1. Project Initiation
2. The Brief
3. Prelim Design
4. Concept Design
5. Developed Design
6. Contract Documentation
7. Tendering & Negotiation
8. Contract Administration

Project Initiation

Once we have met with you and discussed the project and you feel comfortable working with us we will take you through our 'Conditions of Engagement'.

This document provides protection to both parties, sets out our fees for the various stages of the project and clearly defines each parties responsibilities to each other and information we need from you to begin the project.

1. Project Initiation
2. The Brief
3. Prelim Design
4. Concept Design
5. Developed Design
6. Contract Documentation
7. Tendering & Negotiation
8. Contract Administration

The Brief

Following first contact we will arrange to meet with you at your site in order to get a feel for the lay of the land and any existing structures. We will discuss your wants and needs, budget and construction method. We will then ask that you put this to paper to form the written brief for the project. This is a very important document that forms the 'recipe' for the final built outcome. It is generally not a static document, but one that changes and develops as we move together through the design process.

We are happy to work with you to develop the brief which (for a new home) might include such things as:

1. The general programme: number of bedrooms, ensuite, double garage, family room etc.
2. The look and feel of the building and how this may reflect your personality
3. How the building will be used and how it will fit to your specific lifestyle now and in the future
4. Special requirements you may have such as special furniture placement, access issues, children or extended families requirements etc.
5. What you like and dislike about other buildings that you have experienced
6. Your budget and preferred construction method

The list may be long or short and will certainly differ for different project types.

Other information critical to the project that will be needed early on may include a survey plan of the site and exiting structures, a soil test or geotechnical report to confirm the stability of the ground and depending on any existing structures a Structural Engineers' report.

Other separate consultant's may be required throughout the project such as Quantity Surveyor, Resource Management Consultant, Lighting Designer etc.

1. Project Initiation
2. The Brief
3. Prelim Design
4. Concept Design
5. Developed Design
6. Contract Documentation
7. Tendering & Negotiation
8. Contract Administration

Preliminary Design

Our preliminary design will investigate what obstacles and opportunities are available to the project.

A Property Information Memorandum (PIM) or a Land Information Memorandum (LIM)

obtained from the Regional Authority will bring to light any specific site information and Council planning or legal requirements to be considered for the project. Also any Resource Consent issues will be researched and flagged for resolution once we have a concept design.

Once we know what we are up against we can move forward with certainty that we will have no nasty surprises further down the project development.

1. Project Initiation
2. The Brief
3. Prelim Design
4. Concept Design
5. Developed Design
6. Contract Documentation
7. Tendering & Negotiation
8. Contract Administration

Concept Design

Using the Client brief as a check sheet we will begin to tailor our design to your requirements to provide an elegant solution that fits best to site and budget.

Throughout this process communication is the key to a successful outcome and we keep you involved with regular meetings to develop and discuss progress. Your feedback is critical as our role is to extract your thoughts to put down on paper in the form of plans in order that the builder can ultimately realise your vision.

It is during this process that the brief develops further as design decisions are made and reconciled with the budget. We use the latest in computer modelling software for all our design work which allows the client to se a three dimensional model of the proposed structure and to look inside to better gain an understanding for the finished product.

Once we arrive at an agreed concept and all design decisions have been tested and approved we will arrange for a fee proposal from a Quantity Surveyor (QS) to prepare a building costs estimate for the construction of your project. This report will be broken into the various trade sections; roofing, plumbing tiling etc which allows us to see where the major costs are and how design decisions can increase or decrease the overall building costs.

It is critical that we confirm the rough building costs at this early stage in order to allow for any adjustment to the project scope before money is spent on work that may be abandoned. Again, we don’t want any nasty surprises further down the track.

1. Project Initiation
2. The Brief
3. Prelim Design
4. Concept Design
5. Developed Design
6. Contract Documentation
7. Tendering & Negotiation
8. Contract Administration

Developed Design

Once we have resolved any Resource Consent issues and reconciled the QS report with the concept design and are comfortable with the estimated building costs we may begin to further develop the design.

We resolve the construction issues and structural details, confirm the materials and finishes and finalise the design ready for the drafting of the Contract Documents (the plans and specifications that will be lodged for Building Consent and the documents that form part of the Building Contract).

