Five building stages

There are five stages to the building process. I believe that it may be useful to look at these as the payment of the architect's fees are calculated according to them. These stages are specified in the "Recommended Tariffs and Fees" as published by the South African Council for the Architectural Profession. Please refer to our Examples of accounts page, to see how this is applied to fees. You can also look at the Architectural Profession Act (No. 44 of 2000).

The first stage (Appraisal and definition of the project) deals with the client's summary or brief. This is a preparatory discussion where the client provides the architect with a detailed description of what it is that they need: the size of the building, an accommodation list and a preliminary budget. An accommodation list indicates the number, size and use of the rooms required. This is closely related to the budget: the architect should advise the client whether the accommodation list is reasonable in relation to the budget.

The architect could at this point explain his services and fees to the client. One may also discuss the local authority regulations applicable, land use rights and whether these need to be amended. There may also be a discussion of the possible appointment of other professionals such as engineers, quantity surveyors, landscape architects, as well as the various methods of contracting.

During stage two (Design concept) the architect will present the client with a design concept: sketch plans indicating the layout of the building. These usually include floor plans and occasionally rough freehand perspectives. The client will point out changes that have to be made to these sketch plans.

Reaching stage three (Design development) means that the architect's design has addressed the client's needs as raised during stage two. This design is now ready for a preliminary discussion with the relevant authorities. The client may raise additional issues in the design that still need to be addressed.

Stage four (Local authority approval and technical documentation) comprises the obtaining of building plan approval from the relevant local authority. The documentation should contain sufficient technical and other information so that building contractors can tender prices for the construction of the project.

Stage five (Contract administration and inspection) deals with the inspection of the project's construction and the administration of payment for it.

Tips

The budget

Always define your budget. This enables your architect to judge the scope of the project and therefore the parameters within which s/he should work.

Ask your architect to explain "Provisional Amounts and Prime Cost Items" to you.

Finishes and fittings have a tremendous impact on the final price of a building. Luxury (especially imported) products will increase the building costs.

Fine-tune the design prior to actually building. Changes made on site are expensive.

In case of changes made on site (called Variation Orders in the building industry) ensure that the cost is agreed to prior to the work being executed.

The design process

The client-architect relationship is an intimate one. Consider your choice of architect carefully.

Define your problems and needs carefully. Present these to the architect. Allow the architect to present you with several design solutions.

It is impossible to incorporate all ideas. Consider and play with all of them, then prioritise.

The project develops an identity and personality of its own and this will often suggest what choices need to be made.

Insist that your architect has to include a full furniture layout and circulation flow on a plan, to see how your home actually functions.

Include other design professionals such as landscape architects and interior designers in the design team as early as possible to ensure an integrated design approach.

Dealing with contractors

Never pay any contractor or sub-contractor a deposit. Payments to contractors should only be made once the architect has certified it.

The client should never negotiate directly with a building contractor. Your architect is your agent. Let your architect deal with the contractor.

Take note that there are many types of building contracts, including a lump sum contract and a bill of quantities contract. Ask your architect to explain these to you.

There is a specific hierarchy of communication in the building process: the client communicates problems or requests to the architect, the architect passes these down to the main contractor, and the main contractor in turn passes these to the sub-contractors. Be aware that a client who instructs a contractor directly runs certain legal risks.

There are two types of sub-contractors: nominated and selected. The architect should explain the differences and the pros and cons between the two.

Be wary of a contractor who under-quotes. S/he may very well abandon the project if it turns out to be unprofitable. The cheapest is not necessarily the best!

Ask your architect to explain the five standard stages of the building process to you in detail. This includes his/her fees. If in doubt, ask again. Always confirm this in a written agreement, without exception.