Transcript Large Capital Process – Steps 3 and 4
Slide 1
Large Capital Process – Steps 3 and 4
Archdiocese of Atlanta
Large Capital Process
Step 3: Develop Preliminary Design
- What is CCSI?
- Step 3 Process Steps
Step 4: Request Second Approval
Archdiocese of Atlanta
Office of Planning and Research
Step 3 – Develop Preliminary Design
CCSI is NOT:
• The architect or one of the engineering firms that
What is Catholic Construction Services, Inc. (CCSI)?
•
Large Capital Process – Steps 3 and 4
•
CCSI is a separate legal entity that is owned by the Archdiocese.
• CCSI has its own Board of Directors
• Receives oversight from the Facilities Planning and
Construction Advisory Board
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.
CCSI works with/for both the parish and the Archbishop.
• CCSI acts as the representative of the Archbishop and the parish – all design consultants and
contractor agreements are drafted by CCSI with the input of the parish and the other party to the
agreement.
• Please see the next slide for detailed description of CCSI duties.
Key Terms:
• Owner of all Archdiocesan properties/facilities is “The Archbishop and/or His Successor in Office.”*
*N.B. Parish property belongs to the parish, but is titled in the name of the Archbishop.
• The Owner’s Representative is Catholic Construction Services, Inc. (hereafter, CCSI).
CCSI’s overall responsibility is to represent the Owner’s interests and perform the
Owner’s duties as required by the design and construction agreements that are
executed by the Owner.
• The Client is a Parish, Mission or School of the Archdiocese of Atlanta.
Archdiocese of Atlanta
Office of Planning and Research
2
Step 3 – Develop Preliminary Design
What are Owner’s Representative Services (CCSI Services)?
Large Capital Process – Steps 3 and 4
• 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
Archdiocese of Atlanta
Office of Planning and Research
3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Bid – Build
Option 1
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:
Legend:
Contractual Relationship
Flow of Work
1. Owner hires Architect/Master Planner
2. Architect designs building for Owner
3. General Contractors bid on completed
design
4. 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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
4
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Build
Option 2
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 start
Disadvantages:
Legend:
Contractual Relationship
Flow of Work
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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
5
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
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.
• 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)
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.
Third, issue the Request for Proposal (RFP) for
professional design assistance
• 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.
Archdiocese of Atlanta
Office of Planning and Research
6
Step 3
Step 3 – Develop Preliminary Design
Fourth, select the design professionals for the project
Large Capital Process – Steps 3 and 4
• CCSI will summarize the RFP responses from the candidates in a spreadsheet for
ease of candidate comparison.
• 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)
• 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
Archdiocese of Atlanta
Office of Planning and Research
7
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Fifth, develop the initial design and cost estimate
• 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)
• In addition to the architect/design team, other consultants may be needed to understand the design and cost
implications of a future project, including a land surveyor, geotechnical company and civil engineer.
• CCSI has a list of these consultants that can be called upon
• CCSI will take proposals, evaluate them and make recommendations prior to placing them under contract.
• CCSI will prepare the total projected development budget to be used by the parish in submitting the initial version of the
Financial Application for approval by the Archdiocese.
• If the preliminary design indicates that re-zoning or a special land use permit is required for the proposed Project, CCSI
will meet with County Representative and attend County hearings. CCSI will assist in the selection and draft agreements
with other consultants including zoning attorneys, traffic engineers, lighting consultants, acoustical engineers, etc.
Archdiocese of Atlanta
Office of Planning and Research
8
Step 3
Step 3 – Develop Preliminary Design
Sixth, plan your capital campaign (if needed)
Large Capital Process – Steps 3 and 4
Click for a helpful guide to running a
Capital Campaign.
Contact Steve Siler, Executive Director of
Stewardship for assistance with your
campaign.
• 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)
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:
Note: Please do
• Case Statement Worthy of Support
PLANNING PHASE
not start the capital
• Defined Group of Constituents
campaign until
• Solid Leadership
Second Approval is
• Plan of Action
obtained.
What you need to proceed:
Phase I:
Planning or Feasibility Study
Organization
Communications
Phase II:
Advanced Gifts Solicitation
Worker Recruitment
Phase III:
The Campaign
General Phase
Phase IV:
Follow-up
What you need to succeed:
A commitment to follow through on
a plan.
