In the following question-and-answer session, we will address the topics most often raised by orthodontists who are thinking about working with architects on designing their offices.
DR. HAMULA Frank, how many orthodontic offices have you helped design in your 20 years as an architect, and what differences do you find between orthodontic and general dental offices?
MR. DWYER I have been involved in well over 100 orthodontic offices, at varying levels from initial construction to remodeling. Orthodontic offices are the most interesting and challenging. Orthodontists seem to be more design-conscious and willing to invest more in the extras that make for an exceptional office environment. Over the years, the average orthodontist has had a great increase in the daily patient load and therefore needs larger and more efficient facilities.
DR. HAMULA When an orthodontist feels a new office setting is required, how should he or she go about selecting an architect?
MR. DWYER First, observe outstanding buildings in your area, buildings that inspire you the most. Contact the owners of those projects, find out who the architect was, and ask for a reference. Next, gather information from other professionals in your area and list the architects who seem to have good reputations. Perhaps a pattern of names will begin to appear. After you have narrowed down your list of architects to three or four, interview each one and ask to see some of their work. At the interview, you can discuss how they handle their fees.
DR. HAMULA Assume the orthodontist is in a small town with a limited number of talented architects. How far can an architect be from a project site to be considered?
MR. DWYER If the architecture in your area is limited, I would suggest you research pictures or designs of office buildings from trade catalogues or sources in your local library. These can be used for discussion with an architect when one is selected. Hire the best and closest architect possible, because many visits to the site will be necessary during construction. If you use an out-of-town architect, it will be extremely important to select a contractor with a reputation for patience who will be compatible with that architect.
DR. HAMULA Are there any other pitfalls in selecting an architect?
MR. DWYER I think the biggest pitfall would be choosing an architect whose fee is substantially lower than the others. It would make me very suspicious that the architect might shortchange you in some way-- perhaps in a critical area of your project that you will pay for later through increased costs or frustration.
DR. HAMULA How do architects determine their fees?
MR. DWYER There are two basic methods. The one most people are familiar with is a fixed percentage of the cost of constructing the building. The second, and the one that I prefer, is a fixed fee for the total project. I feel it protects the owner from extravagant costs of certain materials that might increase the cost of the building substantially. Extra costs do not necessarily make for a better building, but they do raise the fee of an architect who is working on a percentage.
DR. HAMULA So you feel that you can make a fair profit with a fixed fee, and that the owner can feel more secure at the same time?
MR. DWYER Absolutely. In fact, when interviewing architects you should ask how their fees are determined, and this may weigh heavily in your decision.
DR. HAMULA A fixed fee can be broken down into phases of the work to be done. Would you elaborate on this?
MR. DWYER A total project will be divided into five phases (See chart below). For discussion purposes, I will assign the percentage that I use. Some architects do more work in some categories than I would, or I might assign some work to one category that another architect would assign to another. Also, architectural firms in different areas of the country will have slightly different percentages for each category, depending on their competitive environments.
ARCHITECT FEE CATEGORIES
Schematic Design: 20%
(includes Soft-Line Drawings and Hard-Line Drawings
Design Development: 20%
Construction Documents: 40%
Bidding: 5%
Observation of Construction: 15%
DR. HAMULA Could you give me an example of where the percentages might differ?
MR. DWYER To me the schematic design phase is the most important and exciting part of the project. I spend a great deal of time educating and informing the client about factors in the floor plan that will affect decisions to be made later. In my opinion, what the orthodontist really wants and needs is a creative, exciting, and efficient schematic drawing-- this is where the fun is and where the doctor's input takes place. Much of the work beyond this phase involves nuts and bolts that computers can spit out today. Subsequent drawings are often farmed out by architects to computer drafters.
DR. HAMULA What would be an extra feature that you like to include in the schematic drawing phase?
MR. DWYER One item I insist on for the benefit of my clients is a ceiling plan showing the layout of light fixtures, mechanical grills, soffits, and a suspended ceiling if used (Fig. 1). An exciting ceiling in a room or a ceiling treatment throughout an office can transform a so-so office into a very special one. Ceilings are often overlooked in dental and medical facilities by designers, but they are a cost-effective way to improve the office environment.
DR. HAMULA The usual ceilings I see in offices are the unimaginative grids with 2' x 4' tiles commonly used in convenience stores. Why?
