The Old Forge 6 Church Street

Storrington West Sussex

RH20 4LA

Tel: 01903 868629 Email: info@folkesarchitects.co.uk

Web: www.folkesarchitects.co.uk

Client Project Guide

2

The team at Folkes Architects are highly skilled and professionally trained to guide you through the design and construction process and turn your aspirations into reality. Whether you are planning an extension, refurbishment or new build scheme, a developer intending to make the best of a site, or a commercial client planning a development to extend or build a business premises, we can apply impartial and creative thinking, to bring your project to life.

We have prepared this document as an overview of the process that we go through for every project, regardless of size, as we appreciate that getting value out of the development process can be a challenging experience.

The Royal Institute of British Architects (RIBA) have produced ‘The Plan of Work 2013’ that divides the process into 6 stages:

Stage 0/1 - Preparation and Brief Stage 2 - Concept Design Stage 3 - Design Development Stage 4 - Technical Design Stage 5 - Construction Stage 6 - Handover and Close Out

Over the years we have refined our process, which follows the RIBA Plan of Work 2013 and an overview of this process is explained over the following pages.

How much does it cost? Our fees will vary depending on the location and complexity of the project and level of service required. The fees for the overall project, or individual stages may be based on either a percentage of the total project costs, as a fixed price lump sum or on an hourly rate basis. All professional fees attract VAT. Our appointment may be for specific work stages only, or may be for all stages which is known as a full service. We understand that it is important to clients to have cost certainty where possible, so we try to provide a fixed price where we can.

Health & Safety All aspects of Health & Safety within the construction industry fall under the Construction (Design & Management) Regulations 2015 (CDM15), under which all parties involved have certain roles to fulfil and we can advise you on your role during our initial discussions.

3

First things first RIBA Work Stages 0/1 - Preparation & Brief Before contacting us we would suggest preparing a project brief to focus your thoughts and wishes. We would suggest concentrating on what you want to achieve, noting down your requirements and even highlighting potential problems. Think about how you would like to use the space now and in the future. A great way to do this could also be to create a scrapbook, or using images from Pinterest, Houzz, or other online sources. You should also try to establish an overall budget for the project so that it can be discussed at an early stage and help us to maintain a measure of control from the start. To start the process, one of our team will come and visit you to discuss your project and your initial brief. We will ask questions to help explore your aspirations and help refine your brief. Following this initial meeting we will write to you with a Fee Letter and outline your brief. Should you wish to appoint us we will need a signed letter of appointment before commencing any work. Once appointed, our first step is to undertake a measured survey of the property and a topographical survey of the site so that we have accurate information to work from to develop the designs. In some circumstances it would be appropriate to use third party plans provided by you to work up initial ideas. The surveys are undertaken using modern survey equipment utilising lasers and sometimes 3D laser scanning which produce accurate CAD drawings. These existing drawings will be used as part of planning applications as well as for working up the proposals and other surveys, such as arboricultural or drainage surveys. Gaining accurate existing information is essential to providing accurate design information further on in the project.

4

Feasibility Stage RIBA Work Stage 2 - Concept Design Using the initial project brief and the survey drawings we will develop outline proposals and will present a number of initial concepts to you for discussion. The concept schemes are usually ‘worked up’ via hand drawn sketches which allows us to quickly and efficiently explore layout and appearance options if appropriate, often exploring a variety of designs before preparing feasibility sketches for discussion. We would then discuss the concept sketches with you which helps to further refine the brief and the design. At this stage we may explore further options or alternatives in order to refine the scheme and propose ways to potentially reduce costs. Sometimes, we would suggest submitting a Pre-Application enquiry to the Local Authority if the project has the potential to be controversial or more complex. This provides an assessment from the Local Authority in terms of planning policy and other areas such as highways or environmental aspects of the proposals which will assist in the preparation of the future planning application. If your property is a “Listed Building” we may liaise with the local conservation officer, or seek advice from a heritage consultant. Depending on the project brief, we may seek early advice from a Structural Engineer (for barn conversions for example), or obtain a budget price from a local builder or Quantity Surveyor. In some situations you may need advice on drainage and we would seek advice from a Civil Engineer. The feasibility stage may highlight the need for additional consultants. The following is a list of some of the consultants and specialists we work with: - Planning consultants - Arboriculturalists - Structural Engineers - Civil & Highways Engineers/ Consultants - Heritage Consultants - 3D Visualisers - Ecologists - Landscape Architects/Designers - Geo-technical and Geo-environmental engineers - Acoustic Consultants - Building Services Engineers

