large capital process – steps 3 and 4 archdiocese of atlanta office of planning and research...

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Archdiocese of AtlantaOffice of Planning and Research

Archdiocese of AtlantaArchdiocese of Atlanta

Large Capital Process Step 3: Develop Preliminary Design

- What is CCSI?- Step 3 Process Steps

Step 4: Request Second Approval

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Step 3 – Develop Preliminary Design

What is Catholic Construction Services, Inc. (CCSI)?

CCSI is NOT:• The architect or one of the engineering firms that

design the site or building systems• One of the contractors that construct the site, the

building or systems within the building• CCSI is not responsible for mistakes design

consultants or contractors make. However, CCSI has the expertise to identify the responsible party and pursue the correction of an error by the responsible party.

CCSI yields to the parish building committee for the selection of the architect, consulting engineers and contractors for a given project.

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What are Owner’s Representative Services (CCSI Services)?

• Assist in the overall planning, coordination and administration of a construction project from inception to completion to produce a functionally and financially viable project that will be completed on time, within authorized cost and to the required quality standards.

• CCSI protects parishes and the Archdiocese by providing administrative/management services• CCSI represents the Parish/School when needed in the acquisition of property or in property zoning changes • CCSI works with the designers and contractors selected by the parish, defining roles and managing

communication between parties• CCSI provides a preliminary budget prior to contractor selection and monitors the contractor cost estimates

and change order proposals• Oversight of design and associated budget estimates (for meeting needs and ensuring fairness)• Contract administration and risk protection• Enforce the terms of the design consultant and contractor agreements• Field Inspections during the course of construction activities identifying elements of project design and

construction likely to give rise to disputes and claims.*• Final inspection and one year warranty inspection

*CCSI will not catch all designer and/or contractor errors before they occur. However, CCSI will pursue the correction of such error by the responsible party for as long as it takes to achieve the correction. It is safe to state all construction projects will have errors.

• The services provided by an Owner’s Representative have been used successfully in all contracting methods and delivery systems by Owners (parishes) who do not continuously maintain the staff expertise or numbers necessary to deal with the complex responsibilities involved in the management of major projects

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1. Owner hires Architect/Master Planner2. Architect designs building for Owner3. General Contractors bid on completed

design4. Owner/Owner’s Representative negotiates

agreement with General Contractor upon completion of the design documents

5. Any issues with the design must be addressed by the Owner with the architect

Advantages:◦ Widely applicable◦ Well-established and clearly defined roles for the parties involved◦ Offers the Owner a significant amount of control over the end product

Disadvantages:◦ Time-consuming (all design work must be completed prior to

solicitation of the construction contract)◦ Increased cost if the designer has limited access to scheduling and

cost ramifications as the design is developed◦ The absence of a contractor’s input into the project design may limit

the effectiveness and constructibility of the design◦ Owner accepts liability for design in contract with contractor-

exposure to claims◦ Tends to promote more adversarial relationships rather than

cooperation among contractor, designer and Owner◦ The contractor pursues a least-cost approach, requiring increased

oversight and quality review by the Owner

Construction Delivery Method: Design – Bid – Build Option 1

Legend:Contractual RelationshipFlow of Work

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1. Owner employs a General Contractor that employs the architect and other design consultants

2. The Owner enjoys a single source of responsibility for design and construction performance

3. Owner must trust that the team is trustworthy without the check of the architect and general contractor each providing separate input

Advantages:◦ Simplicity of having one party responsible for the design and

construction of the project◦ Stipulated contract sum◦ Saves time and money by designing a viable project that meets the

parish needs and budget from the startDisadvantages:

◦ Significant loss of control and involvement by the Owner and stakeholders

◦ Difficult for the Owner to verify that it is receiving the best value for its money

◦ Owners with highly specialized program needs or desires may not find it advantageous to turn over responsibility to an outside team, without ensuring adequate levels of oversight and communication

◦ Difficult to maintain the proper balance of design expertise, financial capability, construction experience, and experience in Design-Build team roles

◦ In the event of a dispute with the General Contractor, the designers will be working for the Contractor not the Owner

Construction Delivery Method: Design – Build Option 2

Legend:Contractual RelationshipFlow of Work

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Step 3 – Develop Preliminary Design Step 3

Second, develop a Request for Proposal (RFP) for professional design assistance

One of the first team members to be hired is the architect or the design/build entity if that approach is selected.

• The parish Project Team/ Building Committee with the help of CCSI should have at least three qualified architects or design/build teams to solicit proposals from.

• CCSI can issue an established Request For Qualifications (hereafter, RFQ) to a long list of firms to aid the Building Committee in their selection of a short list of 3 – 4 firms to receive the Request for Proposal.

• Candidates should have a proven track record in designing the type of product the parish needs and reference should confirm Owner satisfaction.

• CCSI can supply qualified additional candidates/firms with references, if needed.