Archdiocese of Atlanta
Office of Planning and Research
9
Step 4
Step 4 – Request Second Approval
Large Capital Process – Steps 3 and 4
Request approval to develop detailed drawings and to
launch capital campaign
•
CCSI will present the preliminary design with the color renderings to the
Archbishop in advance of the Parish’s request for Second Approval
•
Now that the parish has developed a preliminary design and estimated
cost for the project and has completed planning for its capital campaign,
the final step in this stage is to request permission from the Archbishop to
move on to the next steps, namely, securing financing (Step 5) and final
design (Step 6).
• Cover letter from pastor
• Initial Financial Application
Second Approval Cover Letter:
Key points to include
1. Formal request for permission to
a. Begin Capital Campaign
and exempt campaign
funds
b. Obtain detail drawings and
cost estimate
2. Updated cost estimate
3. Capital Campaign target & timing
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.
Archdiocese of Atlanta
Office of Planning and Research
10
Overview of Large Capital Project Process
Step 2
Large Capital Process – Steps 3 and 4
Step 1
Define and Review Project
• Review letter and forms
• Grant initial conceptual approval to
engage design professionals and/or a
capital campaign consultant
Request First Approval:
Initial Conceptual Approval
Step 3
Step 4
• CCSI to present Preliminary Drawings
to the Archbishop
Develop Preliminary Design
Request Second Approval:
Approval for Capital Campaign and
Detailed Drawings
Step 5
• Review letter and forms
• Grant approval to:
• Kick-off capital campaign
• Obtain detailed drawings and
cost estimate
Step 7
Secure Financing
• Review letter and forms
• Grant approval to begin construction
Request Final Approval:
Build Approval
Step 6
Finalize Design
Step 8
Step 9
Archdiocese of Atlanta
Office of Planning and Research
Construction Management
Acceptance and Dedication
Large Capital Process – Steps 3 and 4
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/
Archdiocese of Atlanta
Office of Planning and Research
12
Slide 2
Large Capital Process – Steps 3 and 4
Archdiocese of Atlanta
Large Capital Process
Step 3: Develop Preliminary Design
- What is CCSI?
- Step 3 Process Steps
Step 4: Request Second Approval
Archdiocese of Atlanta
Office of Planning and Research
Step 3 – Develop Preliminary Design
CCSI is NOT:
• The architect or one of the engineering firms that
What is Catholic Construction Services, Inc. (CCSI)?
•
Large Capital Process – Steps 3 and 4
•
CCSI is a separate legal entity that is owned by the Archdiocese.
• CCSI has its own Board of Directors
• Receives oversight from the Facilities Planning and
Construction Advisory Board
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.
CCSI works with/for both the parish and the Archbishop.
• CCSI acts as the representative of the Archbishop and the parish – all design consultants and
contractor agreements are drafted by CCSI with the input of the parish and the other party to the
agreement.
• Please see the next slide for detailed description of CCSI duties.
Key Terms:
• Owner of all Archdiocesan properties/facilities is “The Archbishop and/or His Successor in Office.”*
*N.B. Parish property belongs to the parish, but is titled in the name of the Archbishop.
• The Owner’s Representative is Catholic Construction Services, Inc. (hereafter, CCSI).
CCSI’s overall responsibility is to represent the Owner’s interests and perform the
Owner’s duties as required by the design and construction agreements that are
executed by the Owner.
• The Client is a Parish, Mission or School of the Archdiocese of Atlanta.
Archdiocese of Atlanta
Office of Planning and Research
2
Step 3 – Develop Preliminary Design
What are Owner’s Representative Services (CCSI Services)?
Large Capital Process – Steps 3 and 4
• 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
Archdiocese of Atlanta
Office of Planning and Research
3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Bid – Build
Option 1
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:
Legend:
Contractual Relationship
Flow of Work
1. Owner hires Architect/Master Planner
2. Architect designs building for Owner
3. General Contractors bid on completed
design
4. 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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
4
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Build
Option 2
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 start
Disadvantages:
Legend:
Contractual Relationship
Flow of Work
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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
5
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
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.
• 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)
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.
Third, issue the Request for Proposal (RFP) for
professional design assistance
• 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.
Archdiocese of Atlanta
Office of Planning and Research
6
Step 3
Step 3 – Develop Preliminary Design
Fourth, select the design professionals for the project
Large Capital Process – Steps 3 and 4
• CCSI will summarize the RFP responses from the candidates in a spreadsheet for
ease of candidate comparison.
