for YourProject How toHiretheRight Architect P architectureyour constructioninvestment. ence andvisiontohelpyou maximize als withtheeducation,training, experi- ject. Architects aretheonlyprofession- authorities whowillreviewyourpro- issues, andworkingwithpublic ing andhealth,safetywelfare budget andschedule,dealingwithzon- vision foryourproject,determining ing asite,settingtherequirementsand start. These decisionsinclude:select- that getyourprojectoff totheright to helpyoumakethecriticaldecisions It isnevertooearlytohireanarchitect investment. take alongthewaytomaximizeyour and understandthestepsyoushould find therightarchitectforyourproject This brochureisdesignedtohelpyou your organization foryearstocome. ing theproductivityandefficiency of represents amajorinvestmentaffect- ing aproject. Your buildingproject of planning,designingandconstruct- tect canguideyouthroughthestages complicated tasktheyface. An archi- be overwhelmedbythe construction projectmay companies planninga tions, individualsor ublic orprivateinstitu- through therest oftheproject. will workwith thatsamearchitect it doesnotnecessarilymean thatyou an architecttoassistwiththis planning, pre-design phase.Butbecause youhire An architectisofgreatvalue duringthis • • • • • • • components: help youdeterminetheseessential assist withthepre-designphasewill design phase.Hiringanarchitectto needs andyourvision. This isthepre- Defining yourprojectbeginswith Defining Your Project buildings belowaspecifiedfloorarea. purposes andcertainclassificationsof temporary buildingsforconstruction dwellings, outbuildings,farm exceptions forsingleandtwofamily licensed architectorengineer. There are ings bepreparedandcertifiedbya struction, majoradditionsandremodel- and specificationsfornewbuildingcon- The stateofMinnesotarequiresplans Project financing method) complete theproject(projectdelivery Method bywhichyouhopeto Project schedule budget Project budgetandconstruction Project site spaces (yourprogram) Functions andsizesofrequired Project goalsandobjectives How to Hire the Right Architect for Your Project

Project Delivery Methods • Contact owners who have developed Once you have defined your project, During the pre-design phase, you should similar projects and ask which you will be able to determine if an determine if you want to use a traditional architectural firms they would architectural firm has the right qualifi- method called “Design-Bid-Build” in recommend cations to meet your objectives. which the architect works with you to •Tour similar building/ facility types design the project, which is then bid by to understand problems that were A Selection Committee should be a general contractors, with the low bidder encountered and solved manageable size of five to seven people being awarded the construction contract. • Refer to the phone book for a list of and able to make decisions in a timely AIA Minnesota has a brochure describing architects manner. The committee should include the Design-Bid-Build method as well as someone who will use the facility on a other methods of project delivery such as Architectural firms may be large or daily basis, an individual qualified to Design-Build. small, specialists or generalists. Consider judge the performance of the design the complexity of your project and professionals, and a representative of Finding the Right Architect whether it requires general or technical the design profession. Members of the Your project should be a collaborative knowledge. This will help you determine committee should be objective and per- effort, involving client, architect, con- which type of firm is best suited to your sonally unaffected by their decisions. tractor, and other necessary project par- project. Large firms often work with in- To serve as the best stewards for the ticipants. You should select architects house engineering staffs (civil/struc- owner, the committee should have con- based upon their qualifications, negotiat- tural/mechanical/electrical) or other tinual involvement from planning ing the fee for service once you have design disciplines such as planning, stages through project completion. selected a firm. It is difficult at the onset urban design, interior design, or land- of a project to determine the scope and scape architecture; while small firms use Request for Qualification (RFQ) quality of the services that will be consulting professionals to fit the needs An RFQ (Request for Qualifications) required, and it is generally not a good of a specific project. may be sent to potential architects to idea to select an architect based upon fee. narrow a lengthy list of contenders. The A fee is best negotiated after determining Selection Committee or Individual RFQ should include a description of the required scope of services. Planning, designing and constructing a who you are, what you want to build, successful building project is a complex services required (architectural, engi- Depending upon the size of the project, process demanding a coordinated and neering landscape architecture, furnish- clients typically consider a manageable dedicated team approach. A selection ings), program, fee, construction bud- number of three to five firms to submit a committee or an individual should choose get, project schedule, and other relevant proposal. Create your list of potential the architect. Public or institutional pro- project information. AIA Document architects through the following process: jects may require a building committee B431 Architect’s Qualification State- • Contact The American Institute of representing diverse interests. This com- ment, to be completed by the firm, will Architects Minnesota for a listing of mittee may even include an architect. give you information on size and type AIA Minnesota member firms AIA Minnesota can help refer clients to of firm, related services they provide, showing size and type of their architects who are able to provide this representative projects, and references. completed projects, or visit their service. Sometimes an owner’s represen- web site at www.aia-mn.org tative with design and construction expe- rience, instead of a committee, may be best suited for the job. Request for Proposals (RFP) Conducting an Interview The Steps Involved in Design Once the list of potential architects has The selection committee should