5 Reasons Why We Think You Should Stop Putting Your Projects Out To Bid!

Call us crazy, but putting projects out to bid is our least favorite thing to do, and here is why.

Bids are never apples to apples

When you put a project out to bid, the architect has to provide a lot more information to ensure that all the contractors are bidding the same thing, which they never are. We know from experience, if you ask 6 contractors how to build something, all 6 will have a different way of doing it. Taking the lowest bid can sometimes mean that your going to get an inferior product or maybe a subcontractor whose attention to detail isn't quite where you'd expect it to be for the money you are spending. When the contractor isn't intimately involved in the project they don't know what your expectations are. I once asked a client's rep if the client was a Volvo or a Ferrari, because it makes a difference in the level of detail and the quality of what you provide. You may also be ruling out the best contractor for your project based on price alone. In the long run, the more expensive contractor may have been better able to meet your needs and may have lost of job because they were not willing to compromise the integrity of what they do to win a job.

You spend more money with your architect on things that could potentially be spared

As I mentioned above, the amount of information that needs to be provided during the bid process can sometimes be significantly more than what would be needed if you were working with a contractor that the architect has already worked with. Having a contractor who has been involved in the process from the beginning and knows that you want a specific type of wide plank hardwood flooring will help get accurate pricing.  Often times a contractor will leave an allowance for things like light fixtures, flooring, plumbing fixtures etc. These allowances are based on either their experience, or whatever is the easiest and cheapest thing available to keep their bids low and be awarded a project. That doesn't mean that you will select these products, and in the end, you may be over the budget you had agreed to because this contractor didn't know you wanted all LED fixtures, or that special faucet from Waterworks.  As the architect, we will try to pack as much as possible into the design drawings and specifications to catch all of these variables, but it's simply not the same as the builder getting to know you during the process so they know what to bring to the table to meet your specific budget and requirements. Of course we want to be involved in your project from beginning to end, and we will help you with all of your choices and selections, but adding unnecessary time to a drawing set to get accurate bids is sometimes a waste of our time and your money.

The lowest bid rarely nets you the best project

We've worked on several projects where contracts have to be awarded to the lowest bidder, and it's always a challenge. When the client doesn't know, like, or trust the contractor, there is always second guessing through the entire project and it can become a very adversarial relationship. You will be spending several days a week, for several months of the year, with this contractor who is building on renovating your dream home. Knowing that your personalities will click can be worth a few extra dollars! Having the peace of mind that the contractor will pay his subs on time and won't take your deposit and skip town is huge. Knowing that the contractor understands your objectives and can easily bring cost effective value engineering to the project without losing sight of your final vision is crucial. But the reality is, building a home is a very complicated process and you want a contractor by your side who is going to listen to you, handle the details, and be kind and respectful through out the project.

Building a team gets you a better end result

We know we aren't perfect, and training to be an architect often requires you to work as part of a team. We love the integrated design process, both between ourselves in the open design studio, and with the contractor, client, and specialty trades. Building net-zero homes is a team effort and we think you get a much better project when the entire team pulls together the project from the beginning.  As I mentioned above, no two builders are going to build something the same way so why put a wrench in the system.  Sit down with the contractor and go through how they would build it, what ways they can bring cost savings to the project, and how to meet your objectives in the best possible way.  Planning for things like, where the solar lines are going to run from the roof to the utility room, can make or break a project. Making those decisions made during the design phase helps create a truly cohesive project. Having a different set of eyes on the plans as they come together, in our opinion, always creates a better solution.  Architects are trained to get the most out of your space and your budget. We think in three dimension as the plans are going together.  But we also love to work closely with our builders because they know how they are going to put together what we are asking for, and they are always up on current market fluctuations in pricing and schedule, so they have a thumb on the pricing throughout the project and can make cost effective recommendations that help keep the project on time and on budget.