• 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)
• 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
Archdiocese of Atlanta
Office of Planning and Research
7
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Fifth, develop the initial design and cost estimate
• 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)
• In addition to the architect/design team, other consultants may be needed to understand the design and cost
implications of a future project, including a land surveyor, geotechnical company and civil engineer.
• CCSI has a list of these consultants that can be called upon
• CCSI will take proposals, evaluate them and make recommendations prior to placing them under contract.
• CCSI will prepare the total projected development budget to be used by the parish in submitting the initial version of the
Financial Application for approval by the Archdiocese.
• If the preliminary design indicates that re-zoning or a special land use permit is required for the proposed Project, CCSI
will meet with County Representative and attend County hearings. CCSI will assist in the selection and draft agreements
with other consultants including zoning attorneys, traffic engineers, lighting consultants, acoustical engineers, etc.
Archdiocese of Atlanta
Office of Planning and Research
8
Step 3
Step 3 – Develop Preliminary Design
Sixth, plan your capital campaign (if needed)
Large Capital Process – Steps 3 and 4
Click for a helpful guide to running a
Capital Campaign.
Contact Steve Siler, Executive Director of
Stewardship for assistance with your
campaign.
• 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)
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:
Note: Please do
• Case Statement Worthy of Support
PLANNING PHASE
not start the capital
• Defined Group of Constituents
campaign until
• Solid Leadership
Second Approval is
• Plan of Action
obtained.
What you need to proceed:
Phase I:
Planning or Feasibility Study
Organization
Communications
Phase II:
Advanced Gifts Solicitation
Worker Recruitment
Phase III:
The Campaign
General Phase
Phase IV:
Follow-up
What you need to succeed:
A commitment to follow through on
a plan.
Archdiocese of Atlanta
Office of Planning and Research
9
Step 4
Step 4 – Request Second Approval
Large Capital Process – Steps 3 and 4
Request approval to develop detailed drawings and to
launch capital campaign
•
CCSI will present the preliminary design with the color renderings to the
Archbishop in advance of the Parish’s request for Second Approval
•
Now that the parish has developed a preliminary design and estimated
cost for the project and has completed planning for its capital campaign,
the final step in this stage is to request permission from the Archbishop to
move on to the next steps, namely, securing financing (Step 5) and final
design (Step 6).
• Cover letter from pastor
• Initial Financial Application
Second Approval Cover Letter:
Key points to include
1. Formal request for permission to
a. Begin Capital Campaign
and exempt campaign
funds
b. Obtain detail drawings and
cost estimate
2. Updated cost estimate
3. Capital Campaign target & timing
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.
Archdiocese of Atlanta
Office of Planning and Research
10
Overview of Large Capital Project Process
Step 2
Large Capital Process – Steps 3 and 4
Step 1
Define and Review Project
• Review letter and forms
• Grant initial conceptual approval to
engage design professionals and/or a
capital campaign consultant
Request First Approval:
Initial Conceptual Approval
Step 3
Step 4
• CCSI to present Preliminary Drawings
to the Archbishop
Develop Preliminary Design
Request Second Approval:
Approval for Capital Campaign and
Detailed Drawings
Step 5
• Review letter and forms
• Grant approval to:
• Kick-off capital campaign
• Obtain detailed drawings and
cost estimate
Step 7
Secure Financing
• Review letter and forms
• Grant approval to begin construction
Request Final Approval:
Build Approval
Step 6
Finalize Design
Step 8
Step 9
Archdiocese of Atlanta
Office of Planning and Research
Construction Management
Acceptance and Dedication
Large Capital Process – Steps 3 and 4
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/
Archdiocese of Atlanta
Office of Planning and Research
12
Slide 3
Large Capital Process – Steps 3 and 4
Archdiocese of Atlanta
Large Capital Process
Step 3: Develop Preliminary Design
- What is CCSI?
- Step 3 Process Steps
Step 4: Request Second Approval
Archdiocese of Atlanta
Office of Planning and Research
Step 3 – Develop Preliminary Design
CCSI is NOT:
• The architect or one of the engineering firms that
What is Catholic Construction Services, Inc. (CCSI)?
•
Large Capital Process – Steps 3 and 4
•
CCSI is a separate legal entity that is owned by the Archdiocese.
• CCSI has its own Board of Directors
• Receives oversight from the Facilities Planning and
Construction Advisory Board
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.
