Before You Hire an Architect

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Before launching a facility project, nonprofit boards and CEOs should have a clear sense of the entire process, with its opportunities and pitfalls, so they can maximize value while minimizing costs, …

Before launching a facility project, nonprofit boards and CEOs should have a clear sense of the entire process, with its opportunities and pitfalls, so they can maximize value while minimizing costs, risks and stress. This webinar will address the critical information a board and CEO need to have, and the work they need to do, before hiring an architect. It will cover roles and responsibilities (board, staff, architects, contractors, consultants), strategy, planning, programming, budgeting, architect and contractor selection, and client-favorable contracts.

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  • 1. Before You Hire an Architect: Facility Planning for Nonprofits Reduce Costs and Risks, Produce Better Results Sam Frank Synthesis Partnership January 23, 2013A Service Of: Sponsored by:
  • 2. INTEGRATED PLANNING Advising nonprofits in:! www.synthesispartnership.com! •  Strategy! ! •  Planning! (617) 969-1881! •  Organizational Development! info@synthesispartnership.com! !A Service Of: Sponsored by:
  • 3. Affordable collaborative data management in the cloud.A Service Of: Sponsored by:
  • 4. Today’s Speaker & Host Sam Frank Principal Synthesis PartnershipAssisting with chat questions:Jamie Maloney, NonprofitWebinars A Service Of: Sponsored by:
  • 5. Before You Hire an Architect! Facility Planning for Nonprofits! Reduce Costs & Risks , Enhance Results! Sam Frank Synthesis Partnership Strategy, planning, and organizational development for nonprofits. ! Reduce Cost & Risk: Facility Planning for Nonprofits!© 2013 Synthesis PartnershipExcept for examples owned by others. January 23, 2013! Wednesday Webinar: 683 Commonwealth Avenue SYNTHESIS !617 969 1881"All rights reserved Partnership. All rights reserved © 2013 Synthesis Newton MA 02459 !www.synthesispartnership.com! P PA R T N E R S H I
  • 6. Take-aways" •  Where the money is •  A sequence of steps that will minimize surprises •  What an architectural program and budget are, and why you need them before hiring an architect •  How to hire an architect •  Additional resourcesReduce Cost & Risk: Facility Planning for Nonprofits!Wednesday Webinar: January 23, 2013! SYNTHESIS© 2013 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 7. Questions for you" What is the status of your facility project?! •  Considering a facility project •  Beginning to plan a project •  In the process of design •  In construction or (project recently completed) •  None of the avoveReduce Cost & Risk: Facility Planning for Nonprofits!Wednesday Webinar: January 23, 2013! SYNTHESIS© 2013 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 8. Questions for you" How have you prepared for a facility project?! •  We have a current strategic plan (or are developing one). •  We have a current program plan. •  We have a current business plan. •  We have done a construction project before. •  We know who on our staff will manage the project.Reduce Cost & Risk: Facility Planning for Nonprofits!Wednesday Webinar: January 23, 2013! SYNTHESIS© 2013 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 9. Questions for you" If you are close to hiring an architecture firm, " what information are you providing them?! •  An architectural program •  (I dont know what an architectural program is.) •  a construction budget •  a project budget •  We are asking the architect to suggest a program and budget.Reduce Cost & Risk: Facility Planning for Nonprofits!Wednesday Webinar: January 23, 2013! SYNTHESIS© 2013 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 10. Facility Planning Fundamentals"Control over costs!Reduce Cost & Risk: Facility Planning for Nonprofits!Wednesday Webinar: January 23, 2013! SYNTHESIS© 2013 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 11. Integrated Planning"!Reduce Cost & Risk: Facility Planning for Nonprofits!Wednesday Webinar: January 23, 2013! SYNTHESIS© 2013 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 12. Preparation"Integrated Planning ! ! Business Data! Budget! Operations! Teaching & Mission! Identity! Learning!Reduce Cost & Risk: Facility Planning for Nonprofits!Wednesday Webinar: January 23, 2013!© 2013 Synthesis Partnership. All rights reserved Design! SYNTHESIS PA R T N E R S H I P
  • 13. Preparation"Integrated Planning ! ! Business Data! Budget! Operations! Patient " Mission! Identity! Experience!Reduce Cost & Risk: Facility Planning for Nonprofits!Wednesday Webinar: January 23, 2013!© 2013 Synthesis Partnership. All rights reserved Design! SYNTHESIS PA R T N E R S H I P
  • 14. Preparation"Integrated Planning ! ! Business Data! Budget! Operations! Visitor " Mission! Identity! Experience!Reduce Cost & Risk: Facility Planning for Nonprofits!Wednesday Webinar: January 23, 2013!© 2013 Synthesis Partnership. All rights reserved Design! SYNTHESIS PA R T N E R S H I P
  • 15. Preparation"Integrated Planning Financial Model! ! Fundraising Budget(s)! ! Architectural Program / Exhibit Brief RFQ/P ! Feasibility Study! Business Data! •  Capital! •  Operating! Case Statement! Operations! Requirements! Visitor " Mission! Identity! Experience!Reduce Cost & Risk: Facility Planning for Nonprofits!Wednesday Webinar: January 23, 2013!© 2013 Synthesis Partnership. All rights reserved Design! SYNTHESIS PA R T N E R S H I P
  • 16. Project Mobilization"Reduce Cost & Risk: Facility Planning for Nonprofits!Wednesday Webinar: January 23, 2013! SYNTHESIS© 2013 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 17. Facility Planning Fundamentals"!Reduce Cost & Risk: Facility Planning for Nonprofits!Wednesday Webinar: January 23, 2013! SYNTHESIS© 2013 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 18. Programming and Budgeting"Architectural ProgramSpecifies intentions•  Quantitative definition•  Qualitative definition•  Foundation for budgetWhy develop before hiring the architect?Incorporate into RFP and contractReduce Cost & Risk: Facility Planning for Nonprofits!Wednesday Webinar: January 23, 2013! SYNTHESIS© 2013 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 19. Programming and Budgeting"Architectural Program !Reduce Cost & Risk: Facility Planning for Nonprofits!Wednesday Webinar: January 23, 2013! SYNTHESIS© 2013 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 20. Programming and Budgeting"Architectural ProgramReduce Cost & Risk: Facility Planning for Nonprofits!Wednesday Webinar: January 23, 2013! SYNTHESIS© 2013 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 21. Programming and Budgeting"Architectural ProgramReduce Cost & Risk: Facility Planning for Nonprofits!Wednesday Webinar: January 23, 2013! SYNTHESIS© 2013 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 22. Programming and Budgeting"Architectural ProgramReduce Cost & Risk: Facility Planning for Nonprofits!Wednesday Webinar: January 23, 2013! SYNTHESIS© 2013 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 23. Programming and Budgeting"Architectural ProgramReduce Cost & Risk: Facility Planning for Nonprofits!Wednesday Webinar: January 23, 2013! SYNTHESIS© 2013 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 24. Programming and Budgeting"Project BudgetReduce Cost & Risk: Facility Planning for Nonprofits!Wednesday Webinar: January 23, 2013! SYNTHESIS© 2013 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 25. Programming and Budgeting"Budgets, Estimates & CostsBudgets Hard costsNot just construction AcquisitionProjects affect operating budgets ConstructionA budget is what you can spend Soft costs•  Should change only if you decide to Fees Furnishings and EquipmentEstimatesWhat someone else says a project will cost Other costs•  Conceptual ($/s.f.) Contingency Inflation•  Design-based (unit cost takeoffs) BorrowingBids Ongoing costsAn actual commitment to deliver Plant reinvestment•  Firm or variable Operating expensesReduce Cost & Risk: Facility Planning for Nonprofits!Wednesday Webinar: January 23, 2013! SYNTHESIS© 2013 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 26. Design and Construction"Phases of the Design ProcessPre-Design ServicesConceptual DesignSchematic DesignDesign DevelopmentContract Documents (drawing & specifications)Bidding or NegotiationConstruction AdministrationReduce Cost & Risk: Facility Planning for Nonprofits!Wednesday Webinar: January 23, 2013! SYNTHESIS© 2013 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 27. Selecting Architect/Construction Co."Project Delivery Methods!Conventional!  Architect + General Contractor!  Finished drawings!  “Hard” bid or negotiated priceDesign-Build!  One source of responsibility/fewer change orders!  One-stop shopping!  “Fast-tracking”!  Fewer disputes!  Better for simpler projectsConstruction Management!  Agent!  