Understanding Permitting

Why does the building permit application process take so long and cost so much?

Boy, if I had a nickel every time I was asked that question. The building permit application and plan review process is one of constant debate. I wish I could tell you that it will get easier, but it seems to get more difficult and complex as time goes by.

What is involved? First of all, the permit application can be submitted by the Owner, Architect or Builder, but it is always in the Owner’s name. Once the plans are ready for permitting, typically when the project plans and specifications are complete, we can submit them to the local municipality having jurisdiction over the project by filing a building permit application along with the construction documents. The plans usually get reviewed by a third party on behalf of the municipality and will take a minimum of 30 working days. This is the norm for review time. If everything is in proper order you should be able to pick up a permit after the 30 working days. If not, they will submit to the person or organization that filed the application a permit review letter. They will provide a list of items that need to be corrected on the plans. Once the plans satisfy the municipality and have been approved, the permit is ready to be picked up. Sometimes you can figure out the cost of the permit at submission by doing a calculation utilizing the fee schedule that is published by the municipality. Permit costs include the cost for the review of the plans and normal on-site inspections for each phase of the work. To understand the actual cost, I suggest you contact your local municipality and have a discussion with them because it varies from township to township.

The True Meaning of Value Engineering

When someone says “value engineering,” immediately our minds go to a process that involves making the cost of the project lower by cutting out portions of the project or reducing the quality of materials being used.

That is not the case!

Value Engineering (VE), by definition, is a systematic method to improve the “value” of goods or products and services by using an examination of function.

 As you see in the definition, through the process of VE, the value is improved which many times will reduce the cost, but the function is not diminished.

VE involves providing the Owner with options that may decrease or increase the cost of the project, but at the end of the day “improves the overall value” of the end product which is the ultimate goal of the value engineering exercise.

CD Milestones – 30%, 60%, and 90%.

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The Construction Documents Phase can be broken down into thirds…with each of these milestones being critical meetings with the Owner.

Architects communicate via drawings. It is really beneficial to review this communication with the Owner in steps, so it is not overwhelming and timely discussion can take place:

♦ 30% – Review the architectural floor plan and elevations.

♦ 60% – Review additional architectural drawings, as well as the initial structural drawings…confirm all previous comments have been revised on the drawings.

♦ 90% – Review additional architectural and structural drawings, as well as all the mechanical, plumbing, and electrical drawings

…confirm all previous comments have been revised on the drawings.

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 √  Meeting minutes and other documentation should always take place for these meetings to track any deviation from the budget…called “Scope Creep.”

√  Never forget the “Vision” during this phase….the core reasons for going through this construction journey in the first place.

√  All of the time spent carefully reviewing and discussing the drawings at this phase, will pay huge dividends during construction as the “surprises” and “mutual mystification” will be minimized.

Transitioning from Schematic to Construction Documents

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The transition from Schematic drawings to Construction Documents should be smooth and seamless…but it is not simple.
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In addition to the actual Schematic drawings, all of the information from the Scope of Work and Budget need to be incorporated into the details of the new drawings…care needs to be taken to ensure the items included, as well as excluded, remain that way during this journey.

The Construction Documents also serve as the communication element to the General Contractor and all Sub-Contractors that will eventually bid and then build this project….which include  all code information, as well as the details and level of quality required for each and every trade that will perform work on the construction of the project.
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• The Construction Documents must include the past dialogue and historical information that was the entire basis for the dream of this project in the first place…in order for a project to be successful…albeit in a much more detailed and pragmatic manner.

• The Construction Documents also have to incorporate detailed site and building conditions and elements, so the final structure still captures the vision and programs for the organization’s needs going into the future.

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It is an amazing  journey to capture an organization’s vision…create the spaces and volumes to enhance and develop this vision on 2-D paper….and ultimately see the 3-D building be constructed out of the ground.

Closing the Loop on Communication.

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Keeping everyone in your organization updated on the status of a project is critical…it creates enthusiasm, support, and credibility…this project is REALLY going to happen.

Gamesa Fiberblade Wind Turbine Manufacturing Plant

The saying “I’ll believe it when I see it”…is still very true today…just like the saying “A picture is worth a thousand words”…and “Walk the Walk, not just Talk the Talk.”

However, once this enthusiasm starts, it must be maintained, or support for the project could wane and diminish…”perception is reality”…let’s keep the “reality the reality.”

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The following ideas can be used to keep everyone “in the loop:”

+ monthly newsletters.

+ brief meetings by the leadership…on a consistent basis.

+ updated large prints of drawings in the lobby…keep updating them.

+ small prints of drawings distributed to the entire organization.

+ email updates to the entire organization.

+ design/construction photos on the website…keep updating them.

+ camera on site that shows steady stream of video to website.

+ share project schedule with the entire organization…with anticipated finish date.

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♦ Consistency is the key…these ideas are not “once and done.”

♦ Keeping everyone informed of the project status may not just maintain support…but increase it in ways that strengthen the organization far beyond the completion of the project.

 

Budgets 101…Accuracy, Timing, and Frequency

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While the Programmatic Needs of an organization should drive the project, the parameters of the Budget are a key component…and cannot be ignored or overlooked at any time in the journey.

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Millersville University – Lenhardt Hall Renovations

♦  The Owner’s budget, if known, should be discussed very early in the discovery process.

The Budgets from the Construction Professionals should become more and more accurate as the journey continues, and the “picture” of the project takes more shape with more details:

♦  After the first sketch, a “ballpark” budget, based on square footage data, can be compiled.

