What is a tender process and why is it important for my project?

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The tender process is a vital part of any construction project.

The point of issuing a tender is to ensure that the best value contract is awarded for the works required.

This does not mean that the cheapest price should be awarded, as there are many factors involved in determining what constitutes best value. If a project follows all of the correct steps, then it will ultimately result in an efficient use of resources and reduced risk due to future claims arising from defective workmanship or materials supplied by contractors who do not meet required quality standards.

What is a tender process?

A tender process is a competition to select a contractor to carry out construction works.

The Project Architect will issue an invitation for tenders, which will describe the work required and give details of how to submit a bid.

Bidders usually include contractors, sub-contractors and suppliers of materials.
For common home improvement projects usually the bidders are main contractors who will then be responsible of managing the sub-contracts, e.g. electricians or gas technicians.

Together with the client we will consider and review all bids received and choose the best option that meets their requirements in terms of budget, quality, time and any other criteria outlined in the tender documents.

How to deliver a successful project on time and within budget?

The tender process is a critical step in the project delivery. It ensures that the construction of your project is done correctly and makes it easier to deliver on time and within budget, at the right level of quality required.

In order to execute a successful tender process, we must ensure to have produced a detailed scope of work, well-established budget and schedules, and accurate drawings.

A good tender process starts with a clear scope of work.

This is the most important part of the tender process because it establishes what needs to be built and how much it should cost.

To ensure that this step goes smoothly we apply our experience and knowledge to break down the works, comparing your project with other projects like yours that were completed successfully, so we have a precise idea for what to expect for the kind of works required.

Then we use this information to create a detailed scope of work so that everyone involved knows exactly what’s expected from them at every stage in the project (and doesn’t have any surprises later down the road).

Preparation is key.

Understand a project to get things right.

Whilst a tender is a process that allows you to choose the best contractor for the job and get the best value for money, in order to deliver a project successfully, it’s important to prepare correctly.

This is why we must ensure that everyone understands the project in detail and is able to evaluate the timeline to deliver it.

It’s also important to clarify any questions that may arise during this process. By asking us and making sure they understand what we’re trying to accomplish, all bidders have a full picture of the project and of our expectations.

In order to execute a successful tender process, Architects must ensure they have produced a detailed scope of work, well-established budget and schedules, and accurate drawings.

Scope of work

A good tender process starts with a clear scope of work.

This is the most important part of the tender process because it establishes what needs to be built and how much it should cost.

To ensure that this step goes smoothly we apply our experience and knowledge to break down the works, comparing your project with other projects like yours that were completed successfully, so we have a precise idea for what to expect for the kind of works required.

Then we use this information to create a detailed scope of work (or schedule of works – SoW) so that everyone involved knows exactly what’s expected from them at every stage in the project.

Without surprises later down the road.

 

What could go wrong if a tender is not carried out?

Small projects like the makeover of a bathroom  or simple decorations won’t demand a full tender process, being sufficiently straightforward and easy to manage, a clear negotiation with a vetted contractor could be sufficient.

But more extensive and expensive works require a clear outline of taskt and responsibilities to reduce risks and contingencies.

We usually recommend to issue a detailed tender already for full house renovations, extensions, loft or garage conversions.

Because if a tender is not conducted, the project could go over budget, be delayed and jeopardize its quality.

The contractor may not be able to meet the deadline or schedule; these delays can be costly and cause disruption to your daily life, whether you are living in the property during the works and have to tolerate noise and dust or if you are staying somewhere else and perhaps have to pay a rent.

They may not have enough experience in this field and might not be able to meet your expectations. These could lead to poor-quality workmanship.

There’s no guarantee that they’ll do all the work you want them to; some contractors will take advantage of your inexperience or low level of details and charge extra fees for works which were not outlined or not clear at first glance.

This is why we always vet the contractors we work with through a strict process and ensure they have the skills and capacity for any tender they are invited to bid for.

What happens when a tender is concluded?

After bids for a tender are received and reviewed, it is time for you to appoint a contractor to carry out the works, which means to enter into a contract with them.

We are able to manage the tender process from start to finish. This will give you confidence that it has been carried out in line with your requirements and ensures that there is no scope for any misunderstandings about what was required during the bidding process.

It would be an oversight not including a reference in the contract to all the specifications and documents. This is why to complete this stage we assist in preparing the contract among the parties and make sure all the important things are covered.

