Design Process Overview

welcome

pre-design

The Pre-Design Phase, often considered the first step in our architectural design process, focuses on understanding and defining your project's scope. This stage is about problem-seeking and setting the foundation for all subsequent design work. It involves in-depth discussions to grasp your vision, needs, and constraints. Pre-Design is not a requirement for all projects but benefits every project.

ZoningandCodeChecklist

why this phase matters

Incorporating a distinct Programming Phase ensures that every aspect of the project is well thought out before any design work begins. This phase allows for a deep dive into your needs and aspirations, ensuring that the subsequent design stages are informed, efficient, and tailored to your situation. It's the most cost-effective time to explore and define the project's scope, minimising the need for significant changes later in the process.

goals

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Client Responsibilities

During this phase, you play a crucial role. As the owner, you're often responsible for defining the program (what kind of areas you want and how they function to support you) by working directly with us. Your involvement is key to ensuring that the final design reflects all your needs and preferences. Engaging in conversations, responding to inquiries, and providing essential information and feedback are all part of this collaborative stage. 

potential deliverables

A document that outlines the project’s overall scope and requirements, a detailed list of spaces and their functions, identified constraints and opportunities, preliminary project goals and objectives and most importantly a framework for moving forward into the design phases.

new york city projects

Navigating New York City renovations requires expert guidance through a complex web of regulations and oversight agencies. Beyond the basic building permits, your project may need approvals from the Department of Environmental Protection, Fire Department, and must comply with specific accessibility codes and federal regulations. That's why we begin our research before our first meeting - identifying potential roadblocks early helps protect your investment and streamlines the entire process.

    • We conduct comprehensive research on your property, examining:

    • Landmark status and preservation requirements

    • Property liens and certificates of occupancy

    • Building management details

    • Previous renovation history

    • Potential asbestos considerations

    • Alteration Agreement Review (for Condos and Co-ops)

  • Following our conversation, you'll receive:

    • A detailed summary of our findings

    • Square footage-based budget estimates

    • A comprehensive project proposal

    • Access to our online portal for documentation

    • Simple deposit payment process to begin work

  • We'll prioritize reviewing any necessary:

    • Historic Preservation Authority filings

    • Landmarks Planning Commission requirements

    • Asbestos testing procedures

    • NYC Department of Building permits

    • Condo board approvals

schematic design

The Schematic Design Phase is where initial drawings and concepts of your project begin to take shape based on the requirements established in the Pre-Design Phase. We translate your needs and desires into schematic design solutions. Each solution will include floor plans and other necessary drawings to illustrate the proposed changes and concepts.

why this phase matters

This phase allows for the exploration and comparison of varying design approaches, providing a platform for discussion, adjustment, and refinement. It sets the emotional, visual and conceptual direction of the project.

goals

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Client Responsibilities

  • Participate in a meeting to review, discuss, and compare the Schematic Design solutions and corresponding Construction Budgets.

  • Select proposed solutions and discuss any required changes to better meet the Project requirements.

  • Approve the final Schematic Design drawings and Construction Budget prior to proceeding to the next phase.

potential deliverables

  • Proposed Schematic Design solutions, including required floor plans and drawings.

  • Meetings to present and discuss the Schematic Design solutions and corresponding Construction Budgets.

  • Revisions to the selected Schematic Design solution and corresponding Construction Budget, with any additional revisions considered Additional Services.

  • Approved Schematic Design drawings and Construction Budget, ready to move forward to the next phase. 

design development

The Design Development Phase delves deeper into the details and specifications of your project. Building on the selected Schematic Design, this phase focuses on articulating the specific design, selecting materials, finishes, and other fixed elements that will define the character and feel of your home. Priority is given to finish-rich areas like the kitchen and bathroom to ensure these spaces align perfectly with the design narrative.

why this phase matters

This phase is where the design begins to be fully realized. Material selections, detailed floor plans, and interior elevations are refined to ensure that every aspect of the design aligns with your vision and functional requirements. This meticulous approach allows for a thorough understanding and agreement on the design before moving forward with construction documents.

GOALS

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Client Responsibilities

  • Review and approve the initial Design Development drawings.

  • Select hardware, finish plumbing fixtures, appliances, kitchen cabinets, tile, stone, and decorative lighting fixtures per the design recommendations.

  • Participate in meetings to review and discuss the Design Development drawings.

  • Approve the final Design Development drawings before proceeding to the next phase.

potential deliverables

  • Detailed floor plans and key interior elevations.

  • A selection of physical samples for proposed finishes.

  • Elevations describing the locations and arrangements of fixtures and finishes selected.

  • Meeting to present and discuss the Design Development drawings.

  • Revisions to the Design Development drawings, with any additional revisions considered Additional Services.