MR. DWYER There are several reasons. Suspended-grid ceilings allow for easy installation and access to heating and air-conditioning ducts. A suspended ceiling can have acoustical advantages with the right tile. And the 2'x4' grid ceiling is the cheapest acceptable ceiling to install--in the range of a dollar per square foot. For just a few dollars more, though, you can get much better acoustical and design qualities.
DR. HAMULA What other decisions are involved in the ceiling plan?
MR. DWYER During the ceiling development, the architect and client consider many structural elements that will influence the work of the interior designer. You talk about the decorative lighting, dental lighting, and soffit treatment throughout the office. Thinking of ceilings can also introduce ideas that will affect future decisions about elevations within the office. Well-thought-out schematic designs and ceiling plans reduce the likelihood of having to redo the drawings later on, which would be costly in time and increase the architect's fee.
DR. HAMULA What height do you recommend for ceilings in an orthodontic office?
MR. DWYER In the past, 8 feet was the standard height for homes and offices. I recommend at least a 9-foot ceiling for commercial buildings when possible. Higher ceilings open up greater possibilities for the architect or interior designer to develop exciting ceiling designs.
DR. HAMULA You mentioned the schematic design. What is the difference between that and two other terms we often hear--soft-line drawings and hard-line drawings?
MR. DWYER The schematic design is an accurate drawing that is the result of the architect's and client's soft- and hard-line design sessions. It is the floor plan of the project and becomes the foundation for all subsequent drawings. No architect should proceed to other steps or drawings until the schematic design is finally determined.
DR. HAMULA What occurs during the soft-line and hard-line phases?
MR. DWYER This should be the fun part, as I said earlier, but it can be frustrating depending on a number of factors. It is the critical time when the orthodontist and the architect begin to sense how well they relate to each other. It is a period of brainstorming, as well as of expressing ideas on paper for your new office. The soft-line drawing derives its name from the architect's use of a soft lead pencil. The drawing is freehand and intentionally very loose. It often begins with bubble diagrams representing zones of common activity, with traffic flow patterns between the bubbles. At this stage there should be no restrictions that hinder creativity or expression of the doctor's ideas. The sketch is not to exact scale, but often near ¼"= 1' because of the use of this scale in construction drawings. It is more important that the drawing be proportional. The soft-line drawing is expected to change quite a bit, but after several sessions it should have evolved into a functional expression of the office work and traffic patterns (Fig. 2).
DR. HAMULA Then the hard-line drawing phase begins to apply these ideas with certain restrictions, such as the square footage the doctor requires or is willing to pay for?
MR. DWYER Yes, then the floor plan is hard-lined in pencil, with drafting tools, to an accurate scale, usually ¼"=1' (Fig. 3). In this stage, walls and the shape of the total space become fixed. The square footage may change in some cases, and compromises will have to be made. To keep many of the ideas expressed in the soft-line phase, the architect will have to combine an understanding of how the orthodontist works with an ability to utilize space wisely. Even architects who have unlimited space to work with should not be wasteful. My observation, after analyzing many orthodontic floor plans, is that an inexperienced architect is prone to allocate more space than is necessary for the floor plan. The more square footage I can save the doctor, the more money the doctor will save. The completed hard line drawing then becomes a fixed schematic design. Major changes in this plan in subsequent drawings can prove very costly.
DR. HAMULA Will a great deal of time be required in meetings between the orthodontist and the architect to develop the schematic design?
MR. DWYER If the doctor is well prepared and understands his or her work patterns, and if the architect understands orthodontics, then an excellent design can be done in a few highly productive meetings. Unfortunately, since this is seldom the case, you must allot plenty of time for exploratory meetings. This is the most important phase of the project and the doctor's best chance to influence the final floor plan. Few architects, even experienced ones, understand the requirements of a dental office, let alone an orthodontic office. Great patience will be required on the part of the doctor, who may be educating the architect in a new field.
DR. HAMULA How would you advise orthodontists to help architects understand a field that may be foreign to them?
