The Architectural Process

A guide for residential jobs.

An important part of an Architect's work is to explain the process involved in having a building
designed and constructed. This gives clients an overview and enhances their understanding
and overall enjoyment of their project.
Architects are trained to advise you on and guide you through all facets of a building project.
Following is an outline explaining how a project is typically broken down into stages and some
notes about each stage. This process is discussed at the initial meeting together with
information on our services and fees.
Use the index on the right side of this page for more detail. Information on fees follows at the
end.

The Architectural Process - Initial Discussion

For a potential new project we normally meet with clients for an initial no-obligation discussion.
This allows both parties to get a measure of each other while discussing the project. The meeting
can either be at our office or in your current home/work environment or at the potential site.
We will take you through our general design philosophies and illustrate how these have been
applied to previous projects. We also like to see any images of architectural work that you
admire from any source.
The information below is intended to give an indicative outline of the process involved in
procuring a building (especially a house for a private client) in New Zealand. Our services are
customised to suit clients' needs so at an initial meeting we would discuss the services required
specific to your project and the fees that we would charge.
The building process can be a complicated one and part of our job is to advise the client when
they should use other specialist consultants . Taking advice from specialists early in a project can
often save money and time in the longer term.
Depending on the complexity of the project we can provide some initial feasibility information
about building costs, programme and site suitability in this first meeting. This is covered in more
detail in the Pre-Design section.
Follow the link below or use the index on the right of this page for more information on the
Architectural Process.

The Architectural Process - Pre-design

We can make a valuable contribution to your project before any design work begins by helping
prepare a comprehensive architectural brief.
Brief
The success of the project greatly benefits from a good quality brief. A brief is a description of
the desired outcomes and it can include such things as the requirements and functions of the

building, the activities and spaces to be accommodated, desired materials and finishes and your
budgetary constraints.
It is also essential that the proposed building be considered in qualitative terms too. We are
trained to translate your hopes and aspirations into built form, but these are often more difficult
to convey than the more prosaic requirements such as number of bedrooms required. We want
to hear about your likes and dislikes in all aspects of design, architecture, art, fashion and way of
life, and this can be prompted by images from books, magazines and the internet.
We work hard to make our designs particular to their site and specific to their owners. Clients
sometimes perceive a dilemma that displaying their own preferences and ideas will in some way
restrict the creativity of their designer. We believe this fear is unwarranted for a number or
reasons: there is usually broad scope for creativity and originality around any requirements;
robust discussion of issues between architect and clients will usually lead to richer designs; the
more input we have from clients the greater the chance that we can find individual personal
aspects that can tie the design to its owners.
Feasibility
As part of the brief process we can advise you on the feasibility of the project in terms of budget
planning, site analysis, programme requirements and any other professional services that may
be required.
We can guide you on selection of a suitable site based on your needs. Appropriate site selection
may reduce the cost and increase the potential of the project. We advise on soil conditions,
availability of services, local building regulations, heritage implications, resource consent issues,
site orientation and views.
We can also give advice on likely costs for different phases of the building project such as site
development costs, construction costs, furniture and fitout, landscaping and consultants fees.
We will also discuss the programme for the project. This will take into account the nature of the
project, the current state of the building market, site availability, your time requirements and our
office workload. We then provide a Gantt chart which schedules all major activities and
milestones throughout the project.

The Architectural Process - Site Analysis

This stage involves deciphering opportunities and constraints within the proposed site.
An analysis of local authority regulations, Resource Consent requirements, orientation, views, levels,
heritage implications, legal requirements, relationship with neighbouring sites and available utilities
and service routes all help give everyone some certainty with which to make decisions on the direction
in which project should go.
A survey of levels and boundaries is required in all but the most simple of site situations. We facilitate
the engagement of a land surveyor to provide this information by briefing them on what is required.
We will survey any existing buildings on the site by measuring, drawing and taking photos.
We will also assist in the decision on whether to engage a geotech engineer to gather soils condition
information and, if so, at which stage.
Of course all this information can be of great benefit in deciding whether or not to buy a site in the
first place.

