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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, 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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Sponsored by: A Service Of:
Before You Hire an Architect: Reduce Costs and Risks, Produce Better Results
Sam Frank
April 4, 2012
Sponsored by: A Service Of:
Advising nonprofits in: • Strategy • Planning • Organizational Development
www.synthesispartnership.com
(617) 969-1881 [email protected]
INTEGRATED PLANNING
Sponsored by: A Service Of:
Affordable collaborative data management in the cloud.
Sponsored by: A Service Of:
Today’s Speaker & Host
Sam Frank Principal
Synthesis Partnership Assisting with chat questions: April Hunt, Nonprofit Webinars
SYNTHESIS P A R T N E R S H I P
Wednesday Webinar: August 25, 2010
© 2010 Synthesis Partnership. All rights reserved
Reduce Cost & Risk: Facility Planning for Nonprofits
Before You Hire an Architect Facility Planning for Nonprofits:
Reduce Costs & Risks, Improve Quality
Sam Frank Synthesis Partnership
Wednesday Webinar: April 4, 2012
© 2012 Synthesis Partnership. All rights reserved
Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality SYNTHESIS P A R T N E R S H I P
Take-aways���
Wednesday Webinar: April 4, 2012
© 2012 Synthesis Partnership. All rights reserved
Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality SYNTHESIS P A R T N E R S H I P
• 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 resources
Take-aways���
Wednesday Webinar: April 4, 2012
© 2012 Synthesis Partnership. All rights reserved
Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality SYNTHESIS P A R T N E R S H I P
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?
Questions for you���
Wednesday Webinar: April 4, 2012
© 2012 Synthesis Partnership. All rights reserved
Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality SYNTHESIS P A R T N E R S H I P
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?
Questions for you���
Wednesday Webinar: April 4, 2012
© 2012 Synthesis Partnership. All rights reserved
Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality SYNTHESIS P A R T N E R S H I P
If you are close to hiring an architecture firm, ���what information are you providing them?
• an architectural program • (I don't know what an architectural program is) • a construction budget • a project budget • We are asking the architect to suggest a program and budget.
Questions for you���
Wednesday Webinar: April 4, 2012
© 2012 Synthesis Partnership. All rights reserved
Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality SYNTHESIS P A R T N E R S H I P
What is your biggest concern about moving forward? or
What is the biggest problem you encountered?
(Please use the question box to answer.)
Questions for you���
SYNTHESIS P A R T N E R S H I P
Wednesday Webinar: August 25, 2010
© 2010 Synthesis Partnership. All rights reserved
Reduce Cost & Risk: Facility Planning for Nonprofits
Facility Planning Fundamentals���Control over costs
Wednesday Webinar: April 4, 2012
© 2012 Synthesis Partnership. All rights reserved
Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality SYNTHESIS P A R T N E R S H I P
Integrated Planning���
Wednesday Webinar: April 4, 2012
© 2012 Synthesis Partnership. All rights reserved
Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality SYNTHESIS P A R T N E R S H I P
Preparation���Integrated Planning
Wednesday Webinar: April 4, 2012
© 2012 Synthesis Partnership. All rights reserved
Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality SYNTHESIS P A R T N E R S H I P
Financial Model
Budget(s) • Capital • Operating
Preparation���Integrated Planning
Mission Identity Visitor ���Experience
Operations
Requirements
Arc
hite
ctur
al P
rogr
am /
Exhi
bit
Brie
f R
FQ/P Business Data
Case Statement
Fundraising Feasibility Study
Design
Wednesday Webinar: April 4, 2012
© 2012 Synthesis Partnership. All rights reserved
Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality SYNTHESIS P A R T N E R S H I P
Project Mobilization���
Wednesday Webinar: April 4, 2012
© 2012 Synthesis Partnership. All rights reserved
Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality SYNTHESIS P A R T N E R S H I P
Facility Planning Fundamentals���
Wednesday Webinar: April 4, 2012
© 2012 Synthesis Partnership. All rights reserved
Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality SYNTHESIS P A R T N E R S H I P
Facility Planning Fundamentals���
Wednesday Webinar: April 4, 2012
© 2012 Synthesis Partnership. All rights reserved
Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality SYNTHESIS P A R T N E R S H I P
Programming and Budgeting���Architectural Program
Wednesday Webinar: April 4, 2012
© 2012 Synthesis Partnership. All rights reserved
Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality SYNTHESIS P A R T N E R S H I P
Specifies intentions • Quantitative definition
• Qualitative definition
• Foundation for budget
Why develop before hiring the architect?