Once this is prepared, it is time to get ready for the sledgehammers on site.

How can I protect the value of my property undergoing a renovation?

Your home is important and renovating or extending is a crucial decision.
Use an experienced team of professionals to make sure you do not fall victim of common mistakes or unexpected complications.

 

Contact us and book a free consultation to talk about your ideas.

It’s as simple as clicking on this link and book your call back at your convenience.

“By failing to prepare, you are preparing to fail.” – B. Franklin

Working on houses with history

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Something happened earlier this month that inspired the writing of this blog post.

Tholos Architects have been appointed to work on a XIX century house, with quite a unique layout and the status of locally listed, given the very early use of a specific facade technique.

Once our team went to survey the house, the owner told us the story of how it was designed by a famous Architect in the early stage of his career, back in 1870’s.

The house over time has been altered and manipulated, but with respect for its character and exquisite attention to details.

So we found ourselves dealing with a very characterful property designed by a respectable colleague and we immediately understood that the right approach for the project was a respectful conservation of the existing, recalling the design principles in the new parts we are to propose (work in progress!).

We immediately decided to investigate the history and the works of the original designer to find inspiration and ideas to pay him the right tribute.

The findings have not been very encouraging since his most famous work seems to have been destroyed and other information was scattered and mostly biographical. But it prepared the ground for a wider question.

What is the history of my house?

Many homeowners may ask themselves this question, given the high number of heritage properties around the UK.

 
There are several ways to find information on a property, when it was built, who has occupied it before.
 
You can find archive material, old pictures, antique maps or consult the census, to understand the years the house was built, who lived in it and what they were doing for a living.
 
But the hardest thing to understand is how the building changed over time.

Is my house original?

A house carries the signs of the change of times.

Today it is weird to imagine that before the 19th century the bedroom was anything but private, and often multiple strangers shared beds in inns, or lodging. (read more on the social history of beds here)

Nowadays it would be considered inappropriate what before was normal.

The culture changed and so did the houses.

While the bed is only one of the possible drastic examples of how differently we live from our ancestors, houses have been gradually transformed from owner to owner to meet the new occupier’s needs. This is reflected in extensions, alterations and changes of layouts, conversion of spaces, additions and subdivisions.

This is where our job gets a twist.

In planning terms, a lot of what you can do to alter your house often refers to the conditions of the “original house”, which is defined in the Town and Country Planning General Permitted Development Order (aka GPDO) as the house as it was originally built OR as it stood on 1 July 1948.

According to this perspective, this date marks a deep furrow and all the alterations to the houses built before 1948 become part of the “original” house.

We know that all the readers who own a house with some history may not like this.
To cheer you up, remember there are different ways of protecting the heritage value of a property.

House detectives

Practicing the profession, we happen to work with houses way older than 1940’s but it is not always clear when the alterations have been made, and often it is important to understand the timeline of such alterations to a property.

As a practical example, we had a client who wanted to renovate a flat, being part of a detached house with some very dysfunctional layout:

– the main bedroom was taking the light from an internal glass panel, not a window, opening into a corridor,

– the corridor was running along the side wall of the house and having all the actual windows opening on it, limiting the natural light delivered to the rest of the house.

– The kitchen room was raised from the entrance level and had a very tall cill, deeper than 1 m, before the short and wide window placed in a very high position.

– The original basement cellar was altered to be used as main bathroom of the flat.

– The main bedroom had a small en-suite, consisting of a resulting space built under the stairs which, sited out of the flat, are leading to the first floor; it hosted barely a loo and a micro sink and the internal height was very limited.

– To make things more exciting the house was extended to the rear 2 times and once to the front, causing several discontinuities.

What the client knew was only that the previous owner was a builder and made the alterations by himself.

So we had to dig into the history of the house to understand why it was such a maze, with 4 levels of flooring, 11 changes of ceiling and an undefined number of hidden beams, in order to propose a reasonable scheme to meet all the project requirements.

Long story short, while the plot was occupied already in 1896, the original house was likely to have been re-built or intensively renovated in the 1940’s, following some extension attempts (front, rear, porch, terraces, roof) in the early 80’s which eventually happened, culminating in the conversion in flats in the late 1980’s, after almost a century, which gifted us with the glorious intricated condition we have found it in.