MR. DWYER When I am faced with a project in which I have limited expertise, I spend many hours observing the workings of the operation. The more I learn, the better and more quickly I am able to help my client. Therefore, I would advise an inexperienced architect to visit the doctor's office many times under all kinds of conditions. The architect should become acquainted with the systems used by the staff and perhaps be able to advise improvements in a new floor plan. This effort can save many meetings, or at least make them as productive as possible. With the orthodontist's input, a competent architect willing to put in the extra time should do a good job under normal circumstances.
DR. HAMULA If the doctor is concerned about the architect's expertise, would it be possible to contract for just a schematic design to see how things work out before proceeding?
MR. DWYER It is not a common practice, but any arrangement is possible if both parties agree to it. If you really have reservations about the architect, I would not take the chance of wasting money with such an expensive experiment. In that situation, you would be much better off by first going to one of the several sources that specialize in orthodontic office design, then returning to a competent architect with your schematic design.
DR. HAMULA Wouldn't an architect feel a little uncomfortable if the orthodontist presented a floor plan developed elsewhere and said, "I want you to wrap an exterior around this plan and design an exciting building for me"?
MR. DWYER I don't think the vast majority would feel uncomfortable. In fact, some would feel more comfortable because yours is a special field in which they may have no experience. Architects in their daily work lean on the advice of structural, mechanical, and electrical engineers in projects where they need their expertise. They not only have the best interests of their clients in mind, but they also do this for legal reasons. There are still many areas after the schematic design in which architects can express their individuality. The doctor will not only have saved valuable time, but should also get a deduction in the architect's usual fee arrangement.
DR. HAMULA You have described the schematic design phase. Would you comment on the other steps?
MR. DWYER The second phase is design development, when mechanical, electrical, heating, and structural components are added to conform to the schematic design. This is generally 20 percent of the fee. The construction documents are about 40 percent. If the architect becomes involved in the contractors' bidding, the charge for time and advice is usually 5 percent. The remaining 15 percent of the fee is for observation of the construction and quality control.
DR. HAMULA What is the significance of a seal on a construction drawing, and when it is affixed?
MR. DWYER After the construction drawings are absolutely completed, they are sealed or
stamped as the state requires. The stamp shows government agencies that the architect is licensed to practice in that state.
DR. HAMULA Do local building departments require a complete set of drawings with seals?
MR. DWYER Each community is different. Whether it is new construction or remodeling and the size of the project might have a bearing on how the contractor obtains a work permit. In some communities, an orthodontist might be able to have a contractor submit a site plan showing compliance with setbacks and parking requirements, a good schematic design of the floor plan, and an elevation of the exterior of the building. However, being able to get approval for starting the project construction drawings without a seal is more the exception than the rule. In larger metropolitan areas, more drawings beyond the three I mentioned will have to be submitted, and often a work permit for any significant project will require construction documents with an architect's seal.
DR. HAMULA What about the orthodontist who is designing an office or doing minor remodeling in a building already constructed? Will sealed drawings be required?
MR. DWYER Again, every community is different. A contractor might take the detailed schematic design and obtain what is called a "framing permit". The contractor then takes bids from experienced subcontractors who are acquainted with local codes. This is one approach, but it requires a trustworthy and experienced builder.
DR. HAMULA What is the site plan that you referred to?
MR. DWYER If the property is zoned for business use, a site plan will be one of the documents you must present to the building department. It is an accurate drawing of the building site that includes property lines, setbacks from these lines, all utilities on and adjacent to the site, contour lines for drainage and grading, curb cuts to the parking lot, number of parking spaces, location of the building, and landscaping (Fig. 4). This plan will be used by the contractor, landscaper, and others during the project.
DR. HAMULA If you do not have an architect help you with the bidding and contract, would you recommend that a lawyer review the agreement?
MR. DWYER By all means. Contractors often use a form contract that may favor them. Your lawyer should be free to add clauses to protect you. Another advantage in working with an architect, though, is you can insist on using the standard American Institute of Architects contract system.
DR. HAMULA Does the AIA form favor the architect?
MR. DWYER Absolutely not. It is a document that is fair to owner, contractor, and architect and protects them all equally. It is designed to give the orthodontist the best finished product, and the precise wording has evolved over the years and stood the test of countless construction cases in our legal system. Also, in every project circumstances arise in which the doctor has to make a minor or major change to the original plan. The AIA agreement handles these "change orders" in a very exact and routine way to prevent stress to both the client and the contractor. The architect supplies change order forms that must be signed by the doctor, contractor, and architect before any change to the plans can be initiated.