Putting a project out to bid could blow your schedule out the window

Although the last of our 5 recommendations, it is in no means the least important.  The last couple projects I have put out to bid have all had the same problem. The client has finished with design and they are excited about the project only to find out that all the contractors that we have approached to bid on their project are out 3, 6, or 12 months.  Securing a contractor so you can start your project when you're ready to get started can be critical. When you put a project out to bid you are at the mercy of the contractors schedule.  When you bring a contractor in, early in the design process, they will add you to their schedule and be prepared to start your project at the agreed upon time.  Getting everything together in time for construction then becomes something the team works very hard to make happen.  If you put a project out to bid, even if you land the contractor you know you want to work with, you may need to wait several months to get started. So when you start a project, be clear about your timeframe. If you're building on the lake or ocean, sometimes the towns have rules about when you can do construction, and it may not be during the time of year that is best to build.  If you're not already on your contractors schedule, that could mean you have to wait a whole year to build.  In Maine, depending on the time of year, roads get posted which do not allow construction vehicles to travel to a site for many weeks. Timing is crucial and holding a contractor to a bid for more than 90 days is unlikely.  The fluctuation in the product market can be huge. Between the end of December 2015 and the end of January 2016 one of our window manufacturers increased their pricing twice.So our recommendation is to stop putting your project out to bid! Select a contractor that you know you can work with.  Tell them your budget, bring them in on the team, and let them plan for working with you and provide value engineering to your project to keep it on time and on budget!

What's The Process For Working With An Architect To Design My Home?

What do I get for my money? Are you worried about working with an architect but have no idea what to expect? Well here is a detailed layout of how a typical project can be structured when working with Mottram Architecture. What do you get for your money? Value! Sure, I’m trying to sell you something that doesn’t exist and below is a list of the meetings and items I will provide to you during the course of a project. But what am I really providing?You might ask yourself:Do I need to hire an architect?Nope! Homes are built every day without an architect. Building a home is a complex problem and we (as architects) thrive on those challenges. Isn’t your dream home a space that suits you exactly? Do you live in a home that you have been trying to reconfigure for your family's specific wants and desires? These are custom solutions that we can help you solve. Hiring an architect is about managing your risk through a complex construction project, and increasing the quality of your experience during the process and for years after as you live in your home.A project typically takes a natural progression that almost all architects follow. We work in a similar manor and this is the breakdown of how we work. Every client is different, however, and we give you the opportunity to take advantage of as many phases as you’d like. We also realize that this process is based on the average client and we may spend more time with you in different phases. Every client is unique and we adapt our proposals to meet your needs.Phase I is an existing conditions survey, or it's schematic design if you are building new. What happens in the schematic design phase?We meet to discuss your goals and establish the project requirements including the Project Scope, budget, space requirements and aesthetic preferences.Based on the requirements established at the first meeting, we sketch out a design comprised of up to three proposed solutions for the project. Solutions usually include floor plans and exterior building elevations to illustrate the home.After discussion of the first three design concepts, we have an additional meeting to present and discuss the combinations of all of the design solutions into one solution moving forward. Usually we provide two revisions to the selected schematic design solution.  More than two revisions during the schematic design phase could be considered additional services and can change the overall cost of the design proposal. Again, this process is based on your average customer.At this phase we provide a “design” budget using square footage cost estimation and the schematic design solution will be signed off on prior to moving to the next phase of design.Phase II, What happens during the design development phase?With your approval of the schematic design we get a lot more detailed! We will develop the floor plans, exterior elevations and prepare additional details to fix and describe the character of the project.You will now need to start thinking about and seleting hardware, finish plumbing fixtures, appliances, kitchen cabinets, tile, stone and decorative lighting fixtures. Depending on the project we typically prepare interior elevations as necessary to describe the locations and arrangements of fixtures and finishes that you have selected.As a rule of thumb, we usually meet once at the beginning of design development and once during the process. This translates to 2 design revisions prior to heading into construction documents where we tell the builder how it all goes together.Phase III: What happens during the construction document phase?Based on the approved design development drawings, we prepare construction documents consisting of drawings and specifications that will describe the scope of work and be suitable for filing with the building department and for construction by a qualified contractor.This is the part where we, as architects, spend a lot of time at the drawing board putting together all the details. We meet less frequently, and what is provided is a substantial set of construction documents that can include, but not be limited to:

• • Architectural Floor Plans delineating the existing construction, demolition, new construction, and the cross referencing of details and sections on subsequent drawings.
  • Power and Data Plans showing electrical receptacles, telephone, cable and internet locations.
  • Finish plumbing fixture locations.
  • Reflected Ceiling Plans indicating placement of ceiling-mounted, wall-mounted and recessed lighting fixtures, with associated switching arrangements, and locations for required smoke and carbon dioxide detectors.
  • Building Elevations at each exterior facade showing the existing residence with the proposed new construction including notes indicating finishes, materials and any special conditions.
  • Details, Sections, Schedules and Notes communicating, in detail, different aspects of the design relating to construction and/or code requirements. These details are essential in conveying the design concept to the General Contractor, the subcontractors and to the Building Department.