CCSI works with/for both the parish and the Archbishop.
• CCSI acts as the representative of the Archbishop and the parish – all design consultants and
contractor agreements are drafted by CCSI with the input of the parish and the other party to the
agreement.
• Please see the next slide for detailed description of CCSI duties.
Key Terms:
• Owner of all Archdiocesan properties/facilities is “The Archbishop and/or His Successor in Office.”*
*N.B. Parish property belongs to the parish, but is titled in the name of the Archbishop.
• The Owner’s Representative is Catholic Construction Services, Inc. (hereafter, CCSI).
CCSI’s overall responsibility is to represent the Owner’s interests and perform the
Owner’s duties as required by the design and construction agreements that are
executed by the Owner.
• The Client is a Parish, Mission or School of the Archdiocese of Atlanta.
Archdiocese of Atlanta
Office of Planning and Research
2
Step 3 – Develop Preliminary Design
What are Owner’s Representative Services (CCSI Services)?
Large Capital Process – Steps 3 and 4
• 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
Archdiocese of Atlanta
Office of Planning and Research
3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Bid – Build
Option 1
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:
Legend:
Contractual Relationship
Flow of Work
1. Owner hires Architect/Master Planner
2. Architect designs building for Owner
3. General Contractors bid on completed
design
4. 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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
4
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Build
Option 2
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 start
Disadvantages:
Legend:
Contractual Relationship
Flow of Work
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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
5
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
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.
• 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)
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.
Third, issue the Request for Proposal (RFP) for
professional design assistance
• 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.
Archdiocese of Atlanta
Office of Planning and Research
6
Step 3
Step 3 – Develop Preliminary Design
Fourth, select the design professionals for the project
Large Capital Process – Steps 3 and 4
• CCSI will summarize the RFP responses from the candidates in a spreadsheet for
ease of candidate comparison.
• 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)
• 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
Archdiocese of Atlanta
Office of Planning and Research
7
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Fifth, develop the initial design and cost estimate
• 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)
• In addition to the architect/design team, other consultants may be needed to understand the design and cost
implications of a future project, including a land surveyor, geotechnical company and civil engineer.
• CCSI has a list of these consultants that can be called upon
• CCSI will take proposals, evaluate them and make recommendations prior to placing them under contract.
• CCSI will prepare the total projected development budget to be used by the parish in submitting the initial version of the
Financial Application for approval by the Archdiocese.
• If the preliminary design indicates that re-zoning or a special land use permit is required for the proposed Project, CCSI
will meet with County Representative and attend County hearings. CCSI will assist in the selection and draft agreements
with other consultants including zoning attorneys, traffic engineers, lighting consultants, acoustical engineers, etc.
Archdiocese of Atlanta
Office of Planning and Research
8
Step 3
Step 3 – Develop Preliminary Design
Sixth, plan your capital campaign (if needed)
Large Capital Process – Steps 3 and 4
Click for a helpful guide to running a
Capital Campaign.
Contact Steve Siler, Executive Director of
Stewardship for assistance with your
campaign.
• 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)
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:
Note: Please do
• Case Statement Worthy of Support
PLANNING PHASE
not start the capital
• Defined Group of Constituents
campaign until
• Solid Leadership
Second Approval is
• Plan of Action
obtained.
What you need to proceed:
Phase I:
Planning or Feasibility Study
Organization
Communications
Phase II:
Advanced Gifts Solicitation
Worker Recruitment
Phase III:
The Campaign
General Phase
Phase IV:
Follow-up
What you need to succeed:
A commitment to follow through on
a plan.
Archdiocese of Atlanta
Office of Planning and Research
9
Step 4
Step 4 – Request Second Approval
Large Capital Process – Steps 3 and 4
Request approval to develop detailed drawings and to
launch capital campaign
•
CCSI will present the preliminary design with the color renderings to the
Archbishop in advance of the Parish’s request for Second Approval
•
Now that the parish has developed a preliminary design and estimated
cost for the project and has completed planning for its capital campaign,
the final step in this stage is to request permission from the Archbishop to
move on to the next steps, namely, securing financing (Step 5) and final
design (Step 6).
• Cover letter from pastor
• Initial Financial Application
Second Approval Cover Letter:
Key points to include
1. Formal request for permission to
a. Begin Capital Campaign
and exempt campaign
funds
b. Obtain detail drawings and
cost estimate
2. Updated cost estimate
3. Capital Campaign target & timing
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.
