Process Checklist Process Summary



WHO ARE WE?

Are we contractors? Are we designers? We are a Project Direction + Coordination + Management Firm.
We assemble the organizational chart specific to your project and plug in all the players that will best accomplish your project goals efficiently and affording you the most value for your project dollar.

Some projects require only the designer and the construction team while others will also involve a
structural engineer, civil engineer, or landscape architect. The entire team will always be on board
when it comes to our EarthCraft minimum standard that dramatically increases the energy efficiently, sustainability, and air quality
of your home.

• Success for us is driven by a positive client experience. On time, on budget, with perfect detailing are
  the basics. Real success is when you enjoy the process along the way. Accountability is at the core of
  our processes and expectations.
  
  
• We assemble and organize the team from the beginning to eliminate surprises along the way.
  
  
• We write a pre-production schedule driving towards your intended construction start date and
  manage the progress.
  
  
• We bring efficiency to a historically inefficient process.

THE INITIAL CONVERSATION

Every project begins with a conversation. We gather basic information about your project. What do you
want to accomplish? What problems do you need to solve? Have you selected an architect or designer?
What sort of project timeline are you considering and where are you on that timeline?

We would like to be, but are not, the perfect fit for every project. There is a particular project scale and geography that needs to be in place for our processes to truly shine. If we are not appropriate for your
project we can usually refer you to the right group.

• We provide in-house design services, however we take a different approach than most design-build
  firms. In some cases our Design and Specifications Manager will be able to accomplish your design
  needs on her own.
  
  
• In other cases we will bring in another designer who may better serve your specific needs. Typically we
  credit a percentage of the design contract towards your construction budget. This will be clearly defined
  on your Design and Specifications Contract.
  
  

PROJECT INTERVIEW

We meet at your project site and discuss possibilities, consider limitations, and introduce you to our company.
The owner of our company will meet with you along with our Design and Specifications Manager. Soon thereafter we will present you with a Design and Specifications Contract. We are happy to work with your architect or designer should you have a pre-existing relationship.

• We have worked with many local architects and have partnered with those that are the best. We look for architects that design for their client rather than their ego. We make sure that this short list understands
  and meets our clients design schedule.
  
  
• If you are already working with an architect we will request the opportunity to become involved as early
  as possible. Early involvement in the design process gives us a depth of understanding of client needs
  and design-intent. We have found that it is rare to hit budget requirements designing without contractor involvement. In this scenario we can provide support with specifications and budget tracking.
  
  
• If your drawings are already prepared we proceed immediately to the bid process. We would prefer to
  not take part in a bid that is open to more than two other contractors. We are rarely the low bid.

PROJECT VISION

Soon after signing your Design and Specifications Contract our Design and Specifications Manager will
present a schematic version of your project. From this square footage range we will provide a historic
budget and timeframe. In addition, we can discuss lender options if desired. Finally, we will discuss what
living through this type of project will be like.

• Our square foot averages are based on similar projects that we have completed during the previous 18 months.
  
  
• At this point we will provide a pre-production schedule clearly explaining what will occur from this point
  until we begin construction.
  
  
• Can you live in the space? We generally prefer to have your project to ourselves during construction.
  Under perfect conditions there is still a high emotional cost associated with living around construction and specifically remodeling. You will have to balance that emotional cost with the monetary cost of temporary housing. That said, we have worked under the almost every condition imaginable and will do what it takes
  to make the experience as pleasant as possible.
  
  
• Projects involving a change to the building footprint will require a full survey which will typically cost
  between $1200.00 and $3500.00. Depending on project scale, structural engineering may also be
  required. You will know whether this is the case soon after our Project Interview.
  
  
• We can discuss payment options that are available to you through lenders that we have worked with successfully in the past. As with our vendors, architects, and subcontractors, we have found the true professionals in the industry.
  
  

DESIGN

If our vision of your project meets your expectations, your Designer will produce preliminary drawings or pricing documents.

• Please take the time to review THE PROCESS CHECKLIST to make sure we have considered all the
  systems you would like to consider for your project. Adding them later could compromise your budget.
  
  
• Our pricing documents will include floor plans, exterior elevations, an electrical plan, and necessary
  interior detailing. In most cases we will include a digital walkthrough of the space at this stage in the
  design process. This will ensure that you are able to visualize your transformed space.
  
  
• You can expect a preliminary budget in 14 days once you approve pricing documents. This process
  involves scheduling a 2-3 hour window during which time we meet our subcontractors at your project
  site. Each subcontractor and vendor is introduced to the project, given a set of plans, and has the
  opportunity to ask any specific questions to further understand expectations. Preliminary pricing is
  usually within 10% of final pricing. Final pricing is determined after construction documents, engineering, and specifications are complete.
  

If Preliminary pricing is acceptable, your design team will produce a full set of construction documents
and engineering will be performed.

• Structural engineering will be included in your construction documents. You will be presented with a
  proposal from the structural engineer at this point if not before.

Construction schedules and budgets are kept when all specifications are determined prior to the final bid
and construction start date.

• Specifications include your allowance package along with everything else you may have an opinion
  about. Specifications are generally windows, doors, light fixtures, cabinet hardware, plumbing fixtures,
  tile, counters, appliances, carpet, etc. We found that this selection process often becomes a monumental
  task when left to the unassisted client. Last minute selections would cause stress to our clients and can
  slow the production schedule. We found a solution…
  
  
• Our Design and Specifications Manager is here to assist you with this critical task. She has relationships
  with the top salespeople in Atlanta who work with our preferred vendors and manufactures. For a
  salesperson to make this short list, their pricing has to be consistently competitive, they must have
  extensive product knowledge, they must deliver accurately, on time, and make you their sole focus
  when you enter their showroom. We will introduce you to these folks to streamline your specifications
  process.
  