DR. HAMULA As an architect who has helped many clients select contractors and evaluate bids, what advice do you have?
MR. DWYER I recommend a minimum of three and a maximum of five contractors to bid your job. The architect is your adviser and is morally bound to get you the best finished product for the price. The owner should retain the right to reject or accept any bids, as well as any subcontractors the contract may want to use.
DR. HAMULA Would you be suspicious of an extremely low bid?
MR. DWYER Absolutely. I would call the bidder in, review the list of items, and compare it to those of other bidders. Chances are the contractor has overlooked something or eliminated something that you will have to pay for later. In today's competitive market, something way out of line should be carefully examined.
DR. HAMULA What credentials should be submitted by the bidders?
MR. DWYER Every contractor should supply a contractor's license, a bid bond, a performance bond, and copies of insurance. Failure to do so should disqualify the contractor. These items are not required by law, but you should insist on them because they protect you. Some contractors might try to avoid them because it could add 1 to 2 percent to the cost of the project, but you don't want a contractor who cannot qualify for a bond because of past performance.
DR. HAMULA What is a performance bond?
MR. DWYER This insures the owner that all materials and labor on the project will be paid. It eliminates liens on your property against the contractor. Some contractors, unfortunately, have a habit of taking money from one job and using it to buy materials for another.
DR. HAMULA What about insurance?
MR. DWYER The contractor's insurance should cover accidents to workers on your project. Have a good building insurance agent review the contractor's policy to make certain that nothing is
overlooked. It is customary for the owner to supply the fire and property insurance for the project.
DR. HAMULA Explain the architect's role in making sure the contract has been fulfilled and the work satisfactorily completed.
MR. DWYER Supervision of the work is an ongoing function during construction. The contractor informs the architect when the project is substantially finished, and an inspection is made. The orthodontist and the architect go through with a "punch list", checking off finished and unfinished items. Final payment should be withheld until the architect and the doctor agree that all items on the list have been completed.
DR. HAMULA What do you think about adding a penalty clause to a contract in case the completion date is not met? Is this enforceable?
MR. DWYER Yes, but the time frame must be reasonable. If there are circumstances beyond the control of the contractor-- strikes, material delays, acts of God-- then enforcement would be subject to review. You should let the architect and the contractor set a reasonable schedule. If you need completion ahead of this time, then it is fair to reward the contractor for early completion because the subcontractors may have to be paid extra for overtime. The AIA contract forms provide for completion date delays in what are legally referred to as "liquidated damages". A daily penalty rate is set in advance at the signing of the contract.
DR. HAMULA In some cities you encounter "design building companies". What are these?
MR. DWYER These are companies that build homes and offices and are usually owned and operated by licensed building contractors. The contractor hires drafters, engineers, and so forth to develop the plans, then obtains building permits, hires subcontractors, and supervises the project. These companies have a "turnkey operation"-- they assume all liability for the end result of the project.
DR. HAMULA What should you look for in such an organization?
MR. DWYER Look at their track records carefully. Observe the quality of their work. Talk with their clients. Decide whether the style of their buildings suits your taste. Often people use this type of service thinking that they will get a high-quality result while avoiding an architect's fee. Be assured there will be costs that the contractor will pass on to you for the people that are hired to develop the plans. If the company has a staff architect, then you are stuck with that person, like it or not. The firm may have limited experience in the dental field, and you may suffer as a result.
DR. HAMULA Is there a danger that the doctor could lose independence or control of the project?
MR. DWYER That could be a problem, but it depends on whom you are dealing with and the
terms of the contract. You are always safer to deal from a position of strength, and you do so when the contractor who was the successful bidder must satisfy the owner-architect team throughout the project. There are, of course, reputable design building companies, and some doctors might feel quite comfortable with their arrangements. My advice is to acquire the services of an attorney experienced in building contracts to scrutinize the agreement, protect you from hidden costs, and establish a fair method of handling the inevitable change orders.
DR. HAMULA Any final advice?
MR. DWYER Throughout your project, get the best professional help you can. Be willing to pay for it, because in the end you will be dollars ahead, not to mention reducing frustration and conserving your valuable time. Get the best architect you can. Like you, an architect is a professional.