Archdiocese of Atlanta
Office of Planning and Research
10
Overview of Large Capital Project Process
Step 2
Large Capital Process – Steps 3 and 4
Step 1
Define and Review Project
• Review letter and forms
• Grant initial conceptual approval to
engage design professionals and/or a
capital campaign consultant
Request First Approval:
Initial Conceptual Approval
Step 3
Step 4
• CCSI to present Preliminary Drawings
to the Archbishop
Develop Preliminary Design
Request Second Approval:
Approval for Capital Campaign and
Detailed Drawings
Step 5
• Review letter and forms
• Grant approval to:
• Kick-off capital campaign
• Obtain detailed drawings and
cost estimate
Step 7
Secure Financing
• Review letter and forms
• Grant approval to begin construction
Request Final Approval:
Build Approval
Step 6
Finalize Design
Step 8
Step 9
Archdiocese of Atlanta
Office of Planning and Research
Construction Management
Acceptance and Dedication
Large Capital Process – Steps 3 and 4
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/
Archdiocese of Atlanta
Office of Planning and Research
12
Slide 4
Large Capital Process – Steps 3 and 4
Archdiocese of Atlanta
Large Capital Process
Step 3: Develop Preliminary Design
- What is CCSI?
- Step 3 Process Steps
Step 4: Request Second Approval
Archdiocese of Atlanta
Office of Planning and Research
Step 3 – Develop Preliminary Design
CCSI is NOT:
• The architect or one of the engineering firms that
What is Catholic Construction Services, Inc. (CCSI)?
•
Large Capital Process – Steps 3 and 4
•
CCSI is a separate legal entity that is owned by the Archdiocese.
• CCSI has its own Board of Directors
• Receives oversight from the Facilities Planning and
Construction Advisory Board
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.
CCSI works with/for both the parish and the Archbishop.
• CCSI acts as the representative of the Archbishop and the parish – all design consultants and
contractor agreements are drafted by CCSI with the input of the parish and the other party to the
agreement.
• Please see the next slide for detailed description of CCSI duties.
Key Terms:
• Owner of all Archdiocesan properties/facilities is “The Archbishop and/or His Successor in Office.”*
*N.B. Parish property belongs to the parish, but is titled in the name of the Archbishop.
• The Owner’s Representative is Catholic Construction Services, Inc. (hereafter, CCSI).
CCSI’s overall responsibility is to represent the Owner’s interests and perform the
Owner’s duties as required by the design and construction agreements that are
executed by the Owner.
• The Client is a Parish, Mission or School of the Archdiocese of Atlanta.
Archdiocese of Atlanta
Office of Planning and Research
2
Step 3 – Develop Preliminary Design
What are Owner’s Representative Services (CCSI Services)?
Large Capital Process – Steps 3 and 4
• 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
Archdiocese of Atlanta
Office of Planning and Research
3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Bid – Build
Option 1
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:
Legend:
Contractual Relationship
Flow of Work
1. Owner hires Architect/Master Planner
2. Architect designs building for Owner
3. General Contractors bid on completed
design
4. 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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
4
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Build
Option 2
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 start
Disadvantages:
Legend:
Contractual Relationship
Flow of Work
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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
5
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
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.
• 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)
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.
Third, issue the Request for Proposal (RFP) for
professional design assistance
• 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.
Archdiocese of Atlanta
Office of Planning and Research
6
Step 3
Step 3 – Develop Preliminary Design
Fourth, select the design professionals for the project
Large Capital Process – Steps 3 and 4
• CCSI will summarize the RFP responses from the candidates in a spreadsheet for
ease of candidate comparison.
• 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)
• 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
Archdiocese of Atlanta
Office of Planning and Research
7
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Fifth, develop the initial design and cost estimate
• 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)
• In addition to the architect/design team, other consultants may be needed to understand the design and cost
implications of a future project, including a land surveyor, geotechnical company and civil engineer.
• CCSI has a list of these consultants that can be called upon
• CCSI will take proposals, evaluate them and make recommendations prior to placing them under contract.
• CCSI will prepare the total projected development budget to be used by the parish in submitting the initial version of the
Financial Application for approval by the Archdiocese.