♦  After the final sketch and scope of work is created, a much more accurate budget can be calculated.  This should not be based on square footage data, but an estimator’s “take off” of the sketches with the assigned materials and finishes, with allowances as required.

♦  This budget is now the benchmark for:

+ fundraising.

+ obtaining a loan.

+ construction documents.

+ organization’s approval to proceed.

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 This final budget from master planning is the basis for many decisions…

 it should be the most accurate, current data possible based on this specific project.

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As the project then proceeds with Construction Documents, any “Scope Creep” can be identified with its impact to the last budget.  If all goes according to plan, the final bid amount will be no surprise to anyone…and construction can begin.

 

Faith vs. Conservative Financial Budgets

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Christian Life Center, Bensalem, PA

Faith Budgets and Conservative Budgets are vastly different and very personal to each organization’s philosophy.  Both philosophies are acceptable…there is no right or wrong.

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 It is critical, however, not to let the Budget “drive” the project, but to let the Mission, Vision, and Needs for the growth and success of an organization be the focus and priority.

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 A Master Plan and its phases can accommodate both kinds of budget philosophies.

• Up front communication about the budget philosophy must be discussed with the construction professionals so the phasing and constructability of the project can be taken into consideration at an early feasibility stage.

• As the funding for the project becomes available and possibly increases, additional phases or an increase in the type / quality of finishes can be added to the project.

• These additional phases may be site work related, such as additional parking or other exterior elements, not necessarily building square footage.

Hence, it is also very important to obtain all site and building approvals from the municipality based on the Master Plan.  This ensures that all the approvals, as well as required site and building elements are already in place, eliminating time delays and additional fees.

The philosophy and attitude towards an organization’s project budget does not have to be an obstacle or a hindrance for a project…just another factor that needs to be addressed in the process of a construction journey.

Painting the Picture with a Scope of Work

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The Scope of Work paints the picture of what is included in the project, as well as what is excluded.

The materials used for the:

• Structure
• Flooring
• Walls
• Ceiling
• Exterior
• Plumbing fixtures
• Electrical fixtures
• HVAC system

…..are all indicated in this Scope.

This helps to give a clear indication of what the project will look like.  It also helps eliminate “mutual mystification” if the owner and construction professionals are on a different page.

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The Scope of Work also helps to clearly define the items, and level of finishes, that are included in the Budget.  The Sketches, in conjunction with the Scope, really start to focus in on the detail of the project, making a clear picture for the leadership of the organization to understand.

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√ This Scope also becomes another “check and balance” as the drawings and specifications should be based on this document.  This will help eliminate “scope creep” as the design professionals already have a clear understanding of the project elements.

√ The Scope of Work helps to eliminate surprises with both the cost of the project and the materials and finishes in the project at this early stage…..which will also be the checklist at the final stages…..and ultimately the end result as the organization takes over the keys of the project.

How Sketches Boost Fundraising and Morale

Towamencin Corporate Center

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A “picture is worth a thousand words” is still very true today.  A Sketch is a way of capturing all of the ideas from the Vision planning, through the Programming, and then into a 2 dimensional floor plan…..clearly showing hundreds of ideas in a simple pictorial diagram.

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This milestone transitions all of the ideas spoken verbally, and then written down in text, into a picture that everyone can understand.  With the use of color indicating the different functions and programs, this Sketch can easily show how the new facility will be improved and inspire everyone within the organization at this time.   They can see how their ideas have been incorporated into a plan that is actually taking shape, and becoming a “real” project. Everyone can also see how the new ideas, programs, and growth of the facility are being planned…which should be very exciting.

♦ The Sketch will also show the Master Plan and different Phases
…reflecting the “dream.” 

This Sketch should show how everyone’s ideas were incorporated into the project….possibly not in the first phase, but ultimately in the Master Plan.  Since they have been “heard” and not ignored in this journey, they should feel part of the team, increasing their trust and faith in the future of the organization. This should ultimately increase their desire to help support the project financially, as they can see the “talk” develop into the “walk.”

The Importance of Programming – No Matter the Size of the Project

• Programming is the process of putting down on paper all of the different functions that an organization would like to have happen within the walls of the facility.  It is the transition from the Vision, Dreams, and Needs to actually compiling a list of spaces, their occupancies, and their adjacencies to other spaces.
  

  Lancaster Bible College – Good Shepherd Chapel Renovations

This is a critical step, regardless of how big or small a project, for many reasons:

• It is the first “check and balance” that all of the functions from the Vision planning for the organization are clearly compiled.

•  This list can then be a reference during the entire journey of the project.

•  This is also the first time that the design professional can add basic function requirements such as rest rooms, janitor rooms, elevators, mechanical rooms, etc.  In addition, a formula can be used for an allowance of horizontal and vertical circulation, such as corridors and stair towers.

This is important because all of these rooms and elements require space, and this space adds up…..with regard to actual square footage, cost, and feasibility on the site.  The occupancy of each space is also very important as this number should be a “projection” for 5 to 10 years into the future, not present day needs.

If the space is planned for the present, it will be too small once the project is complete or in the very near future, and the project will not be helpful to the organization.  It is also imperative to list the required adjacencies for any spaces at this time. These adjacency needs should have been discussed during the Vision planning……and they do not want to be forgotten after sketches begin.

Once the entire Program is complete it is the benchmark for the overall square footage needs as well as code requirements for the different assembly areas. It is also useful to see if the overall squared footage is feasible on the site or within the parameters of the project. This overall Program can also then be analyzed and broken down from the “Master Plan” into “Phases.”  Once the Program is reviewed and approved by the organization, it becomes the basis for the Sketches from the design professional…and another step in the journey begins.