  
• We build a Project Binder to organize your selections, record paint colors, product manuals, warranty information, etc.

We provide complete interior design and decoration services.

• We can assist with everything from window treatments, to furniture, to artwork, etc. to make your
  project truly complete.

FINAL BUDGETING AND SCHEDULING

After all aspects of the design phase have been completed we summarize your final project cost and
confirm a project start and completion date.

• We require a 10% “save the date” deposit. This non-refundable deposit guarantees your start date.
  In some cases the deposit can be split into two 5% deposits based on the complexity of your project’s
  pre-production. Additional deposits will be required closer to your project start date.
  
  
• You can expect a final budget in 14 days once you sign-off on your construction documents. This process, similar to preliminary pricing, involves scheduling a 2-3 hour window during which time we meet our subcontractors at your project site. Each subcontractor and vendor is provided with updated plans,
  and has the opportunity to ask specific questions to further understand expectations.
  
  
• We handle the permitting process and can assist with the variance process if necessary.

CONSTRUCTION

Earthcraft is our minimum construction standard

• EarthCraft is a standard that dramatically increases the energy efficiency, sustainability, and air quality
  of your home. Our partnership with EarthCraft ensures that you receive the most long-term value for your project dollar.
  
  
• EarthCraft opens your project to a third party inspection by The Southface Energy Institute, a non-profit organization, who sets high performance home building standards. For more information about Southface’s EarthCraft House program, please check out www.earthcrafthouse.org.
  
  
• For clients who are interested in being on the cutting edge of sustainable building we are able to offer
  the option of building to the USGBC’s LEED for Homes standard. For more information about the LEED for Homes program, please visit www.usgbc.org/leed/homes/.

Your Production Team

• One of our process steps is your “Meet the Team” breakfast or lunch. We take you to breakfast or lunch
  and bring along everyone that will be involved in your project. The team will take this opportunity to summarize their experience and how they will be supporting you throughout your project. By the end
  of this meeting you will know that you are in very good hands.
  
  
• Your production team will consist of your Production Manager, his assistants, and your Project Manager.
  The Production Manager writes and maintains the project schedule, works with material vendors, and subcontractors and ensures that your project is held to our rigorous building standards. The Project
  Manager is your project liaison who manages your weekly meeting and ensures your client experience
  is a positive one from beginning to end.
  

Our Project Checklists

• Behind the scenes we maintain project checklists to ensure that our strict standards for client experience
  and project quality are met with every project. An example of a Project Start check point is your Project Manager meeting your neighbors prior to our starting construction.
  
  We know that construction is difficult for your neighbors and take their happiness on as our responsibility.
  Our goal is to ensure that they too have a positive experience. That is only one of over 20 items on our
  Project Start Checklist and there are an equal number of items on our Project Completion Checklist.
  
  We meet with our clients weekly to review progress and to collect the weekly invoice. Our clients rave
  about our weekly meetings and our organization.
  
  
• Your weekly meeting will begin with a summary of the previous week’s events and a discussion of what
  will be accomplished the next week. We will go over our schedule and remind all parties of upcoming
  deadlines and responsibilities. Your Project Manager will ask you if there are any issues that need to be addressed. If there are issues your Project Manager will ensure they are resolved prior to the next weekly meeting.
  
  
• You will pay your weekly invoice which is your project budget, less your deposit, divided by the number of weeks in the project schedule. We have found that this is the fairest way to be paid. We only expect
  payment if we have accomplished what we intended to the week prior. Accountability is the basis of all
  of our processes.
  
  
• Your designer will join us for the majority of the weekly meetings to review the project and track
  specifications made earlier in the process. This ensures that what is agreed upon in the design phase is executed on the project site.
  
  
• Our President, Frank A. Wickstead, will occasionally take part in the weekly meeting to ensure that the standards he has created are being consistently met or exceeded. Great care is taken to ensure that
  what was promised in the sales process actually happens during production.
  
  
• We have found that nearly every weekly meeting has the opportunity for project improvement and value engineering. It is your project, you make the decisions. It is our job to stay ahead of the curve regarding material knowledge and technology. We will let you know where it is best to spend money and where you might have the opportunity to reduce your budget.
  
  For example, the electrician will attend your weekly meeting prior to the electrical rough installation. This provides the opportunity for the electrician to walk the project and go over where switching and lighting
  will be installed. Changes at this point are on paper, free, and accounted for with zero dollar change orders. This routine is repeated with all relevant subcontractors.
  

We know the difference between finished and DONE.

• Your project schedule includes a 2 week punch period. Our entire company will meet at your project prior
  to your 2 week punch period. Each associate does an individual punch list. All the items are consolidated, delegated, and corrected during the next 2 weeks. When we, as a team, are happy – you will be happy.
  
  We would never ask you to tell us what is wrong with our work. We should know. We then ask you to live
  in the space for 6 months before we return for additional punch list items. During this time the project will completely settle and you may notice subtle flaws. However, if a warranty issue arises, we will address it immediately, not after the 6 month period.
  
  
• Our Project Completion Checklist defines project completion and includes the punch list above, a company hosted open house for your guest list, a warranty reminder, your project binder being delivered, professional photography being performed, a post project meeting to find out how we could have done better, among other things.

YOUR CLIENT EXPERIENCE

On time, on budget, and perfect gets us a 1. To truly succeed, to get a 10, you should enjoy the journey.
This is our job at the end of the day. Anybody can get a 1.