We confirm what Separate Consultants will be needed. We will brief them and obtain a fee proposal for their work for your approval before engaging them on your behalf.

We will discuss the method of Building Procurement, (how we will arrange for the building to be constructed), the form of building contract and the Tender process.

You will then be asked to approve the final concept design before we begin the working drawings.

As you can see the design process is a measured approach that balances the flair of innovative design with the careful checks and balances of a robust quality control system. Each step along the way is checked and signed off by you before we move to the next step. This way each party knows exactly where they stand and where they are going.

1. Project Initiation
2. The Brief
3. Prelim Design
4. Concept Design
5. Developed Design
6. Contract Documentation
7. Tendering & Negotiation
8. Contract Administration

Contract Documentation

This is where we develop the working drawings and specification document sufficient for building consent and tender.

We coordinate the separate consultants’ drawings and calculations with our drawings and resolve construction issues.

The plans essentially show what is to be constructed while the specifications dictate the standards and quality of that construction.

We will lodge the Building Consent Application on your behalf and follow up on any queries that may arise to ensure a smooth consent process.

1. Project Initiation
2. The Brief
3. Prelim Design
4. Concept Design
5. Developed Design
6. Contract Documentation
7. Tendering & Negotiation
8. Contract Administration

Tendering & Negotiation

This is where we call for tenders for the construction of you project from a list of acceptable building contractor’s. Over the years we have worked with many building companies, some good and some not so good.

We have developed an understanding of what makes a good contractor and are happy to help with the process of choosing the builders we will ask to tender for your project.

The industry standard is to ask for three competitive tenders to be submitted by a particular date. It is important that this tender process be fair and impartial, that all Tenderer’s be given the same information and same chance at the job.

This is the point in the whole design and construction process where we begin to assume the role of impartial advisor to the client.

It is now that our role is to administer the tender process as outlined in the building contract nominated in the Tender Documents.

Once the tender period has closed we examine each tender to make sure it complies with the Tender Documents. We then prepare a report that summarises each tender and then makes a recommendation on which Tender is best for the project.

One building contractor is then chosen and the others informed and thanked for their efforts. There may be some further negotiation with the successful Tenderer and then a building contract is signed. Once all necessary insurances are in place construction is all go.

1. Project Initiation
2. The Brief
3. Prelim Design
4. Concept Design
5. Developed Design
6. Contract Documentation
7. Tendering & Negotiation
8. Contract Administration

Contract Administration

Once construction begins there are many questions from the builder and sub contractors that will need to be resolved. We find that regular site meetings are the best way to keep a project running on time, to budget and with good quality construction work.

We can pre-empt situations and work with the contractor to resolve any complications before they become issues. We can issue Variations (changes to the plans that may effect timing, quality or cost of the project) in a timely manner to cause the least amount of disruption to the contract works as possible.

We will issue Payment Certificates under the Construction Contracts Act and hold retentions as allowed for under the building contract. This is a critical part of Contract Administration that is designed to protect the interests of the Client while allowing the Contractor to be paid in a timely manner for the amount of work they have satisfactorily completed.

There must at all times be enough money left in the contract to complete the project should something go wrong with the contractor.

Once the project is substantially and satisfactorily complete, (except for very minor items), and a Code Compliance Certificate has been issued by the Building Consent Authority, we will at the contractor’s request issue the Practical Completion Certificate.

This begins the Defects Liability Period; generally three months depending on the building contract, which allows the Client to move into the building.

This allows time for discovery and the fixing of minor defects and the completion of any minor building items. At this time generally, half the retentions are returned to the contractor. At the completion of the Defects Liability Period and all is well, the contractor submits their final account and payment is made. The Building Contract has then been successfully discharged.

Throughout this whole Contract Administration process our role is to act impartially to interpret the Building Contract fairly as our best judgement and experience sees fit. It is not our role to side unfairly with the Client against the Contractor or vice versa even though we are in fact employed by the Client.

The best protection we can offer to the Client is to administer the Building Contract fairly and as intended. Building projects do not always run smoothly and good communication is essential to resolving any disagreements before they escalate.

If the process described from Preliminary Design onwards is followed in a clear and measured way this will go a long way to a smooth running project and a successful outcome for all involved.