Engineering Note: Basic Architectural Services do not include mechanical, electrical, plumbing, fire suppression, structural or civil engineering. Phase IV: What happens in the pricing and permitting phase:We should qualify that we will help with putting a project out to bid as noted below, however, we find that our clients are more satisfied with the overall construction project when they select a contractor during the design phase and bring them into the process creating a truly integrated design. This almost always saves time and money for the homeowner.Contractor SelectionWe will assist you in interviewing (3) contractors of your choosing or if you need some contractor referrals we know several people in different geographical locations that would be happy to talk with you about your project.We coordinate with the contractor during the design development and construction document phase to reduce design fees and meet the clients scope and budget. We work closely with the Contractor to value engineer a project to meet within the constraints of your scope and budget and revise the design accordingly.Bid CoordinationIf you choose to put the project out to bid we will assist you with assembling, distributing and evaluating the bid package, which includes things like preparing and distributing the Construction Documents to each contractor. Addressing contractors questions and issuing clarifications and/or addenda (as required). Assisting you with the evaluation of the bids, as it needs to be reviewed to be sure each contractor is bidding apples to apples.Building Permit AssistanceWe will assist you in preparing the application for the Building Permit as required by the local zoning code. We will make sure the drawings include all the necessary elements for permit along with any other paperwork you might be required to submit. Fees associated with the Application for Building Permit are the responsibility of the Client.Phase V: What happens during construction administration?Based on the signed contract between you and the contractor of your choice, we can provide a number of services during construction!We prefer to start construction off with a project coordination meetings just to be sure the client and the contractor are on the same page! This helps to provide clarification of construction documents.If you need us to, we will visit the project site at regular intervals to observe the progress of the work and answer any questions the contractor might have. When you are dealing with renovation projects you should know that something always comes up during construction.On larger projects we review subcontractors’ submittals such as shop drawings, product data and/or samples. Sometimes that means we might prepare supplemental and clarification drawings during construction to meet the requirements of your project.At substantial completion, the Architect shall prepare a “punch list” of work to be corrected and review the corrective work to completion. It's always that last 5%.We give our clients a proposal after our first meeting that details these steps with our understanding of their scope of work. At any time a client can choose to move forward to the next phase, or only complete the current phase.  We like to think we make architectural services available to everyone. We think we add value to every project, so we'd like you to give us the opportunity to prove our worth!~ Emily Mottram, Mottram Architecture

72% Of Individuals Polled Were Unaware That Architects Apply For Planning Permission

Sadly, I have neglected my blog over the last couple of weeks as mud season rolled into road construction season here in Maine.  I have, however, kept up with some of the interesting articles that are floating around my inbox.  One that caught my attention stated a number of facts that the average person doesn't know that an Architect does! Architects are notoriously bad business people. How can we run a successful business if the majority of individuals who would hire us have no idea what we do!This topic reminds me of the statement that I make to my students at the beginning of each semester. "I don't know what you don't know!” Quickly followed by: “I don't remember what it was like when I didn’t know, now that I know it.” As an Architect, I guess I get caught up in the excitement of the design of the project, and I forget to explain all the important things that need to happen behind the scenes as a project develops.According to Vitruvius who wrote The Ten Books On Architecture for the emperor Augustus: “The architect should be equipped with knowledge of many branches of study and varied kinds of learning, for it is by his judgment that all work done by the other arts is put to the test.” The foundation for which all architects study asks them to be the linchpin for every project. In simple terms it requires the architect to hold together various elements of a complicated process:  To be involved in every aspect of design and construction because an architect's knowledge base extends to every discipline.I am currently writing a class for the fall semester and I have to put together, in detail, a worksheet of all the information that an architect would be required to figure out during each phase of the design and construction process. It has been an exhausting list including zoning, watershed, ADA compliance, wall detail sheets, sections, schedules and so much more. Maybe you don't need the Architect to hold your hand and pick out paint colors, but are you aware of all the other things you should be asking your architect to do? How about a few ideas to get your mind thinking about how complicated this process is:

