This issue’s musings ponders how to be sure a contractor’s competitive bid is fair, accurate, and complete. Not only is comparing apples to apples important, getting to the apple core is equally essential.

The Seed for a Shiny Apple

Place yourself in the contractor’s position. How would you determine how much a project is going to cost before you actually do the work, and also be certain it is exactly what the homeowner wants? You would need a very clear description of every aspect of the work effort. If the scope of work is fuzzy in places, the pricing will reflect that. Believe me, you do not want a fuzzy apple. The seed for a good shiny apple is defining the scope of the project. With a clear scope of work, you can get competitive bids from qualified contractors and feel comfortable you are comparing apples to apples. A clear scope begins with the design drawings.

• Existing House. Do the drawings accurately show the existing house? The existing walls, doors, windows, cabinetry, etc. should be shown in their correct locations. The elements to be demolished should be clearly shown. Information gleaned from opening up hatches, looking in attics and crawl spaces, and similar investigations should be noted on the drawings. When bidding, your builder should not simply walk through your house, but do an equally thorough review of all accessible nooks, crannies, and dark places with cobwebs.
• Addition. Do the drawings clearly show the new work of the addition and alterations? Are the new walls, doors, windows, fixtures, cabinets, etc. accurately located and dimensioned? In addition to floor plans, is the design shown in elevation and section, too? Are the materials clearly noted in sufficient detail to avoid guesswork?
• Framing. A large portion of the construction cost is devoted to the foundation and structural framing. Do the drawings show the size and spacing of new rafters and joists? Is the new foundation clearly shown? The framing and foundation plans should be accompanied with an apple truck load of details showing all the straps, bolts, and anchors necessary to hold the structure together.
• Allowances. You may not be ready to decide on every lighting fixture, plumbing fixture, cabinet style, etc. prior to bidding and before you have the contractor on board. Indeed, you could gain value from shopping with your builder because he may have access to his preferred suppliers and can get great deals. So, for the areas of the work that cannot be pinned down when you are bidding the project, you and your architect can define allowances. The drawings can define specific dollar amounts for items such as light fixtures, carpeting, tile, and other finishes that you want to put off deciding upon until closer to installation.

Crab Apples

During construction even a well-defined project can identify a request for a change order. You should have about 5% to 10% of your construction budget set aside for these crab apples. Before you agree to a change order, check to see if the work is documented on the drawings or addressed within the allowances. If the request for more money or time is actually included in the scope of work, it is not a legitimate change order and can de denied, and the contractor is obligated to perform the work at no additional compensation. Even with everyone’s best efforts, an unforeseen circumstance requiring additional funds can develop. While excavating for foundations, the contractor may unearth boulders, an abandoned oil tank, or a buried car. Before he proceeds to remedy these conditions and spend extra money, be sure the change order has a maximum price. The price needs to be agreed to by all parties before the extra work commences.

Of course, if you change your mind during construction and want to add a more expensive finish or the original allowance was too small, these change orders are appropriate and should be approved. An experienced architect or designer can guide you in the development of a comprehensive design documents and can be helpful during construction. Clear, accurate, and complete design drawings are always a good value. Involve your architect in crab apple decisions during construction.

The Master Gardener

Do not simply assume your designer or architect has produced a wonderfull set of drawings. Talk over the detail of all the scope of work items necessary to complete the project. It is not enough to have drawings that show only walls, doors, and windows.

The more comprehensive the drawings, the shinier the apple will be. Guesswork causes bidders to pad their proposals. The more decisions you can make about materials, fixtures, finishes, etc. the less guesswork there will be. If you are not ready to make these decisions, ask your architect to include these allowances in the drawings. Be sure that taken together, the drawings and allowances cover the entire scope of work. Aligned with a good designer, you can be the master gardener of a bright and shiny apple.

John Perkins AIA is a registered Oregon Architect and Certified Sustainable Building Advisor (CSBA) with more than 30 years experience. His office provides commercial and residential design services and “Invisible Additions.” Perkins can be contacted at 503-287-7468 or visit www.perkinsarch.com.