Incorporate into RFP and contract
Programming and Budgeting���Architectural Program
Wednesday Webinar: April 4, 2012
© 2012 Synthesis Partnership. All rights reserved
Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality SYNTHESIS P A R T N E R S H I P
Programming and Budgeting��� Architectural Program
Wednesday Webinar: April 4, 2012
© 2012 Synthesis Partnership. All rights reserved
Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality SYNTHESIS P A R T N E R S H I P
Programming and Budgeting���Architectural Program
Wednesday Webinar: April 4, 2012
© 2012 Synthesis Partnership. All rights reserved
Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality SYNTHESIS P A R T N E R S H I P
Programming and Budgeting���Architectural Program
Wednesday Webinar: April 4, 2012
© 2012 Synthesis Partnership. All rights reserved
Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality SYNTHESIS P A R T N E R S H I P
Programming and Budgeting���Architectural Program
Wednesday Webinar: April 4, 2012
© 2012 Synthesis Partnership. All rights reserved
Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality SYNTHESIS P A R T N E R S H I P
Programming and Budgeting���Architectural Program
Wednesday Webinar: April 4, 2012
© 2012 Synthesis Partnership. All rights reserved
Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality SYNTHESIS P A R T N E R S H I P
Programming and Budgeting���Project Budget
Wednesday Webinar: April 4, 2012
© 2012 Synthesis Partnership. All rights reserved
Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality SYNTHESIS P A R T N E R S H I P
Budgets Not just construction Projects affect operating budgets A budget is what you can spend • Should change only if you decide to
Estimates What someone else says a project will cost • Conceptual ($/s.f.) • Design-based (unit cost takeoffs)
Bids An actual commitment to deliver • Firm or variable
Hard costs Acquisition Construction
Soft costs Fees Furnishings and Equipment
Other costs Contingency Inflation Borrowing
Ongoing costs Plant reinvestment Operating expenses
Programming and Budgeting���Budgets, Estimates & Costs
Wednesday Webinar: April 4, 2012
© 2012 Synthesis Partnership. All rights reserved
Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality SYNTHESIS P A R T N E R S H I P
Pre-Design Services
Conceptual Design
Schematic Design
Design Development
Contract Documents (drawing & specifications)
Bidding or Negotiation
Construction Administration
Design and Construction���Phases of the Design Process
Wednesday Webinar: April 4, 2012
© 2012 Synthesis Partnership. All rights reserved
Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality SYNTHESIS P A R T N E R S H I P
Project Delivery Methods
Conventional Architect + General Contractor Finished drawings “Hard” bid or negotiated price
Design-Build One source of responsibility/fewer change orders One-stop shopping “Fast-tracking” Fewer disputes Better for simpler projects
Construction Management Agent At Risk
Selecting Architect/Construction Co. ���
Wednesday Webinar: April 4, 2012
© 2012 Synthesis Partnership. All rights reserved
Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality SYNTHESIS P A R T N E R S H I P
Assemble a list of architects that can deliver the product you need
Develop and issue a Request for Interest & Qualifications
Develop a client-friendly contract
Develop a Request for Proposal (RFP)
Select three to six architects & designers to (visit &) interview
Select 1 to 3 to receive RFP (includes program, budget & contract)
Negotiate contract with selected firm
Selecting Architect/Construction Co. ���Selection Process for Architects
Wednesday Webinar: April 4, 2012
© 2012 Synthesis Partnership. All rights reserved
Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality SYNTHESIS P A R T N E R S H I P
Standard contracts • Created to protect provider
• Many pitfalls: some obvious, some subtle
Client-friendly contract • Responsibility for program & budget
• Services
• Standards & expectations
• Work product
Contracts���Client-friendly contract
Wednesday Webinar: April 4, 2012
© 2012 Synthesis Partnership. All rights reserved
Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality SYNTHESIS P A R T N E R S H I P
Purposes View the big picture Test options & strategies Evaluate the impact of decisions Reduce uncertainty & risk Maintain control over operating & capital budgets
Areas of Interest Operating budget Capital budgets or new programs Debt capacity and financing Cash flow Relationships among the above
Financial Modeling���
Wednesday Webinar: April 4, 2012
© 2012 Synthesis Partnership. All rights reserved
Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality SYNTHESIS P A R T N E R S H I P
Capital Costs Acquisition costs Furnishing, Fixtures & Equipment
Legal costs Design costs Construction costs
Contingency Borrowing Inflation
Endowment Needs General endowment Program-specific fund
Maintenance fund
Campaign Costs and Revenues Administrative costs of campaign
Projected campaign revenues
Operating Costs and Revenues Existing operating budget inflation
Program cost increases Staffing increases
Financial Modeling Components���Typical Model Variables
Wednesday Webinar: April 4, 2012
© 2012 Synthesis Partnership. All rights reserved
Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality SYNTHESIS P A R T N E R S H I P
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 gifts
Financial Modeling ���Dynamic Financial Modeling
Wednesday Webinar: April 4, 2012
© 2012 Synthesis Partnership. All rights reserved
Before You Hire an Architect—Reduce Cost, Risk & Stress while improving Quality SYNTHESIS P A R T N E R S H I P
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 [email protected]���(by e-mail or telephone appointment) Sam Frank���
Principal, Synthesis Partnership��� 617 969 1881
Strategy, planning, and ��� organizational development for nonprofits.
Sponsored by: A Service Of:
Find listings for our current season of webinars and register at:
NonprofitWebinars.com