1. Check the zoning, because what happens when you can’t do what you wanted to do on your site?
2. Check for watershed restrictions, how much extra is it going to cost you to find the right location for the septic on this site you wanted to build on?
3. Phosphorus plans. Did you even know you might need one of these?
4. Planning requirements for submission, every town is different and you might need stamped engineering drawings or a site plan with 2’-0” contours.
5. Help the builder work out any unforeseen issues, because there will always be issues
6. Coordinate with trades, when you have no data jacks on the first floor of your home and you can’t connect to the internet without a wireless router you’ll wonder why no one said anything. It’s not like you were supposed to know, and the electrician was just doing whatever was necessary for a certificate of occupancy, it's really not their job to ask you how you are going to use your space.
7. Lighting, because even the most beautiful space can be dark and under utilized if a proper lighting layout hasn’t been established
8. Check to make sure the building envelop is tight and continuous, the days of energy efficient structures are becoming more and more important.
9. Verify the electrical is in a usable location, because there are twenty light switches and not one of them turns on a light when you enter the front door.
10. Heating or cooling is in a usable location, because it was easier to run ductwork right behind where your couch will go, and now it doesn’t heat the space.

I assume it was drummed into my mind as a young architect that our clients don't need to know all the nitty gritty of what we do behind the scenes.  However, it has become abundantly clear, that our profession is marginalizing itself because clients now assume that the builder figures out things that architects should be doing. Whose fault is it when we agree to lesser services and the project doesn’t go as planned? Just because the structure can be eight feet apart, doesn't mean that the geometry will look correct when it's finished. Or that removing one window will save you $500, but now every time you drive into your driveway you see the two eyes and mouth because the front of your home looks like the painting "The Scream" by Edvard Munch. It's like trying to run a project, without a project manager. Just because it might save you a little money, doesn't mean it's always a good option.  The architect has spent hours getting the proportions just right, so if you need to save money, or make a change, they need to be able to evaluate how that change will affect all other parts of the structure. Not only does the architect design buildings, we manage the process from the beginning site analysis through commissioning.  You need the architect to be fully engaged through the entire process, so let us tell you why you need us!  

Connecting To The Outdoors

Connection to the outdoors has become a topic that I talk about regularly with my clients, my students, and other architects.  More often then not, a client comes to you with a site.  There is something about that site that they love, and it is our challenge as architects to listen, understand, and encompass that design feature.A large part of sustainable design is connecting with nature and using what you have on the site to create a better project.  I was reminded of that last week as my students did their final presentations in their sustainable design class.  I picked a challenging site where they had to decide to keep the existing building, or tear it down and start new.  The view to the ocean was on the north facade, which is an extreme challenge for sustainable buildings.  It was important for me to remind them that sustainable buildings must also be lived in, and it will be very difficult to convince a client to turn their backs on the view for increased energy performance in their home.  Maybe i'm waxing nostalgic as the semester comes to an end, but I love to think that I get as much from my students every semester as I give them. I learn new things, I learn new ways to research, and I become a better architect as they learn to become architects themselves.In the first single family home that I designed, I spent hours with google sketch up, photos of the site, and a layout to figure out exactly where each window went.  Every window capitalizes on the view, the style of the home, the correct proportions, and a maximized energy efficiency per the clients budget.  If I had to do it over again today I would change the type of insulation, but I would change very little about the geometry of the house.  Learning to take advantage of what the site has to offer is one of the most rewarding parts of a project.  Not every house fits in every location, but houses that become one with the landscape allow clients to take full advantage of the site. Living in Maine this is a particular challenge.  Maine is known as the "Vacation State" and for a lot of good reasons.  We have the ocean, the mountains, and the lake.  If you are a winter person and love skiing, you may find yourself in a chalet on the side of one of our ski mountains.  If you love the ocean, you may find yourself on one of Maine's unspoiled coastlines, and if you love the lake, there are plenty to choose from.  But what happens when you're on the wrong side of the lake, the wind is freezing as it whips across the surface in the "it's still winter" season.  That is the architects challenge, to blend the home to the landscape, use what is there to our advantage, and block the unwanted site characteristics.Every design project should start with the site, and end with a beautiful home that both uses the landscape, and blends in.  Farmers for years have been using technology that we consider "new and exciting".  They used the landscape for what they had, their houses faced South to absorb the sunlight during the daytime hours, and if you lived in New England, the barn connected to the house so you didn't have to brave the tough winter weather to feed and care for your animals.  Sure, today we don't cut wood from the back 40 acres and keep our homes warm with a fireplace (or we shouldn't) but that doesn't mean we shouldn't still use that pond for micro-hydro or the south facing sun to heat our home without a heating system.  Technology is changing, and so is the way we use our sites, but the basic principles are still the same.So ask yourself: Before I select this plan from a book and hire a contractor to build it, should I consider contacting an Architect to help me through the process?  Can they help me situate the building on the site, review the plan for functionality, and give me a better project?  I know that people perceive Architects as being expensive, or something that only wealthy people can afford.  Can you afford not to spend the extra 10% on the biggest investment you are likely to make? 

