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Before You Hire an Architect: Reduce Costs and Risks, Produce Better Results

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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: Reduce Costs and Risks, Produce Better Results Sam Frank April 4, 2012A 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:April Hunt, Nonprofit WebinarsA Service Of: Sponsored by:
  • 5. Before You Hire an Architect Facility Planning for Nonprofits: Reduce Costs & Risks, Improve Quality Sam Frank Synthesis PartnershipReduce Cost & Risk: Facility Planning for Nonprofits Wednesday Webinar: August 25, 2010 SYNTHESIS© 2010 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 6. Take-awaysBefore You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality Wednesday Webinar: April 4, 2012 SYNTHESIS© 2012 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 7. 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 resourcesBefore You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality Wednesday Webinar: April 4, 2012 SYNTHESIS© 2012 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 8. Questions for you Project status: •  Is your organization considering a facility project? •  Are you in the planning or design process? •  Are you in construction or have you recently completed a project? •  Have you done a construction project before?Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality Wednesday Webinar: April 4, 2012 SYNTHESIS© 2012 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 9. Questions for you Preparation: •  Do you have a current strategic plan …or are you developing one? •  Do you have a current program plan? •  Do you have a current business plan? •  Do you know who on your staff will manage the project?Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality Wednesday Webinar: April 4, 2012 SYNTHESIS© 2012 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 10. 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.Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality Wednesday Webinar: April 4, 2012 SYNTHESIS© 2012 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 11. Questions for you What is your biggest concern about moving forward? or What is the biggest problem you encountered? (Please use the question box to answer.)Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality Wednesday Webinar: April 4, 2012 SYNTHESIS© 2012 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 12. Facility Planning FundamentalsControl over costs Reduce Cost & Risk: Facility Planning for Nonprofits Wednesday Webinar: August 25, 2010 SYNTHESIS© 2010 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 13. Integrated PlanningBefore You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality Wednesday Webinar: April 4, 2012 SYNTHESIS© 2012 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 14. PreparationIntegrated PlanningBefore You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality Wednesday Webinar: April 4, 2012 SYNTHESIS© 2012 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 15. PreparationIntegrated 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 Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality Wednesday Webinar: April 4, 2012 © 2012 Synthesis Partnership. All rights reserved Design S Y N T H E S I S PA R T N E R S H I P
  • 16. Project MobilizationBefore You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality Wednesday Webinar: April 4, 2012 SYNTHESIS© 2012 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 17. Facility Planning FundamentalsBefore You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality Wednesday Webinar: April 4, 2012 SYNTHESIS© 2012 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 18. Facility Planning FundamentalsBefore You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality Wednesday Webinar: April 4, 2012 SYNTHESIS© 2012 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 19. Programming and BudgetingArchitectural ProgramBefore You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality Wednesday Webinar: April 4, 2012 SYNTHESIS© 2012 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 20. Programming and BudgetingArchitectural ProgramSpecifies intentions•  Quantitative definition•  Qualitative definition•  Foundation for budgetWhy develop before hiring the architect?Incorporate into RFP and contractBefore You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality Wednesday Webinar: April 4, 2012 SYNTHESIS© 2012 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 21. Programming and BudgetingArchitectural Program Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality Wednesday Webinar: April 4, 2012 SYNTHESIS© 2012 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 22. Programming and BudgetingArchitectural ProgramBefore You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality Wednesday Webinar: April 4, 2012 SYNTHESIS© 2012 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 23. Programming and BudgetingArchitectural ProgramBefore You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality Wednesday Webinar: April 4, 2012 SYNTHESIS© 2012 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 24. Programming and BudgetingArchitectural ProgramBefore You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality Wednesday Webinar: April 4, 2012 SYNTHESIS© 2012 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 25. Programming and BudgetingArchitectural ProgramBefore You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality Wednesday Webinar: April 4, 2012 SYNTHESIS© 2012 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 26. Programming and BudgetingProject BudgetBefore You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality Wednesday Webinar: April 4, 2012 SYNTHESIS© 2012 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 27. Programming and BudgetingBudgets, 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 expensesBefore You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality Wednesday Webinar: April 4, 2012 SYNTHESIS© 2012 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 28. Design and ConstructionPhases of the Design ProcessPre-Design ServicesConceptual DesignSchematic DesignDesign DevelopmentContract Documents (drawing & specifications)Bidding or NegotiationConstruction AdministrationBefore You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality Wednesday Webinar: April 4, 2012 SYNTHESIS© 2012 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 29. Selecting Architect/Construction Co.Project Delivery Methods ConventionalArchitect + General ContractorFinished drawings“Hard” bid or negotiated priceDesign-BuildOne source of responsibility/fewer change ordersOne-stop shopping“Fast-tracking”Fewer disputesBetter for simpler projectsConstruction ManagementAgentAt RiskBefore You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality Wednesday Webinar: April 4, 2012 SYNTHESIS© 2012 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 30. 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 &) interviewSelect 1 to 3 to receive RFP (includes program, budget & contract)Negotiate contract with selected firmBefore You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality Wednesday Webinar: April 4, 2012 SYNTHESIS© 2012 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 31. ContractsClient-friendly contractStandard contracts•  Created to protect provider•  Many pitfalls: some obvious, some subtleClient-friendly contract•  Responsibility for program & budget•  Services•  Standards & expectations•  Work productBefore You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality Wednesday Webinar: April 4, 2012 SYNTHESIS© 2012 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 32. Financial ModelingPurposesView 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 aboveBefore You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality Wednesday Webinar: April 4, 2012 SYNTHESIS© 2012 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 33. Financial Modeling ComponentsTypical 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 RevenuesBefore You Hire an Architect—Reduce Cost,Existing operating budget inflation Risk & Stress while improving Quality Wednesday Webinar: April 4, 2012 SYNTHESIS© 2012 Synthesis Partnership. All rights reserved Program cost increases PA R T N E R S H I P
  • 34. 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 giftsBefore You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality Wednesday Webinar: April 4, 2012 SYNTHESIS© 2012 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 35. Additional Resources Critical Issues quarterly letter # 6: Financial Modeling http://bit.ly/SyPci06 #13: Facility Planning http://bit.ly/SyPci06 Articles on facility issues:  Selecting an Architect http://bit.ly/SyPselect Client-Favorable Contracts http://bit.ly/SyPcontracts "To Build or Not to Build” 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. Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality Wednesday Webinar: April 4, 2012 SYNTHESIS© 2012 Synthesis Partnership. All rights reserved PA R T N E R S H I P
  • 36. Find listings for our current season of webinars and register at: NonprofitWebinars.com A Service Of: Sponsored by: