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Choosing and Using an Architect 1.Getting Started |
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If you are considering doing work of any sort to a building—whether new or existing—you
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An obvious but potentially risky way of finding
an architect is to select one from the Yellow
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The architect will discuss your requirements and help you to prepare a brief and an agreed action plan. He or she will then identify appropriate sites, carry out an evaluation and visit the proposed site before undertaking a feasibility study and investigating any statutory regulations applicable, as well as giving advice regarding other services the project requires. The architect will then prepare a timetable and details for planning permission/building regulation applications, as well as developing designs, working drawings, and models; determining the cost of the exercise and the deadline; and preparing production details. He or she will also advise on appropriate procurement methods and prepare tender documentation, obtaining tenders and advising on them. They will negotiate with potential builders and draw up a building contract. Once the work has begun they will inspect the site and the progress made. The architect’s role includes administering the building contract, submitting financial reports, giving advice on maintenance regimes, and finally providing drawings of the building as built. The full range of services is set out in the RIBA Standard Appointment documents.
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Find out about the conditions of appointment of an architect When appointing an architect, a Conditions of Appointment document should be completed, checked and agreed upon. The points covered should include: the architect’s authority and duty of care, use of consultants, site inspection, client’s instructions, copyright assignment, suspension and termination, settlement of deposits, and governing law. There are standard forms for this purpose.
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Investigate architects’ fees and expenses The Royal Institute of British Architects (RIBA) has a scale of indicative percentage fees based upon construction costs, building type, and nature of the work. Fees are usually charged by negotiation on an hourly basis for small jobs, or as a percentage of the building works for larger contracts. Any agreement should also include stage payments, suspension, resumption and termination, expenses and disbursements, variations, and VAT. Detailed guidance on these matters can be obtained by contacting RIBA.
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Once you’ve appointed your architect, the first stage of the work involves a discussion of the requirements, budget, timetables, and fees. After this discussion and the preparation of a full brief, the architect will draw up a plan of action which should be agreed. In preparation for this discussion, it is a good idea for you to become familiar with ownership rights of the property, for example, rights of way or boundary fences. It is important for you to keep focused on what is to be achieved.
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The second stage is for the architect to visit the site in order to evaluate what might be done. If a site has not been identified, the architect may be able to advise on appropriate locations and accommodation. A sketch proposal may be prepared at this stage as an initial point of discussion and agreement with you. A feasibility study can then be undertaken by the architect, giving possible alternative options of spatial arrangements and elevational treatment. Restrictions may be imposed on the design by statutory items such as Town and Country Planning, building regulations, and fire and means of escape regulations. Health and safety legislegislation will have to be taken into account, as well as the Disability Discrimination Act 1995. During this design process the architect will advise whether other consultant disciplines will need to be appointed, such as a quantity surveyor, structural engineer, landscape architect, mechanical and electrical engineering consultant, and a planning supervisor to deal with health and safety. The Construction (Design and Management) Regulations 1994 (as amended in 2000) affect work on all types of commercial and public buildings. On smaller projects the architect may carry out their own survey of the land or building in question. The cost of this is usually based on an hourly rate, and is not included in the percentage fee quoted by the architect.
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Preparation of the architect’s designs Once the plan of action has been agreed, the architect will organise meetings and surveys with all the other bodies involved in the project, which will enable cost estimates and outline proposals to be prepared. It’s important to be aware that changes to the plans may be necessary as part of this planning process. Decisions on quality of workmanship, materials, and so on are made at this stage, to enable the quantity surveyor to monitor the costs. A planning application may be submitted, for which a statutory fee will be paid by you to the local authority. As planning approval cannot be guaranteed, it may be prudent to await consent before instructing the architect to prepare building regulations documentation. Again, you—as the client—will be responsible for statutory fees, one at the time of formal application, and further fees for site inspections. Once planning and building regulation approvals have been obtained, the architect will be in a position to prepare detailed design drawings. The number of drawings will be dependent on the size and complexity of the project and may be used initially by the quantity surveyor to prepare a Bill of Quantities, and by the contractors at tender stage, and then on site during construction.
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Architects and building contractors The architect can now prepare production information and tender documents. These are then sent to contractors tendering for the work. The architect will provide advice regarding the suitability of tenders submitted. Once a contractor is selected, you can ask the architect to draw up a building contract between the business and the contractor. Once the project is underway, the architect can visit the site at regular intervals to inspect the work being carried out. He or she will convene site meetings, to which you may be invited (or will otherwise be given the minutes), and will generally administer the terms of the building contract, give advice on maintenance, and arrange for drawings of the building pinpointing drainage lines, services, and so on, to be provided. At various stages during construction, the architect will issue interim certificates for payment to the contractor. During the defects liability period (or retention period)—usually six or twelve months after practical completion of the project—an amount will be retained by the business until any defective work is satisfactorily completed.
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In addition to construction projects, many practising architects can provide a range of additional services. These may include: surveying and inspection, furniture and interior design, cost estimating and financial advice, and undertaking negotiations.
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Choosing your architect on a ‘fee basis’ The Royal Institute of British Architects (RIBA) fee scale is a guide to architects and clients based on historic data. Fees should be negotiated, and for larger contracts, it is important to meet the architect who will be dealing with the project, as dealings with them could last for a couple of years. This can help in avoiding personality clashes or misunderstandings over requirements. This can be a more important issue than the fee. Decisions should not be made on the basis of fee alone but on the overall value of service.
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Not choosing the right architect for the job An architect should be selected who can demonstrate an ability to do a job within a specified budget. It is important to ask to see evidence of professional indemnity insurance and to ensure that the sum covered for each and every claim is adequate. If required, architects will be happy to discuss undertaking some or all of the services with a commensurate variation in fees. The most useful advice is usually provided when still considering a project. It is a good idea to discuss ideas with an architect before being constrained by leases, loans, and so on. He or she may be able to identify suitable sites/ premises for your business to consider.
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Architects Registration Board: Architecture and Surveying Institute: Association of Consultant Architects (ACA): Client Services, Royal Institute of British Architects (RIBA): RIBA Bookshop: RIBA Directory of Members: Royal Incorporation of Architects in Scotland (RIAS): Royal Society for Ulster Architects:
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