How does a project start? Once you have an idea for a project and reach out to us, we will begin with an initial conversation to learn about your vision and goals and discuss how we can support you in realizing the project. In preparation for our initial meeting, we are providing the following summary of our typical services and level of involvement in projects – from the first conversation to your move-in and start of operations. We encourage you to read through these summaries for a general overview and then we’ll be ready to meet.

Our Process

Stages of Project Evolution

  • The project scope (and project program) is what you want the project to do or have in it. For example, the scope of a new café might include seating for 50 people, kitchen with prep and cooking areas, food storage, walk-in fridge / freezer, toilet room, and an office.

  • JMcA can help with this. If you know generally what you want, but aren’t sure of the full set of program requirements we can work with you to develop the Project Program. The Project Program document is a listing of room types, sizes, quantities, adjacencies, and special requirements such as integrated security or audio visual systems.

Set the Project Scope

  • The Project Budget is the total number of all costs to you over the course of the project and consists of both Hard Costs and Soft Costs.

  • Hard Costs are the same as your construction budget. This is what you will pay a contractor for materials and labor to build your project. As a general rule, these costs will be about 70% of your overall Project Budget.

  • Soft Costs are all the other costs required by the project and will typically include design & engineering fees, permit fees, legal fees, furniture & equipment, moving expenses, and payments to specialized contractors you might separately from the main construction contract.  As a general rule, soft costs are about 30% of your Project Budget

Develop a Budget

  • This initial phase often includes Programming, Site Analysis, Existing Conditions Assessment, Feasibility Study, Establishing Owner’s Project Requirements, Preliminary Budgeting. The goal in this phase is to identify the big issues which will be developed in the subsequent project phases.

  • In this phase we build on the results from initial studies and established project requirements to develop drawings, diagrams, and 3D models that show spatial relationships, scale, and form. Initial cost estimates are updated at the end of this phase.

  • In this phase we further develop and refine the Schematic Design into drawings that coordinate and integrate architecture, structure, mechanical, electrical, plumbing, and other systems. The Schematic Design cost estimate will be updated.

  • Building on the Design Development drawings, we produce detailed, technical drawings and specifications required for permitting, bidding, and construction.

  • In this phase we assist you with applying for and obtaining a building permit. The permit drawings will also be used to assist you with obtaining bids and selecting a contractor who will be building the project.

  • We remain actively involved in the project throughout construction to act as your representative, review submissions by the Contractor and provide responses to Contractor questions, monitor construction progress for compliance with the Bid Documents, prepare punchlists for corrective actions, and manage the process for changes to the construction contract.

Typical Project Phases

  • Almost all projects require a Building Permit before you can start construction. We will determine at the beginning of the project what permits are required, how long they are likely to take, and the expected associated costs.

    Some projects may also require additional permits which can include: Historic Preservation, Health Department, Zoning.

    We can assist you in applying for and obtaining the permits that will be required for your specific project.

  • For larger projects often work with a permit expediter who will manage the submission of permit drawings and other required documents, distribution of review comments, and will arrange for payment of permit fees. For smaller projects, we can provide these services directly.

    Building Permit fees are paid by the client directly to the local permit authority. Trade permits and other permits during construction will be paid by your contractor.

  • The total time required from the initial permit submission until a building permit issues can be highly variable, depending on the jurisdiction along with the project type & complexity, and often range between 6 weeks-5 months (Expedited reviews may also be possible for certain project types).

    In the early project stages we will work you to determine what permits will be required and the likely duration for each.

Permits

  • This is the most common method for obtaining competitive bids. When the design work and the Bid Documents are finished, they are given to contractors who prepare bids for the Client’s review. The client will select a contractor from these bids and then execute a contract for construction.

  • In the method, the Contractor and the architecture/engineering consultants are one team, hired by the Client. This combined team works with the Client to design, permit, and build the project under a single agreement.