After this research and an accurate site survey, we finally had the clear picture to understand what-happened-where and what to expect during the construction stages.

Can my house be more functional?

A house is an organism, with systems and functions.
Some are obvious and some are concealed.

Many houses (and buildings in general) can be dysfunctional if they have not been designed accurately with the “user experience” in mind (yes, architects used these words before the internet).

This makes pretty much the difference between good, average and bad design.

To say it with Steve Jobs, design is not how it looks, is how it works.

But the needs of the users and the experience they deserve, they evolve with the times and so do the technologies that are integrated in a building as an organism.

Hence here we are, a bit detectives, a bit physicians, considering all the aspects of a building to make sure it is healed from ageing and revamped to give the best for the years to come.

Your house can be more functional, but there is one caveat: working on an old house can be delicate and have limitations. Sometimes we must let go and acknowledge if what we want is beyond reach.

This is why often homebuyers contact us for an opinion on what they would like to get from the house they are about to buy.

 

Do you have a dysfunctional house? Is your family changing habits? Are you buying a house with potential but you are not sure what it could be?

You can contact us and book a free consultation to talk about it.

It’s as simple as clicking on this link and book your call back at your convenience.

Elementary, my dear Watson.

Do architects respect construction budget?

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A renovation, or home improvements project, is an investment that you should plan carefully and budget for realistically, with due consideration about what you really want to achieve and in which way this investment will pay you back.

Hint: it is not always money.

Why are residential projects always overbudget?

The renovation, improvement or new construction of a private residence is renowned to be the most difficult project category for an Architect.
 
What gives this category such a reputation is the emotional involvement of the client, who is contemporarily owner, stakeholder, project manager, final user.
And often unexperienced about construction.
 
When the lack of experience meets the keeping of spreadsheets, most homeowners find themselves trapped in a dilemma:
“we spent this much of the budget so far, there is this little left, how can I use the remaining budget in a smart way?
Should we get nice finishes and go over budget OR stick to the budget and settle for lesser quality materials?”
 
Truth is, finishing materials are there to stay.
It is more convenient to stretch the budget a bit and get good finishes, rather than save now and regret it later, adding other costs in the future.
 
In most of the cases, extra project expenditures are generated by last minute project variations during the construction and choices of more expensive finishes or furnishings.
These are the result of emotional decisions of the client.
 
In some unfortunate but not-so-rare cases, old houses just reveal some surprise: rotten joists, sudden leaks, unexpected sewers.
These can cause costly extra work and delays, hardly foreseeable.
 
For these reasons it is very easy for an un-supervised project to go over budget.

What do Architects have to do with construction budget?

On appointing an Architect, the client must specify the reasons for doing the project and the constraints in a briefing, which will be the Architect’s duty to satisfy.

The availability of funds is also a constraint, so it is important to specify what is the target budget for the project, while keeping a contingency available in case of surprises.

The Architect has the role to collect this information and develop a design in line with the briefing and considering the budget available.

Can a design be more expensive than my budget?

Some Architects are used to work on multi-million projects and are masters in adding the wow factor. When working on simpler projects, they may be carried away a bit.

If their design is way beyond the budget, it will require to be downsized or simplified, until reaching the point where you can stretch you budget to.

But good architecture doesn’t have to cost the earth.

When we develop a design, we keep your budget in mind.
During the process we can advice where the money should go to have the best result and get the best value for your money.

How do the Architect know if the project is actually going to be within the budget?

Common residential projects have similar costs per square metre.

Besides few variables which could bring extra costs in, we can generally assess if a budget is reasonable and healthy for a scope since the early stages.

After developing a special concept design, we engage with contractors for initial estimates that would confirm the ballpark costing.

If it doesn’t work, we get back to the drawing board and review the options with the client.

But only once a project is fully specified and contractors are invited to bid, we can know the starting point for the construction cost.

Once construction starts, it is important to avoid variations and hope there will be no surprises hidden in the house.

During the entire process we work with our clients to help them make informed decisions on how to use their budget wisely for the finishing materials and decorations.

 Overall we do our best to stay on top of the expenses, so that you could  use your money where it really matters to you.
 
If you are planning your project, it’s important to have an experienced professional at your side to advice on all the aspects of the process.
 
You can contact us for an initial free consultation to talk about your plans.

It’s as simple as clicking on this link and book your call back at your convenience.