How Much Does It Cost To Hire An Architect

Building, buying, or renovating is one of the single most expensive purchases you will spend money on in your lifetime.  Shouldn’t you expect to pay more for something that great? It is a very common misconception that architects are expensive. So what are you paying for when you hire an architect?  Experience.What does experience cost?  In the beginning the American Institute of Architects (AIA) required that architects all charged the same amount.  They felt that this would keep people from undercutting the market and offering the same services for free or less money.  The AIA however was accused of violating federal antitrust laws, which promote vigorous and fair competition, and provide consumers with the best combination of price and quality.  Therefore, architects are now discouraged from discussing fee structure and job costs.Yet you, as an owner, buyer, or builder still want to know what the cost of hiring an architect will be. Typically fees could include a percentage of the cost of construction, or an hourly wage with a set amount of hours and a maximum cost not to exceed, or an hourly rate with no cap.  It varies by architect, by location, by experience, and by type of project.One of the very first questions an architect will ask you is “what is your budget?”  So take a look at your budget, see what you could afford as a monthly fee, roll that into the next 12 months, and start designing your project.  You could also apply for a construction loan and pay the fees of your architect out of your loan. The simple best way to discover the cost of hiring an architect is to do your research and interview a couple of architects that fit your needs based on the issues I discussed in my previous blog post.Although there is always a deal out there, in general, you get what you pay for.  In lowest bidder work you are provided with a bid for the least amount of work possible to complete the work, not a dime more, and when there is any confusion, they ask for more money.  Let’s be honest, you can only do so much for so much money.  If you buy a $100 laptop, you should expect it to be a $100 laptop, not a $2000 MacBook Pro with the latest in graphics cards and the fastest processor on the market.   The same concept applies to the built environment.If the contractor tells you that they can build you a house without an architect, that may be true, but when you want to move the bathroom from the left to the right, or you decide to move the garage height up four feet, are they going to be taking into consideration the proportions of the building.  A professional designed even those plans that you pick out of a magazine and took into consideration the proportions that make it look and feel correct.  But is same building perfect for every situation?  We don’t think so, so why should you?  Even the ancient Romans knew about building the right geometry,  facing the right direction, taking advantage of the natural pattern of the light, the wind, or the flow of water.Building a takes a long time, planning for it should take even longer. There are a million decisions that need to be made when designing a project.  Everything from what can you afford, size, program, light, heat, even what color will you paint the walls.  It is a process that needs to be managed every step of the way to maintain schedule, cost, and finished product.  Do you have the time to manage your project full time?  So many of my clients become overwhelmed with the details and lost in the weeds.  So ask yourself,  “Can I Afford Not To Hire An Architect?”Until we meet again, Happy Holidays!Emily Mottram, AIAOwner, Mottram Architecture