Checklist for Hiring an Architect, Signing a Contract, or Buying a Praisebuilding

Selecting an Architect

When selecting an architect, interview several experienced practitioners or firms who have worked with similar projects in your area. The following is a list of questions and tasks that should be completed prior to retaining an architect:

1. Obtain names and numbers of qualified professionals by contacting your local American Institute of Architects chapter (www.aia.org).
2. Ask members of other congregations for recommendations of architects with whom they were pleased.
3. View the architect’s work. What were the design and construction challenges of other projects? What were the budgets? Did he architect meet the clients’ objectives? Did the project meet its budget or did it go over? What type of problems where encountered? How did the architect address the problems?
4. Discuss your project in detail.
5. Ask how the architect works with committees.
6. Discuss fees, schedules, manpower. Who will be working on the project? What is their experience with religious properties?
7. Focus on the estimated cost of the project: many architects are wonderful at designing, but may not be as astute in estimating the project’s cost. Whenever you request plans, have the architect estimate the costs as well.
8. What specific design criteria does the firm bring to your project?
9. Who owns the plans for your project? Be sure YOU own them.
10. How are changes, corrections, or additional work addressed?
11. Does the architect visit the job site to inspect the work and insure that the contractors are adhering to the scope of work? Is this task included in the basic fee schedule or charged for additionally?

Five Phases of Architectural Services

1. Preliminary Design Phase – understanding the client’s site and design needs/concepts.
2. Design Development Phase – creation of multiple versions of drawings for client approval.
3. Contract Document Phase – production of detailed work drawings and written specifications.
4. Bidding and Contract Phase – administration of the bidding phase and contract negotiations.
5. Administration – monitoring the work for compliance with the contract specifications. Verify progress payments applications; attends progress meetings.

Contracts, Change Orders, and Project Documentation

What is a “Contract”? A contract is defined as a set of promises. In order to be enforceable, all contracts must contain the following elements:

• There must be an agreement between the parties, a “meeting of the minds” on the subject matter of the contract.
  
• The subject matter must be lawful.
  
• There must be sufficient consideration.
  
• All parties must have the legal capacity to enter into a contract.
  
• A construction contract must be in writing to be enforceable.

Before signing a contract, make sure are in agreement with each of the following five sections:

Section One: the parties to the contract. Each party to the contract must be listed under his or her full legal name.

Section Two: the scope of work. The entire scope of work must be listed in this section. On major projects, a separate book with the written scope of work and the accompanying blue prints will be included as an attachment detailing the scope of work and will be listed as an exhibit to the contract.

Section Three: the cost. This section should include the cost of the work specified in the contract, as well as how progress payments are to be calculated and paid.

Section Four: the terms and conditions. This section spells out how the project will be administered, and should include detailed explanations.

Section Five: the signature page. It is not a valid contract if all parties do not sign it.

10 Questions to Ask Prior to Buying an Existing Building

1. Are there any prohibitions against the property’s being used for a House of Worship?
   
2. What is the structural condition of the building?
   
3. What is the condition of the roof, windows, doors and walls?
   
4. What is the condition of the major systems of the structure?
   
5. Are the following systems in good repair: heating, ventilation and air condition, electrical, sprinkler, plumbing, alarm? What repairs are needed?
   
6. How many people will the building be able to hold according to building and fire code?
   
7. How many people will the sanctuary hold?
   
8. What will it cost to renovate the building?
   
9. Can the building be designed to contain the various classrooms, offices, worship spaces, and meeting spaces included on the building committee’s wish list?
   
10. Does the site have adequate parking?