At RiskReduce Cost & Risk: Facility Planning for Nonprofits!Wednesday Webinar: January 23, 2013! SYNTHESIS© 2013 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 28. Selecting Architect/Construction Co."Selection Process for ArchitectsAssemble a list of architects that can deliver the product you needDevelop and issue a Request for Interest & QualificationsDevelop a client-friendly contractDevelop a Request for Proposal (RFP)Select three to six architects & designers to (visit &) interviewCheck references from multiple rolesSelect 1 to 3 to receive RFP (includes program, budget & contract)Negotiate contract with selected firmReduce Cost & Risk: Facility Planning for Nonprofits!Wednesday Webinar: January 23, 2013! SYNTHESIS© 2013 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 29. Contracts"Client-friendly contractStandard contracts•  Created to protect provider•  Many pitfalls: some obvious, some subtleClient-friendly contract•  Responsibility for program & budget•  Services•  Standards & expectations•  Work productReduce Cost & Risk: Facility Planning for Nonprofits!Wednesday Webinar: January 23, 2013! SYNTHESIS© 2013 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 30. Financial Modeling"PurposesView the big pictureTest options & strategiesEvaluate the impact of decisionsReduce uncertainty & riskMaintain control over operating & capital budgetsAreas of InterestOperating budgetCapital budgets or new programsDebt capacity and financingCash flowRelationships among the aboveReduce Cost & Risk: Facility Planning for Nonprofits!Wednesday Webinar: January 23, 2013! SYNTHESIS© 2013 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 31. Financial Modeling Components"Typical Model VariablesCapital CostsAcquisition costs Furnishing, Fixtures & Equipment Legal costsDesign costs Construction costs ContingencyBorrowing InflationEndowment NeedsGeneral endowment Program-specific fund Maintenance fundCampaign Costs and RevenuesAdministrative costs of campaign Projected campaign revenuesOperating Costs and RevenuesExisting operating budget inflation Program cost increasesStaffing increases Marketing and development costsOverhead cost increases Cost reductions from new efficienciesNew operating revenuesReduce Cost & Risk: Facility Planning for Nonprofits!Wednesday Webinar: January 23, 2013! SYNTHESIS© 2013 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 32. Financial Modeling "Dynamic Financial Modeling Simple financial models have limited power to explore the seemingly endless variety of what ifs that arise when a board begins to strategize about the future. ! A dynamic model can open up many possibilities: ! •  Explore complex financial systems, build and test scenarios in real time •  Consider more options more thoroughly •  See the consequences of ideas as they are raised •  Integrate diverse planning efforts •  Reduce risk •  Make better decisions •  Clarify financial issues for non-financial people (board members, major donors, parents, alumni, faculty) •  Make more compelling solicitations for major giftsReduce Cost & Risk: Facility Planning for Nonprofits!Wednesday Webinar: January 23, 2013! SYNTHESIS© 2013 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 33. Resources" Critical Issues quarterly letter" #13: Facility Planning !http://bit.ly/SyPci13" # 6: Financial Modeling !http://bit.ly/SyPci06" #11: Integrated Planning !http://bit.ly/SyPci11" #10: Mind Your RFPs & Qs !http://bit.ly/SyPci10! Articles on facility issues: !" Selecting an Architect !http://bit.ly/SyPSelect" Client-Favorable Contracts !http://bit.ly/SyPcontracts" "To Build or Not to Build” http://bit.ly/SyPtobuild! Blog (entries on facilities) ! !http://bit.ly/SyPblog! Complimentary consultation !sbf@synthesispartnership.com" (by e-mail or telephone appointment) Sam Frank, Principal, Synthesis Partnership! "617 969 1881" !Strategy, planning, and " !organizational development for nonprofits.!Reduce Cost & Risk: Facility Planning for Nonprofits!Wednesday Webinar: January 23, 2013! SYNTHESIS© 2013 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 34. SYNTHESIS PARTNERSHIP Strategy, planning, and organizational development for nonprofits. ! Reduce Cost & Risk: Facility Planning for Nonprofits!© 2013 Synthesis PartnershipExcept for examples owned by others. January 23, 2013! Wednesday Webinar: 683 Commonwealth Avenue SYNTHESIS !617 969 1881"All rights reserved Partnership. All rights reserved © 2013 Synthesis Newton MA 02459 !www.synthesispartnership.com! P PA R T N E R S H I
  • 35. Find listings for our current season of webinars and register at: NonprofitWebinars.comA Service Of: Sponsored by: