Architectural Process & Standard for Parish Construction Project Canons of the Episcopal Church in the Diocese of Alabama: Canon 6 Section 6

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1 Canons of the Episcopal Church in the Diocese of Alabama: Canon 6 Section 6 The Diocese and each of its Parishes and other organization shall submit to the Department, for its review and recommendations, its plans and sketches for proposed major construction, decoration and furnishings for properties prior to contract, construction or purchase. THE DESIGN REVIEW PROCESS The Department of Architecture The Department of Architecture is appointed annually be the Bishop, and charged to fulfill the responsibilities Diocesan Canon cited above. The Department includes members of the Church who are knowledgeable in the areas of architecture, engineering, law, construction, and liturgy. The Department meet quarterly, as needed, and notice of meeting dates is sent to those parishes or other agencies known to be considering major construction, decoration, or furnishing of facilities. Special meetings are scheduled, id necessary, to avoid delays. It is the intention of the department to provide objective consultation that will enable parishes to build better and more cost effective buildings within their financial means. Key Review Points To this end, the Department has identified TWO KEY REVIEW POINTS during the planning process. (1) Review of the Written Architectural Program and Budget An Architectural Program is a written statement, which describes the parish s mission and the architectural implications of that mission. It describes in quantifiable terms the functions parish building are intended to serve. It indicates how much money can be made available for the project. It states

2 the design problem (not the solution) that an architect will be asked to address. This written document is required as the essential first step in the review process. It is to be completed by the parish before an architect is engaged. A copy of the Architectural Program and Budget is to be sent to the Diocesan Office for review by the Department of Architecture before any further consideration of building plans. A written review of the Architectural Program and Budget will be sent to the parish for its consideration. A time will then be set for parish representatives to meet with the Department to finalize the Program and Budget. (2) Review of Schematic Drawings with the Parish Architect Preliminary schematic drawings are to be sent to the Diocesan Office before the architect proceeds with detailed working drawings. This preliminary review is to include the site plan, floor plans, elevations, and a revised and updated project summary. A member of the Department of Architecture, who will prepare a written response, identifying specific architectural, financial, liturgical, and/or functions issues will review these materials. This review will be sent to the parish for consideration. A time will then be scheduled for parish representatives and their architect to meet with the Department to discuss these issues. Additional Assistance In addition to these two key points of contact in the review process, the Department stands ready to respond to specific requests for guidance in relation to initial exploration of conceptual alternatives, selection of and contracting with an architect, preparation of contract documents, parishcontractor agreements, and contract modifications.

3 STEPS IN THE PROCESS When your parish begins consideration of a major construction program, the following outline will help you work your way through the task. Notify the Bishop s office that you are considering a building project. He will notify the Department of Architecture, which will designate one of its members to contact your parish to discuss the resources available, including the paper The Church for Common Prayer: A Statement on Worship Space for the Episcopal Church. Contact of the Episcopal Church Building Fund. Although the Episcopal Church Building Fund can assist in construction financing, the primary concern of its staff is to help congregations design space for their needs. Plans and drawings will be reviewed upon request by Fund staff who will provide written comments. will send you a copy of the church Sites and Buildings, an excellent guide to organizing a construction project. It outlines the following possible committee structure, and makes suggestions for a step by step approach. A Committee Structure Planning Committee Assesses readiness of the parish Coordinates in put from parish Coordinates subcommittees from Initial concept to completion Data Sub Committee Gathers pertinent information Tests unspoken assumptions Finance Sub Committee Determines financial capability Puts together the financial package A Step by Step Approach Getting Organized Education Input Data Gathering Architectural Program Financial Planning Evaluation and Decision Making Selection of Site Evaluating preliminary designs The Financial Package Beginning Construction

4 Architectural Program Sub Committee Writes the architectural program Recommends architect Site Sub Committee Evaluates and/or selects site GUIDELINES The following guidelines have been issued by the Bishop, with the approval of the Diocesan Council, for parish construction in this Diocese. 1. Drawings and specifications will be prepared by or under the supervision of an architect registered in the State of Alabama unless otherwise permitted by the Bishop. 2. All construction shall be in compliance with both local building codes and regulations, and Standard Building Code in effect at the time of construction. 3. If a mortgage on parish property is required for construction financing, a request from the Parish Vestry must be submitted for review by the Diocesan Department of Finance, and then approved by the Diocesan Council. Mortgages or notes encumbering parish property are signed by the Bishop with the approval of Diocesan Council. 4. Funding for parish construction may be provided by any one or a combination of the following means: a. Building Fund contributions accumulated prior to construction b. Capital Fund Campaign, with pledges to be completed over a three or four year period, commencing prior to construction and continuing afterward. c. Short Term Church loans from the Diocese, Episcopal Church Building Fund, etc. d. Long Term commercial bank loans. 5. For preliminary planning purposes, a parish may project a capital funds goal of three times the parish s annual budget. 6. Annual debt service may not normally exceed 25% of a parish s operating budget.

5 RESOURCES 1. The Diocesan Council normally limits loans from the Diocesan Revolving Loan Fund to $ or less. Priority consideration is given to loans, which will be repaid within four year. 2. The Episcopal Church Building Fund considers loan applications for church construction up to a maximum limit of $100, Printed resources available from the Episcopal Building Fund: HIRING AND WORKING WITH AN ARCHITECT 1. SELECTION PROCEDURES (a) Retrain the services of a qualified architect early in the project planning process. (b) Criteria for selection should include: a. Previous experience in designing church facilities b. Good references c. Preferably a good Churchperson d. Financially sound professional practice e. Professional liability and general comprehensive insurance coverage f. Enthusiastic about the project g. Willingness to work with the diocesan Department of Architecture h. Solicit expressions of interest from three to no more that six firms, asking them to submit their qualifications by responding to the questionnaire below and attaching a copy of your Program. i. Planning Committee selects no more than three architects for interviews with the Committee. (NOTE: in smaller projects this selection process may be abbreviated and made less formal).

6 2. WORKING WITH THE ARCHITECT a. Clarify at the outset what the process for input and decision making will be, in regards to the architect, the Planning Committee, the Rector and the Vestry. b. A single person preferably the Chair of the Building or Planning Committee should be authorized by the Rector and Vestry to function as official liaison between the parish and the architect. c. Review the project budget with the architect to reach agreement about construction cost. Request recommendations from the architect for revision in the scope of the project if necessary to reach agreement on budget before proceeding to detailed working drawings. d. Arrange for the architect along with parish representatives to meet with the Department of Architecture to review preliminary drawings. SAMPLE ARCHITECT QUESTIONNAIRE Parish is considering construction of a. Our schedule calls for Completion of planning by (date) and completion of construction by (date). If you (or your firm) are interested in providing architectural services on this project, please provide us with the information below by (date). A representative of our Planning Committee will contact you after we have received your response. 1. Your firm: Individual? Partnership? Corporation? 2. Names and principals: affiliations, colleges, and degrees 3. Brief history of firm. 4. Name of principal in charge of project, and name of project manager or project architect 5. Describe how your firm manages projects, and how you would want to relate to our committee 6. Brief list of firm s experience. 7. Amount of professional liability insurance and name of carrier.

7 1. SELECTION A CONTRACTOR a. Solicit suggestion from parishioners, and the architect, and/or the Department of Architecture. b. Contact recommended list to solicit interest in the project c. Request interested contractors to submit material demonstrating their qualifications. d. Review materials carefully and Check all References e. Select no more than four contractor so submit bids or to be interviewed if the project is to be negotiated. f. Involve your architect fully in the selection process g. The contractor you select must have experience in church construction, a good reputation among previous clients, be duly licensed, be in sound financial condition, and not be over committed to other projects. 2. TYPES OF CONTRATING a. COMPETITIVE BIDS from qualified, invited general contractors i. Advantages: potentially the best price; appearance and fairness ii. Disadvantages: somewhat more time consuming, plans must be complete fore bids can confirm budget, thereby increasing chances for budget problems. b. NEGOTIATED CONTRACT with a pre selected/pre qualified general contractor. i. Advantages: contractor and architect work closely together during design to control costs; costs are confirmed sooner, expediting the financing process; contractor is part of the team. ii. Disadvantages: may not achieve the most competitive price. 3. CONTRACTS a. American Institute of Architects contract form may be used as the basic form. b. Key contract provisions include: payment terms, retainer, liquidated damages (if any), guarantees and warranties, dispute resolution, progress schedules, completion date.

8 c. Architect drafts agreement fro review by parish Building Committee and contractor. (The Diocesan Department of Architecture will review the final contract draft before signing if requested). d. Contract must specify appropriate bonding and complete general liability, workers compensation and builder s risk insurance coverage by the general contractor. 4. CONSTRUCTION PROCEDURES a. A Building Committee must be appointed with full authorization from the Rector and Vestry to administer the construction project for the parish. One person must be clearly identified to act as the conduit for all communication between the parish, the contractor, and the architect. b. If the architect s services include supervision during construction, the architect becomes the agent of the parish in its relationship with the contractor. The architect should meet at least monthly with the committee to review progress, to discuss change orders, monthly payments, status of retainer, and other issues. c. The building Committee should report regularly to the Vestry and parish on progress of the work and coordinate temporary arrangements as may be required to facilitate construction. d. The architect and contractor must document thoroughly all discussions and decisions pertaining to the project. 5. PROJECT COMPLETION a. A final inspection shall be conducted jointly by the Building Committee, the architect, and the contractor. b. The contractor must furnish the parish; i. Warranties ii. Operating instructions (both written and verbal) iii. Equipment maintenance requirement5s iv. Lien releases v. As built record documents

9 c. A warranty inspection should be scheduled at the end of the first twelve months of occupancy. d. A new facility is a sign of growth and development and an occasion for celebration. The Bishop and Department of Architecture would welcome the opportunity to join with the parish on such an occasion. 6. MAINTAINING THE FACILITY a. Reasonable operating costs, including utilities, insurance, cleaning, and maintenance, should be carefully calculated and adequately budgeted. b. Consideration should be given to entering into service contracts for the maintenance of major mechanical equipment. Alternatively, knowledgeable parish personnel should include the following on a regularly scheduled maintenance check list; i. Check fans, motors, belts, pumps, and filters on mechanical equipment every six months ii. Check refrigerant gas, gas burners, thermostat, control calibration, and time clocks every twelve months iii. Check roof exterior, painted surfaces and trim, exterior flashing, and miscellaneous metal annually iv. Maintain termite bond v. Check plumbing fixtures monthly for proper operation

10 PROJECT BUDGET SUMMARY WORKSHEET A. Construction a. Base building cost b. Site utilities and improvement cost c. Escalation to construction start TOTAL PROBABLE CONSTRUCTION COST B. Furnishings and Equipment a. Liturgical furnishings b. Kitchen and laundry equipment c. Furniture TOTAL PROBABLE FURNISHINGS AND EQUIPMENT C. Fees and Expenses a. Site Survey b. Subsurface investigation c. Materials testing d. Legal fees and expenses e. Architect/Engineering fees and expenses f. Miscellaneous expenses TOTAL PROBABLE FEES AND EXPENSES D. Total Probable Cost (A+B+C) a. Contingency (10% of D) b. Land cost, if any c. Financing, interest expenses TOTAL PROJECT BUDGET