  • Approved Design Development drawings, ready to move forward to the Construction Documents phase.

construction documents

The Construction Documentation Phase is where all the design decisions made during the Design Development phase are translated into detailed drawings and specifications. These documents will comprehensively outline the scope of work and are suitable for filing with the Building Department and for guiding a qualified General Contractor during construction.

why this phase matters

This phase is critical as it produces the formal documents that will be used to construct the project. It's about precision and ensuring that every aspect of the design is communicated clearly and thoroughly to all parties involved in the building process. These documents serve as the legal and technical blueprint for constructing the project. 

goals

Client Responsibilities

  • Review and approve the Construction Documents before they are filed with the Building Department or handed over to the General Contractor.

  • Engage in discussions as needed to understand and verify the details of the Construction Documents.

potential deliverables

  • Architectural Floor Plans delineating existing construction, demolition, new construction, and details cross-referencing subsequent drawings.

  • Power and Data Plans showing locations for electrical receptacles, telephone, cable, and internet.

  • Plumbing Fixture and Plumbing Accessories Schedule & Specifications.

  • Reflected Ceiling Plans showing lighting fixtures, switching arrangements, and detector placements.

  • Interior Elevations and detailed Partition, Equipment, Appliance, Door, Hardware, and Moulding Schedules.

  • Building Elevations at each exterior facade (when required), indicating finishes, materials, and special conditions.

  • Detailed Sections, Schedules, Notes, and Typical and specific Details essential for construction and code adherence.

    NOTE: Basic Architectural Services do not include mechanical, electrical, plumbing, fire suppression, structural, or civil engineering, with a reference to Standard Terms and Conditions for more information.

bidding, negotiation & permitting

After the completion of the Construction Documents, we enter the Bidding & Negotiation phase. This critical phase involves selecting the right general contractor to bring your project to life. It's characterized by a meticulous process of review and negotiation to ensure the contractor chosen aligns with the project's needs, your expectations, and our standards for quality and efficiency.

why this phase matters

Selecting the right general contractor is crucial for the smooth execution of your project. This phase ensures that the construction team understands the project's scope, design, and quality expectations, leading to accurate bidding and efficient project execution.

  

goals

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Client Responsibilities

  • Engage in the selection process of up to three qualified bidders.

  • Participate in the review and discussion of the bid proposals.

  • Approve the final selection of the general contractor.

  • Provide necessary documentation and payment for the Building Permit application.

bid coordination

We also assist with bid coordination, including

  • Preparing and distributing the Construction Documents to selected bidders.

  • Coordinating and attending the pre-bid meeting.

  • Address bidder questions and issuing necessary clarifications and/or addenda.

  • Assist in bid evaluation and awarding of the construction contract.

Building Permit Assistance

We assist in preparing the application for the Building Permit as required by the local building or zoning code, including

  • Preparing a bid submission package.

  • Coordinating the submission of the application and accompanying documents.

  • Ensuring all construction documents are signed and sealed as necessary.

the bidding, negotiation & permitting process

  • Before we can select the right contractor, we need to create a clear roadmap. This phase includes:

    • Development of comprehensive bid documentation

    • Detailed instructions for potential contractors

    • Organization of pre-bid site walkthroughs

    • Creation of project scope guidelines

    • Setting clear expectations and requirements

  • We carefully curate a shortlist of up to three contractors who have demonstrated excellence in similar projects. This process involves:

    • Evaluation of past completed projects

    • Assessment of contractor expertise

    • Review of contractor capacity and capabilities

    • Timeline allocation of 6-8 weeks for bid preparation

    • Consideration of project-specific requirements and investment level

  • To ensure fair comparison, we conduct a thorough analysis of all submitted bids over several weeks. This includes:

    • Detailed comparison of all bid components

    • Creation of standardized comparison documents

    • Identification of any gaps or discrepancies

    • Working with bidders to refine proposals

    • Development of final comparison matrix

  • Once bids are fully analyzed, we:

    • Present comprehensive bid comparisons

    • Provide our professional recommendation

    • Support your decision-making process

    • Facilitate contract signing

    • Establish stipulated sum agreements

  • After selection, we coordinate the crucial first steps:

    • Processing initial payments

    • Connecting with expeditors

    • Coordinating with inspection agencies

    • Managing Department of Building requirements

    • Initiating project timeline

construction administration

During the Construction Administration phase, the architect actively oversees the construction of your project based on the contract between you and the General Contractor. This phase ensures the project's execution aligns with the design intent and construction documents through regular oversight, coordination, and quality assurance.

why this phase matters

This phase is critical to the successful realization of your project. It involves rigorous oversight of the construction process to ensure adherence to design, quality of workmanship, and addressing any issues promptly. It's about safeguarding your investment and ensuring the final outcome aligns with the agreed-upon specifications and expectations.

process

  • We regularly visit the project site to observe the progress and ensure the work aligns with the Construction Documents. Any work not adhering to the agreed standards will be recommended for rejection.