The Architectural Process - Preliminary Design

Together with you, we will come to terms with all the major items that will affect the design. These
include prosaic, philosophical and aesthetic issues. It is important for us to understand your tastes and
how you wish to live/work/worship/play in the building. However, it is worth noting that people's

tastes are based on their experiences so keeping an open mind may produce unexpected but happy
results. Of course, we try to do the same.
During this stage we will develop some key conceptual ideas that will drive the design. These develop
in tandem with working through issues of the general form of the building and its relationship with the
site and surrounding environment. We will begin by drawing space schematics and diagrams and
refine these to scaled layouts. When we feel that we are on a worthwhile path we will begin to model
the design in three dimensions on the computer. This provides a feedback loop where ideas are tested
on the model and the results provide stimulus for further design ideas.
At the conclusion of this stage you will have drawings that describe the preliminary design with all
current decisions/ideas shown. We normally recommend that a Quantity Surveyor (QS) is engaged to
provide an estimate of costs based on the drawings and an outline specification.
The design process works from the general to the particular, so it is important that the client is
completely comfortable with the design at the end of each stage, or that we understand any
reservations you have before we proceed to the next step.

The Architectural Process - Developed Design

In this stage the design is refined and final decisions are made so that it is ready for Contract
Documentation (see below). We will make recommendations for the design of detail and the use of
materials that reinforce the vision previously developed during Preliminary Design stage. If Resource
Consent applications are required (permission to proceed from Council under the Resource
Management Act), they are usually undertaken during this stage.
For a residential project there will be detailed design of bathrooms, laundry and kitchen and decisions
made on fixtures, fittings and cabinetry throughout the house. We will also develop the detail
contained in our computer model, giving it materials and working on the relationship with its
landscaping.
If there have been any major changes during this stage then the Quantity Surveyor can be asked to
price the implications of these.
We would apply for Resource Consent on your behalf at the point at which all issues affecting the
Consent have been resolved sufficiently. If, however, the project involves particularly thorny Resource
Consent issues then we may recommend that a specialist town planning consultant is engaged to
make the application together with our supporting documents.
It is important that everybody completely understands and is at ease with the design before starting
the contract documents. For example, changing the position of a room near the end of the Contract
Documentation stage can mean a great deal of work altering many drawings and may compromise
other earlier design decisions.
At the conclusion of Developed Design the building is sufficiently defined to give a clear understanding
of the scope of work, costs and the architectural look and feel.

The Architectural Process - Contract Documentation

This stage generally entails the most work for architects. A detailed description of the
building work is put together that will form the contract between the Client and the
Contractor. This includes general arrangement drawings, detail drawings, schedules
(lists), specifications (written instructions) and contracts. This set of documents will be
inspected by the council before they issue a building consent, and by the tenderers in
preparing their competitive tender prices. Once construction begins these documents
will be used to build from.

During this stage we coordinate the work of any other consultants that are involved in
the project and incorporate their information into the documents.
It is important to document thoroughly to ensure a high quality of work and to maintain
control over design outcomes during construction.

The Architectural Process - Tendering & Negotiation

There are different methods of building procurement. Typically projects are tendered to selected
contractors in order to gain a competitive fixed price. Other methods are available depending upon
preferred timeframe, budget, desired quality and current economic climate.
If a selected tender process is used then an identical set of contract documents will be provided to
each of the tenderers from which they calculate their price. There are usually three or four tenderers
who take part and they are selected based on:

ability to meet project programme

ability to appropriately staff and equip the project

experience in type of work

reputation for quality work

reputation for cooperation

financial stability
If a selected tender process is used then it is essential that most of this information is obtained and
assessed before the builders are invited to tender, because it is usually understood that an invitation
to tender denotes a willingness to accept a builder subject to a satisfactory price. The tender is run
over a set period (usually three weeks), during which we answer questions and provide clarifications
of the contract documents.
Once tenders close, we review them for compliance with the tender documents, analyse the trade
breakdown, clarify any exclusions and make recommendations.