5

Stage 1 - Planning RIBA Work Stage 3 - Developed Design Based on the feasibility concept sketches, and pre-application comments if applicable, we will then work up the scheme drawings in CAD using the measured and topographical survey. At this stage we will prepare all of the drawings required for submission to the Local Authority Planning Department, assuming that planning permission is required for your scheme. As every project is different we will advise you during the feasibility stage or Stage 1 if other consultants are required in order to prepare information for submission to the planning department. Over the years we have built up a large network of contacts throughout the region and can organise these consultants on your behalf. Sometimes though, it may become apparent that some specialist input is required during the later design stages - e.g. contamination. All planning departments work to the same timescales and processes. As such, householder planning applications and smaller developments of 9 units or less are usually dealt with within 8 weeks. However, applications can take longer for a variety of reasons, including changes to the scheme, or the need for the application to go in front of the council’s planning committee instead of being determined by the planning officer. Larger projects have a 13 week determination period, but all application determination periods start once the planning departments have validated the application, rather than when the application is submitted. We usually lodge planning applications online for speed and to reduce disbursement costs, alhtough this may include an administration charge beyond our control. Planning fees can be found on the Local Authority websites. Planning approvals normally contain planning conditions. Some are informative and some have to be discharged prior to any work commencing on site. They may require additional input from ourselves and other consultants, such as detailed landscaping plans or contamination risk assessments.

6

Stage 2 - Detailed Design RIBA Work Stage 4 - Technical Design

After planning approval has been obtained, we will then proceed with preparation of the detailed design drawings and documentation for the submission of the Building Regulations Application to the Local Authority Building Control. It is at this stage that we detail the construction methods and materials to be used for the project and calculate the thermal performance of the scheme in order to demonstrate compliance with the Building Regulations. The drawings will also include indicative drainage layouts, insulation specifications, dimensions, measures to prevent moisture ingress, fire protection and detection etc., and be accompanied by a written set of Building Regulation notes covering the current regulations. It is very likely that during this stage it will be necessary to appoint a Structural Engineer to help with the detailed design of the proposals. We will obtain Structural Engineers quotes if required for designing foundations or structural timber sizes and coordinate these with the drawings. Structural information is also lodged with Building Control. During this stage we prepare the additional information, if required, for submission to the Local Authority to address the planning conditions, and will work with other consultants as previously mentioned to prepare this information. For smaller scale projects the information that is prepared during this stage can be used to obtain prices from builders and can be used without the preparation of further information to allow a builder to construct the project. As part of our duties as a Designer and/ or Principal Designer under the CDM15 regulations, we finalise a document called a Pre-Construction Information document, which assess the health and safety aspects of the overall project, from the site constraints through to the construction and maintenance risks.

7

Stage 3 - Tender, Construction/ Contract Administration RIBA Work Stage 5 & 6 - Construction, Handover and Close Out The next stage is the preparation of more detailed drawings and specifications, including Door & Window Schedules, Electrical Layouts and External Works details, which can be used to obtain more detailed costings from a contractor or cost estimator/ Quantity Surveyor. We also prepare Room Data Sheets, which detail all of the finishes and fixtures to each room of the project, from paint type/colour, through to internal door types and skirting profiles/ finishes. This document helps to refine the exact level of finish that you would like for your project, and is used on site by the contractor to inform all of the trades of the finishes within that room. We can prepare and run competitive or negotiated tenders with local contractors, either put forward by you, or we can draw together a list of local contractors in the area that we feel would be able to deliver your project. Following the tender process, we can help you select a contractor and set up a Construction Contract between you and the contractor. We can then administer the contract on site by providing on-going architectural input, as well as holding progress meetings and undertaking valuations of the work so that payment certificates can be issued impartially ensuring that you are paying your contractor for the actual work undertaken. Changes are very common during construction projects and as part of the contract administration we can help resolve the changes and formally instruct these changes to keep track of the financial aspects of the project. The project culminates in the agreement of the final account at the end of the project. After the project has been finished, we will prepare As-Built drawings which form part of the Health & Safety File for the project, which are a requirement under the CDM15 regulations, and will assist with any future works in relation to the property.

8

Project Briefing Sheet

We have prepared this briefing sheet to help you to start thinking about your project from an architectural perspective. In order to help discussions it may be beneficial for you to consider some, or all of the following suggestions:

Client Name: ………………………………………………………………………………

Project Address: ………………………………………………………………………….

1) Aim of project: (e.g. extend or convert the property, create new kitchen, bedrooms, new house) ……………………………………………………………………………………………….

2) What is the size of the project? (e.g. 6m deep rear extension, 400 sq. m new house) ……………………………………………………………………………………………….

3) What style or concept are you after? (e.g. modern, traditional, in keeping with the existing) ……………………………………………………………………………………………….

4) Estimated budget? (e.g. £50-£100K, £100-£200K, including or excluding VAT and professional fees) ……………………………………………………………………………………………….

5) Known building constraints: (e.g. Listed Building, Conservation Area, Area of Outstanding Natural Beauty, National Park)

……………………………………………………………………………………………….

6) Known site constraints: (e.g. Tree Protection Orders, nearby trees, water courses, proximity to trainlines, power lines or other services, past uses, such as a car garage or agricultural use)

……………………………………………………………………………………………….

7) Any other comments or thoughts: ………………………………………………………………………………………………. ………………………………………………………………………………………………. ………………………………………………………………………………………………. ………………………………………………………………………………………………. Date of meeting: ………………………………………………………………………….. Name of Folkes Architects team: ………………………………………………………..