• If the preliminary design indicates that re-zoning or a special land use permit is required for the proposed Project, CCSI
will meet with County Representative and attend County hearings. CCSI will assist in the selection and draft agreements
with other consultants including zoning attorneys, traffic engineers, lighting consultants, acoustical engineers, etc.
Archdiocese of Atlanta
Office of Planning and Research
8
Step 3
Step 3 – Develop Preliminary Design
Sixth, plan your capital campaign (if needed)
Large Capital Process – Steps 3 and 4
Click for a helpful guide to running a
Capital Campaign.
Contact Steve Siler, Executive Director of
Stewardship for assistance with your
campaign.
• 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)
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:
Note: Please do
• Case Statement Worthy of Support
PLANNING PHASE
not start the capital
• Defined Group of Constituents
campaign until
• Solid Leadership
Second Approval is
• Plan of Action
obtained.
What you need to proceed:
Phase I:
Planning or Feasibility Study
Organization
Communications
Phase II:
Advanced Gifts Solicitation
Worker Recruitment
Phase III:
The Campaign
General Phase
Phase IV:
Follow-up
What you need to succeed:
A commitment to follow through on
a plan.
Archdiocese of Atlanta
Office of Planning and Research
9
Step 4
Step 4 – Request Second Approval
Large Capital Process – Steps 3 and 4
Request approval to develop detailed drawings and to
launch capital campaign
•
CCSI will present the preliminary design with the color renderings to the
Archbishop in advance of the Parish’s request for Second Approval
•
Now that the parish has developed a preliminary design and estimated
cost for the project and has completed planning for its capital campaign,
the final step in this stage is to request permission from the Archbishop to
move on to the next steps, namely, securing financing (Step 5) and final
design (Step 6).
• Cover letter from pastor
• Initial Financial Application
Second Approval Cover Letter:
Key points to include
1. Formal request for permission to
a. Begin Capital Campaign
and exempt campaign
funds
b. Obtain detail drawings and
cost estimate
2. Updated cost estimate
3. Capital Campaign target & timing
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.
Archdiocese of Atlanta
Office of Planning and Research
10
Overview of Large Capital Project Process
Step 2
Large Capital Process – Steps 3 and 4
Step 1
Define and Review Project
• Review letter and forms
• Grant initial conceptual approval to
engage design professionals and/or a
capital campaign consultant
Request First Approval:
Initial Conceptual Approval
Step 3
Step 4
• CCSI to present Preliminary Drawings
to the Archbishop
Develop Preliminary Design
Request Second Approval:
Approval for Capital Campaign and
Detailed Drawings
Step 5
• Review letter and forms
• Grant approval to:
• Kick-off capital campaign
• Obtain detailed drawings and
cost estimate
Step 7
Secure Financing
• Review letter and forms
• Grant approval to begin construction
Request Final Approval:
Build Approval
Step 6
Finalize Design
Step 8
Step 9
Archdiocese of Atlanta
Office of Planning and Research
Construction Management
Acceptance and Dedication
Large Capital Process – Steps 3 and 4
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/
Archdiocese of Atlanta
Office of Planning and Research
12
Slide 5
Large Capital Process – Steps 3 and 4
Archdiocese of Atlanta
Large Capital Process
Step 3: Develop Preliminary Design
- What is CCSI?
- Step 3 Process Steps
Step 4: Request Second Approval
Archdiocese of Atlanta
Office of Planning and Research
Step 3 – Develop Preliminary Design
CCSI is NOT:
• The architect or one of the engineering firms that
What is Catholic Construction Services, Inc. (CCSI)?
•
Large Capital Process – Steps 3 and 4
•
CCSI is a separate legal entity that is owned by the Archdiocese.
• CCSI has its own Board of Directors
• Receives oversight from the Facilities Planning and
Construction Advisory Board
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.
CCSI works with/for both the parish and the Archbishop.
• CCSI acts as the representative of the Archbishop and the parish – all design consultants and
contractor agreements are drafted by CCSI with the input of the parish and the other party to the
agreement.
• Please see the next slide for detailed description of CCSI duties.
Key Terms:
• Owner of all Archdiocesan properties/facilities is “The Archbishop and/or His Successor in Office.”*
*N.B. Parish property belongs to the parish, but is titled in the name of the Archbishop.
• The Owner’s Representative is Catholic Construction Services, Inc. (hereafter, CCSI).
CCSI’s overall responsibility is to represent the Owner’s interests and perform the
Owner’s duties as required by the design and construction agreements that are
executed by the Owner.