The Architectural Process - Contract Administration

This is the construction stage of the project. The building is built under a contract
between the Client and Contractor. Most standard building contracts include provisions
for the contract to be administered by an architect. Some contracts allow for
administration by the owner or an independent agent.
In normal circumstances we would only take part in a project where we are engaged to
administer the contract. Having been responsible for the design and documentation, we
have an intimate understanding of what is required by the contract and are therefore in
the best position to administer it. The construction process is usually complex and most
clients do not have the experience or time to administer contracts on their own behalf.
We also wish to minimise risk to the client and other parties by using our skills and
professional judgement during this stage.
As architects we have three quite distinct roles during contract administration. They are:
1.
to act as your professional advisor
2.
to act as your agent
3.
to administer the contract
In the first two of these roles the architect is entitled to promote your interests. In the
third, the architect must act absolutely impartially between the Client and the
Contractor.
During construction it is the Contractor's ultimate responsibility to ensure that the work
is done in accordance with the contract documents. We visit the site at regular intervals
to provide a second level of observation on your behalf.

This stage can contain the following work by the architect:

Prepare contract documents for signing by the Client and Contractor.

Notify selected contractor and unsuccessful tenderers.

Provide periodic site visits to observe progress and compliance with the contract
documents.

Convene project coordination and/or site meetings.

Review and monitor Contractor's programme.

Review and annotate shop drawings.

Review samples and prototypes.

Liaise with and coordinate any other consultants.

Provide additional information or clarification to the builder to enable him/her to

carry out the building.

Issue variations and all instructions to contractual parties.

Maintain records on costs including all variations.

Give notices of change in contract time.

Certify claims by the builder for payment and variations to the contract are
correct.

Issue certificates for payment.

Make practical completion inspection and issue notice.

Notification of faults during Defects Liability Period.

Issue Defects Liability Period Certificate (project completion) and authorise

release of retentions.

The Architectural Process Fees

It is important that clients are made aware of the costs of architectural services early in the
relationship. Our charges will be specific to the complexity of the job.
Fees can be based upon time charges, lump-sum fees, percentage fees or a combination of these. All
of these are GST exclusive. We use a standard NZIA agreement for architectural services as a contract
between client and architect.
There is a booklet entitled "Guide to Architects Charges" (click to download or get a hard copy
from the NZ Institute of Architects, tel. 09-6236080) that provides further information and guidance
for clients about charges. We are happy to talk about fees and services and will give quotes once the
scope of work is known.
Time Charges:
We generally use hourly charges for small amounts of work or if the scope of work hasn't yet been
decided.
Percentage Fees (Full Service):
A percentage fee is the traditional method of charging for architectural design work. The percentage
charged varies upon the complexity of the work (eg. owner-occupied residential projects tend to be
more complex than motels, and therefore take longer to design and document for the same value) and
the value of the work (ie. as the value of the job increases there is a smaller percentage required to
cover the hours worked). The guide mentioned above gives tables showing percentages that can be
applied to different types and values of work. This percentage is applied to the market value
(excluding GST) of all work designed and specified for the project by us or consultants coordinated by
us. We invoice based upon QS estimates of this amount until such time as a Contract Sum is fixed.
Lump Sum Fees:
We can charge a fixed fee and this is calculated specifically for individual projects.
Fee Breakdown into Stages:
In order that you can see the relative costs of the different stages we have broken down a typical
residential project into percentages:
Concept/Feasibility
10%

Preliminary Design
Resource Consent
Developed Design
Contract Documentation
Tendering and Negotiation
Contract Administration

15%
time charge
10%
38%
2%
25%

100%
Disbursements:
We may also charge for some expense items such as toll calls and printing of drawings. Rates for
disbursements are agreed before they are incurred.