  • These are services, typically provided by a contractor, during the design phases and prior to the start of construction. This early involvement of a contractor takes advantage of their expertise in costs, scheduling, constructability, material specifications & procurement and other logistical considerations that can benefit the project.

Engage a Contractor

  • We typically continue our involvement in the project from the design phases into construction. We are your representatives on the construction site and are there to observe & document construction and verify compliance with the design documents.

    We also assist the contractor is addressing specific, unforeseen conditions and interpreting our documents to ensure compliance with approved permits and building codes.

  • These are performed after a building is occupied and are intended to evaluate the building’s performance, understand occupants’ experience, and address issues in the start-up and operation of building systems. We help resolve initial warranty & maintenance issues and ensure that the building is operating and serving its purpose as intended.

Construction & Move-in

  • These are typically services required to prepare Permit & Construction Documents and include architectural information and the core consultants for mechanical, electrical, plumbing, civil, landscape architecture, and structural engineering as needed for the project.

    These services are typically included in our team under our contract with the client. We have established relationships with engineers and planners required for all base-level services.

  • We can also add specialty consultants to our team for graphics, signage and branding, acoustics, sustainable design, interior design, waterproofing and other specialty areas of expertise that might be required by a particular project. We have established relationships with a wide range of specialty consultants to match specific project needs.

  • Sometimes clients have their own civil engineer, interior designer or other consultant that will participate in developing the project design.

    Clients may also have their own contractors or specialists for specific types of work like security, A/V, interior design. We have worked with client consultants in the past and can and can tailor our services to those provided by your consultants or contractors.

    As we prepare our proposal for services we use a responsibility matrix to identify all the design, engineering, and specialty services that will be required and whether these services will be provided on our team, through your consults, or through a contractor.

What services do we offer?

Other Questions

  • For smaller, short-term services, such as a study, existing conditions assessment, building code evaluation we charge a lump sum fee that will be invoiced upon completion and delivery to you.

  • We and our consultants calculate our fees based on a combination of the services you request and those that are required for your specific project.

    These can be calculated as a percentage of estimated construction costs, based on the expected level of hourly effort & tasks required, production of specific deliverables, or a combination of all of these.

  • Fees can be added to a contract if the project scope, schedule, or other parameter change significantly from the original agreement. If they become necessary, we will present them to you for review and approval before proceeding.

    Typical reimbursable expenses include costs to the project such as printing, deliveries, and travel. These costs are generally in total less than 3% of the base fees.

  • Yes, we mark-up fees from consultants who are under our contracts by 2.5% to cover pass-through taxes and overhead accounting expenses.

  • For shorter, limited scope services, we typically invoice upon completion and submission of deliverables.

    For large and longer-term projects, we generally invoice monthly. For lump sum agreements we will invoice based on the percentage of work completed. For hourly agreements we will invoice according to actual, documented time spent.

How do we Determine Fees?

What Contracts do we use?

  • We typically use a simple letter of agreement for studies and other work that does not require a stamp or signature and will not be used for permitting or construction.

  • For projects that proceed beyond an initial study phase, we use American Institute of Architects (AIA) contracts for all work to produce permit documents, assist with construction, and other services that carry professional liability.

Do we use AI tools?

  • Artificial Intelligence “AI” encompasses a broad spectrum of tools that can be used to augment, enhance, and improve efficiency in many aspects of our architectural practice.

  • We routinely use “AI” tools to assist with initial research into applicable codes, products, materials, building systems, and sustainable design strategies. We then thoroughly review this initial information for relevance and accuracy before integrating it into project documentation.

    We also use “AI” visualization tools to help communicate design intent to a client and other team members.

  • We never use information from “AI” tools as the primary or single source of information, but rather as a starting place for further research.

    We never present as our own work designs that were generated solely by “AI” tools.

    We never rely soley on “AI” tools to perform key tasks that belong under our responsibilities as licensed architects.

If you're interested in finding out how we can help support you, complete the form with a few details about your project and be in touch soon with

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