• CCSI will issue an established Request for Proposal (RFP) approved by the building committee to the short list of architectural firms or design/build entities based on the construction delivery method selected in the first step above.

Third, issue the Request for Proposal (RFP) for professional design assistance

• Meet with Catholic Construction Services, Inc.

• Develop RFP for design assistance• Issue RFP and evaluate responses• Select design professionals• Develop initial design and cost

estimate• Plan capital campaign (if needed)

First, set up a meeting with Catholic Construction Services, Inc. to determine preferred construction delivery method

• CCSI will, as the Owner’s Representative, provide expertise and guidance throughout the design and construction process.

• CCSI will provide a Letter of Engagement that will detail their specific duties and outline the roles of the parish representatives, design consultants, contractors and CCSI during the design and construction process.

• The Project Team will examine the construction delivery methods and choose the best approach for your project.

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Fourth, select the design professionals for the project

• CCSI will summarize the RFP responses from the candidates in a spreadsheet for ease of candidate comparison.

• Based on the Building Committee feedback, CCSI will arrange to have all or some of the architectural firms or design/build entities make oral presentations so that the parish may choose a team for their project.

• CCSI will place the Architect or the Design/Build Entity under contract. This contract has been customized over the years to protect the interests of the Archdiocese and the parish. It is not the standard AIA Agreement prepared by the American Institute of Architects, which primarily protects the architect. The architectural agreement is a two (2) part agreement.

• Part I – Includes a study of the parish needs, suggested solutions, preliminary design, color renderings of the exterior elevation, site plan, building floor plan and data required for zoning (if necessary). These plans may be incorporated into the fund raising visuals used in the parish capital campaign literature.

• Part II – The second part of the architectural agreement anticipates a successful capital campaign. (If the capital campaign is not successful, the parish has no further financial obligation with the architect.) Architectural work to be performed includes:

• Finalize the design development plans• Work with the selected contractor to confirm budget accuracy• Revise plans to meet budget restrictions (if necessary)• Complete construction documents• Provide construction administration during the construction phase• Preparing a punch list at Substantial Completion of the Project




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Fifth, develop the initial design and cost estimate




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Sixth, plan your capital campaign (if needed)

Most major capital projects will require a capital campaign to raise the money needed to fund the project. These campaigns typically involve the following :

What you need to begin:• Case Statement Worthy of Support• Defined Group of Constituents• Solid Leadership• Plan of Action What you need to proceed:

Phase I: Planning or Feasibility StudyOrganizationCommunications

Phase II: Advanced Gifts SolicitationWorker Recruitment

Phase III: The CampaignGeneral Phase

Phase IV: Follow-up What you need to succeed: A commitment to follow through on a plan.

Click for a helpful guide to running a Capital Campaign.

Contact Steve Siler, Executive Director of Stewardship for assistance with your campaign.




PLANNING PHASENote: Please do not start the capital campaign until Second Approval is obtained.

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Step 4 – Request Second Approval Step 4

Request approval to develop detailed drawings and to launch capital campaign

• Cover letter from pastor• Initial Financial Application

This permission is obtained by sending the Archbishop the following information:

• Cover Letter• Estimated project cost and a request to spend funds to develop detailed architectural and

engineering drawings needed to develop the final cost budget for the project• Capital campaign target and timing – include request for permission to engage outside

campaign professional support if needed• Initial Financial Application

Requests generally receive a reply within 7-10 days of receipt by the Archbishop’s Office.

Second Approval Cover Letter:Key points to include1.Formal request for permission to

a. Begin Capital Campaign and exempt campaign funds

b. Obtain detail drawings and cost estimate

2.Updated cost estimate3.Capital Campaign target & timing

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Acceptance and Dedication

Overview of Large Capital Project Process Overview of Large Capital Project Process

Define and Review Project Request First Approval: Initial Conceptual Approval

• Review letter and forms• Grant initial conceptual approval to

engage design professionals and/or a capital campaign consultant

Develop Preliminary DesignRequest Second Approval: Approval for Capital Campaign andDetailed Drawings

• Review letter and forms• Grant approval to:

• Kick-off capital campaign• Obtain detailed drawings and

cost estimate

Request Final Approval: Build Approval

• Review letter and forms• Grant approval to begin construction

Construction Management

Step 1 Step 2

Step 3

Step 5

Step 6

Step 7

Step 8

Step 9

Step 4

• CCSI to present Preliminary Drawings to the Archbishop

Secure Financing

Finalize Design

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Who Do You Call?

• Peter Faletti, Director of Planning and Facilities• Work phone

o (680): 404-885-7279 o (Lake Park): 404-920-7855

• Cell phone: 404-915-3785• Email: [email protected]

• Jenny Scheb, Planning Analyst• Work phone:

o (680): 404-885-7410 o (Lake Park): 404-920-7852

• Email: [email protected]

• http://www.archatl.com/offices/construction/

large capital process – steps 3 and 4 archdiocese of atlanta office of planning and research...

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