Completing a building project can be difficult, confusing, intrusive and personal. The process begins with one very fundamental concept:
TRUST
Trust that you are beginning with the right intent, trust that you have assembled the right team, and trust that you can work through any solution and get the job done.
Part I- Defining Intent
- Create a list work items
- Identify the project goals, both physically and philosophically.
- List expectations for the project, realistic and unrealistic
- Define how the project fits with the overall building needs, through a timeline of future improvements and maintenance
- List the impact such work will have on the property and daily activities. Review the potential problems the project may create.
- Create a list of team members necessary for the project, understanding and defining each team members role
- Write a timeline for start and completion
- Create a scope for each team member, or have it created for you
Part II-Budgeting
- Create a project budget, both base and contingencies. Seek the assistance of a professional that may help create that with you.
- Ensure the intent/methodology and scope of work/specifications are in line with the budget
Part III-Team Building
The role of the building owner is essential. They must define their place in the project, either as a liaison for the architect/general contractor, or as the Project Leader. The Project Leader has a crucial role towards the projectÕs success. The Project Leader can be the architect, general contractor, someone hired for that specific role, or the owner. The Project Leader must communicate with everyone, assisting each team member towards the ultimate goal of completion.
There are defined trades that make up the team; some overlap and some are singular. Finding the right combination of teammates can make a project successful. Once the planning and craft needs are defined, each team member must understand what their intent, budget and place are within the schedule, all with the help of the Project Leader.
Part IV- Making the Call
Finding team members can be difficult, although there are a variety of resources available for the trades. Take each resource with a grain of salt, check references and go with your gut.
Within the building trades, there are the big, the small and everything in between. Be persistent when pursuing a team member, some have offices, some have trucks and some have a tool bag. The best method is to call, and call again. If that doesnÕt work, call one more time. Here are some resources:
- State Agencies. Contractor Registration Boards, Departments of Labor, Corporations Divisions
- State Historic Preservation Office
- Local Resources. Suppliers, historical societies, other similar historic properties.
- Ask around. See who may have had similar work completed in the past. Ask whom they used and if they were happy with the work and the people doing the work.
- Professionals. Ask a trusted professional in the field whom they know.
- Journals, Publications. Regional journals, magazines or local papers have listings. Publications may include the BlueBook of Construction, Preservation Sourcebook, etc.
- Organizations
- YellowPages, Business Guides or the Web. Looking under the appropriate trade designations, some may overlap, while others may not. Some trades have specialized categories, so try several variations of what you are looking for.
- Regional Guilds, Trades Organizations. Look for trade based member organizations, both locally and nationally.
Part V- The Right Person for the Right Job
A name is only a name, but a reputation is everything. Checking any and all references for each professional is the most vital aspect of a successful project. There are two main ways to qualify a bidder, they are:
- Prequalification- submit their qualifications before they bid.
- Upon Bid Submittal- submit qualifications with the final bid.
If a bid package is completed by a design professional or consultant be sure to have a qualifications section for each bidder to fill out. There are some states that have qualification requirements prior to bidding. Rhode Island is not one.
Once the bidder qualification information is submitted, use these techniques to further define the right professional:
- Meet the contractor.
- Do they present the right image for the job?
- Do they understand the intent of the project?
- Ask for their personal qualifications and/or a resume.
- Ask for previously completed related work (at least 5) and references in writing.
- Ask who will be doing the work, and their qualifications.
- Follow up on their references, asking such questions as: What was your overall impression, would you hire them again? Were they the lowest, middle or highest bidder? Did they start on time? Did they finish on time? Did they show up when they said they would? Were there legitimate change orders? How was the workmanship? Did the worksite stay clean?
- Visit completed projects.
- Check state contractorÕs registration boards for legal standing.
- Ask for copies of their insurances, both liability and workerÕs compensation.
Part VI- Contracts
Small or large, every project needs to be in writing. Most projects go off without a hitch, but if they donÕt, you wish you had it in writing. ÒIn WritingÓ can mean everything from a preformatted Proposal form with their name and signature, to a Standard AIA Contract Form.
The proposal should not only define what is included, but what is not included. Defining the intent and expectations enable both the contractor and Steward to know when the ÒChange OrderÓ line is crossed, and how to remedy the situation. Also, understanding guarantees and warrantees provide the Steward with future protections.
Part VII- Payments
The proposal will also define the payment requirements of the project. Depending on the project size, the payments can be broken up into a variety of methods. For larger projects, the Standard AIA contract provides no deposits, and payments based on progress with a certain percentage retainage until the project is complete. Smaller Projects can work under the same premise, pay for what is complete, and do not finish paying until the job is done. Yet some smaller contractors do require deposits, which are fine but should only cover materials and start up costs.