review and Construction been narrowed to a manageable size, the RFQ’s and/or RFP’s and prepare a Once you have selected a firm, be the Selection Committee may draft an “short list” of two to four firms to sure to thank the non-selected firms, RFP (Request for Proposal). Like the invite for formal interviews. Set a time acknowledging the time and effort they RFQ, the RFP should describe the pro- for the interview allowing one to two spent on their proposal with a phone ject as noted above. The RFP should weeks for a firm to prepare a presenta- call or letter. Let them know who was ask for the firm’s legal status, size, tion. Schedule interviews for 30 min- selected and why. background, resumes of proposed pro- utes to an hour to allow for presenta- ject team members, billing rates, a tion and questions. Start and complete The work between awarding the con- statement of project understanding, the interviews on time. tract and designing and completing a firm’s approach to the project, how the project is exciting, interesting, reward- firm will accomplish the work within During an interview, the selection com- ing, and challenging. With effort and the timeline you have specified, related mittee should meet the people who will conviction by all members of the team, experience, a portfolio of comparable actually be doing the work on the pro- your project will come together in the projects, and references. Since it is a ject. These people may include not best possible way. time-consuming process for an archi- only the partner in charge, but the pro- tectural firm to complete a Request for ject designers, and key engineers or The selected firm, upon accepting your Proposal, send an RFP only to those consultants. An interview is an oppor- project, will prepare an agreement firms you would seriously consider hir- tunity to gain insight on the dynamics detailing the scope of work, services ing. Responses should be made in a between you and a firm, to see how and responsibilities of the architect and uniform manner to facilitate their your personalities and visions for the owner, budget requirements, project review. Limit responses to 15-20 pages project mesh, and to gain a level of schedule, and architect’s fees. AIA to focus the response and make com- confidence in the team you choose to architects use standard contracts that parisons possible. Give the architects a solve your problems. Ask questions have been carefully modified and contact person to call with questions as about the architectural firm’s design tested, and they are flexible enough to they prepare their responses, and let philosophy, their interest in and under- fit many purposes. Review the contract them know where and when the pro- standing of your project, the firm’s and ask questions as necessary to give posal is to be delivered. State the num- design process and how they involve you a clear understanding of its terms ber of copies required, a timeline and clients and user groups, and their his- and of the roles and responsibilities of criteria for your selection process, how tory with design, schedules, and bud- the parties. many firms will be interviewed, and gets on previous related projects. A when you will make your decision. A project team that communicates and minimum of two weeks should be interacts well is more likely to produce allowed to prepare the proposal. a highly successful project. Under an AIA Agreement B141 Stan- • Construction Documents - Based With effort and conviction by all mem- dard Form of Agreement Between upon the Design Development bers of the team, your project will come Owner and Architect, the architect gen- documents, the architect prepares together in the best possible way. We erally provides what is commonly bidding information, conditions of hope this brochure will prove useful to referred to as Basic Services. The Pre- the contract, and an AIA agreement you in finding the right architect for Design phase noted earlier is not con- between owner and contractor. The your project. sidered a Basic Service. This key group architect advises the owner of of design activities include: adjustments to preliminary Additional Information • Schematic Design - The architect construction cost estimates and For additional information please refer provides a preliminary evaluation of assists in filing documents for to the following AIA Publications: the program, schedule and approval of governmental • “Understanding Project Delivery,” construction budget developed in authorities. AIA Minnesota, 612-338-6763 or the pre-design phase and prepares a • Bidding & Negotiation - The owner www.aia-mn.org for additional number of Schematic Design approves the Construction information regarding project drawings illustrating the project to Documents and the estimate of delivery methods review with the owner. The designs construction cost. The architect • “Building Relationships,” lay out the program on the site and assists the owner in obtaining bids publication order no. N-1012, address schedule and construction from General Contractors, The AIA, Washington, DC, budget requirements. The architect negotiating proposals, and 1-800-AIA-9930 or www.aia.org, submits a preliminary estimate of preparing and awarding contracts for additional information regarding construction cost to the owner. for construction. hiring an architect • Design Development - Based upon • Construction Administration - •“You and Your Architect,” The AIA, the approved Schematic Design Representing the owner, the Washington, DC 1-800-AIA-9930 plans and required adjustments to architect observes the construction or www.aia.org, for additional program, budget and schedule, the and administers the agreement information regarding working architect prepares more detailed between the owner and the with an architect Design Development drawings contractor, determines that work is describing the architectural, done in accordance with the structural, mechanical and electrical contract documents, and certifies systems, and makes adjustments to the contractor’s pay applications. the preliminary estimate of The architect reviews shop construction cost. drawings, prepares change order documents, determines a date of substantial completion, and issues a final certificate for payment.

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