  • We review and certify the General Contractor's request for payment, ensuring that payments align with the work completed.

  • We review and respond to all subcontractors’ submittals, including shop drawings, product data, and samples. We prepare supplementary and clarification drawings as required to guide the construction process.

  • At the “Substantial Completion” milestone, we prepare a “punch list” of work to be corrected and oversee the corrective actions to completion.

  • We will review the construction status to determine the dates of Substantial Completion and Final Completion. We will receive and forward to you all the pertinent warranty and related documents assembled by the General Contractor, Builders, Subcontractors and Design Team.

Client responsbilites

  • Engage in project coordination meetings as required.

  • Stay informed and responsive to communications regarding the progress and any necessary decisions.

  • Review and approve the architect's certifications and recommendations throughout the construction process.

  • Make payment to the vendors and GC within the designated time frames.

deliverables

  • A completed project built in accordance with the Construction Documents.

  • Certifications of payment and a detailed record of the construction process.

  • A punch list and verification of corrective work completion.

  • Documentation of Substantial and Final Completion dates.

  • All warranties and related documents for your records.

frequently asked questions

  • We're passionate about delivering exceptional quality and craftsmanship in every project we undertake. To ensure we can provide the level of attention and detail our clients expect, we typically work on architecture and interior design projects with a minimum budget of $500k. However, most of our renovations, including brownstone renovations and NYC apartment remodels, fall around the $2 million mark.

  • Costs can vary depending on the scope and complexity of your project. In NYC, a typical bathroom or kitchen renovation starts at around $400/SF, while light cosmetic changes like finish updates begin at approximately $30/SF. At Havard Cooper Architect, we prioritize quality over quantity and design timeless spaces that you'll enjoy for years to come. We'll work with you to refine your brief and create a home that's the perfect size for your lifestyle.

  • Collaborating with an experienced, qualified architect or interior designer eliminates guesswork and allows you to focus on your daily life while we handle the intricacies of your renovation. We navigate the complex processes involving various agencies and authorities, ensuring compliance and a smooth project flow. From Brooklyn brownstone renovations to Manhattan apartment renovations, our expertise will guide you every step of the way.

  • Your project budget is a crucial aspect of your brief, and we'll work closely with you to establish and adhere to it throughout the process. We'll ask about your budget goals and priorities upfront, considering three key elements: your wishlist, the desired quality of spaces and details, and your budget. By understanding your priorities, we can make informed decisions and provide tailored advice to keep your project on track.

  • Every project is unique, but we generally recommend allowing two months for the Design and Planning Permit stages. While the bureaucratic process may seem lengthy, it's a necessary step whether you're building from scratch or renovating an existing space. By investing time in thorough planning, you'll achieve a higher return on your investment and a smoother overall experience.

  • Over the years, we've worked with hundreds of contractors and subcontractors. We prefer to collaborate with builders who share our values of honesty, transparency, excellence, teamwork, respect, and a passion for their craft. Rather than recommending a single contractor, we believe in obtaining bids from multiple candidates and conducting a thorough bid-leveling process. This approach allows us to assess which contractor best fits your specific needs.

  • While we can work with your pre-selected builder, it's important to note that we cannot renegotiate terms if you've already signed a contract. Hiring a contractor before having complete construction documents can be risky, as there may be discrepancies in expectations and costs. To protect your interests and ensure a successful project, we recommend engaging our services before finalizing any agreements with builders.

  • For full architectural design, interior design, and documentation services, we charge a percentage based on the project budget and final cost. Once construction begins, we provide ongoing support and guidance using a monthly retainer model. Our percentage-based fee structure reflects the level of work and expertise we bring to each project. We begin every project with a Pre-Design Process, which is a lump sum fee credited back to you if you choose to continue working with us. This stage helps define the project scope, budget, and allows us to get to know each other better. For interior-only projects under $1M, furniture selection, artwork acquisition, and window treatments, we leverage our trade discount plus a 20% procurement fee to provide maximum value.

  • As a studio, we take on one new project per month to ensure each client receives our undivided attention. This approach allows us to deliver the smooth, enjoyable architectural journey we're known for. As a result, we typically have a waiting period of at least one month.

  • At Havard Cooper Architect, we follow a series of stages, starting with your dream and concluding with a completed project. Approximately 80% of our work occurs before construction begins, in what we call the Design Phases. Each phase adds a layer of refinement and detail, culminating in a comprehensive set of drawings and documents that an experienced general contractor can use to bring your vision to life. Throughout construction, we liaise between you and the contractor, monitoring progress, making necessary adjustments, and guiding the project to a successful completion.