delay and extended programs** which are **outside the control of the architect.**
* Advise from PII on providing these services
* **Copyright and Moral rights**
29
What needs to be considered when engaging specialist consultants ?
* Assess consultant's **competence, expertise and capacity** to do the work
* Check **insurances** - if subconsultant insurance to match architects insurance
* If subconsultant, **Back-to-Back** **terms**- terms of consultant are to **mirror** architects terms with client any gaps in **design responsibilty, liability or insurance** exposes architect to **high risk** if subconsultant
* If subconsultants, no prolongation fees unless architect has prolongation fees
* **PII insurer / lawyer** can review contract and provie advice
30
What are some types of partial services ?
* **Design services only** - feasibility study, competitions, avoiding fees for full services. **Limitation of liability** regarding **compliance** with **planning and building codes**, and **purpose of the documents** provided.
* **Design and documentation -** dangerous as **discrepencies,eroors and omissions** in documents are inevitable and the **opportunity to correct** them **during construction** phase is removed. Also **changes/substitutions** during construction should be considered by **architect as they understand the knock on effects. Site visits expose you to full liability.**
* **Partial or Excluded Contract Admin -** include acumen suggested **clauses for services** when **onsite** to **only answer specific questions** and **exclude architects** **repsonsibilties** to supervise, inspect and observe the progress of the works.
**PII** to provide **advice and review** conditions of enagement for any partial services!
31
What are some tips for collaboration with consultants ?
* **Build relationships** over time
* set up **project plan** under stand **inputs and outputs** of architect and consultants
* Establish **milestones and deliverables**
* **Meet face-to-face** regularly
* **Regular coordination**