• The Client is a Parish, Mission or School of the Archdiocese of Atlanta.
Archdiocese of Atlanta
Office of Planning and Research
2
Step 3 – Develop Preliminary Design
What are Owner’s Representative Services (CCSI Services)?
Large Capital Process – Steps 3 and 4
• 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
Archdiocese of Atlanta
Office of Planning and Research
3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Bid – Build
Option 1
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:
Legend:
Contractual Relationship
Flow of Work
1. Owner hires Architect/Master Planner
2. Architect designs building for Owner
3. General Contractors bid on completed
design
4. 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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
4
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Build
Option 2
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 start
Disadvantages:
Legend:
Contractual Relationship
Flow of Work
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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
5
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
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.
• 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)
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.
Third, issue the Request for Proposal (RFP) for
professional design assistance
• 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.
Archdiocese of Atlanta
Office of Planning and Research
6
Step 3
Step 3 – Develop Preliminary Design
Fourth, select the design professionals for the project
Large Capital Process – Steps 3 and 4
• CCSI will summarize the RFP responses from the candidates in a spreadsheet for
ease of candidate comparison.
• 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)
• 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
Archdiocese of Atlanta
Office of Planning and Research
7
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Fifth, develop the initial design and cost estimate
• 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)
• In addition to the architect/design team, other consultants may be needed to understand the design and cost
implications of a future project, including a land surveyor, geotechnical company and civil engineer.
• CCSI has a list of these consultants that can be called upon
• CCSI will take proposals, evaluate them and make recommendations prior to placing them under contract.
• CCSI will prepare the total projected development budget to be used by the parish in submitting the initial version of the
Financial Application for approval by the Archdiocese.
• If the preliminary design indicates that re-zoning or a special land use permit is required for the proposed Project, CCSI
will meet with County Representative and attend County hearings. CCSI will assist in the selection and draft agreements
with other consultants including zoning attorneys, traffic engineers, lighting consultants, acoustical engineers, etc.
Archdiocese of Atlanta
Office of Planning and Research
8
Step 3
Step 3 – Develop Preliminary Design
Sixth, plan your capital campaign (if needed)
Large Capital Process – Steps 3 and 4
Click for a helpful guide to running a
Capital Campaign.
Contact Steve Siler, Executive Director of
Stewardship for assistance with your
campaign.
• 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)
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:
Note: Please do
• Case Statement Worthy of Support
PLANNING PHASE
not start the capital
• Defined Group of Constituents
campaign until
• Solid Leadership
Second Approval is
• Plan of Action
obtained.
What you need to proceed:
Phase I:
Planning or Feasibility Study
Organization
Communications
Phase II:
Advanced Gifts Solicitation
Worker Recruitment
Phase III:
The Campaign
General Phase
Phase IV:
Follow-up
What you need to succeed:
A commitment to follow through on
a plan.
Archdiocese of Atlanta
Office of Planning and Research
9
Step 4
Step 4 – Request Second Approval
Large Capital Process – Steps 3 and 4
Request approval to develop detailed drawings and to
launch capital campaign
•
CCSI will present the preliminary design with the color renderings to the
Archbishop in advance of the Parish’s request for Second Approval
•
Now that the parish has developed a preliminary design and estimated
cost for the project and has completed planning for its capital campaign,
the final step in this stage is to request permission from the Archbishop to
move on to the next steps, namely, securing financing (Step 5) and final
design (Step 6).
• Cover letter from pastor
• Initial Financial Application
Second Approval Cover Letter:
Key points to include
1. Formal request for permission to
a. Begin Capital Campaign
and exempt campaign
funds
b. Obtain detail drawings and
cost estimate
2. Updated cost estimate
3. Capital Campaign target & timing
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.
Archdiocese of Atlanta
Office of Planning and Research
10
Overview of Large Capital Project Process
Step 2
Large Capital Process – Steps 3 and 4
Step 1
Define and Review Project
• Review letter and forms
• Grant initial conceptual approval to
engage design professionals and/or a
capital campaign consultant
Request First Approval:
Initial Conceptual Approval
Step 3
Step 4
• CCSI to present Preliminary Drawings
to the Archbishop
Develop Preliminary Design
Request Second Approval:
Approval for Capital Campaign and
Detailed Drawings
Step 5
• Review letter and forms
• Grant approval to:
• Kick-off capital campaign
• Obtain detailed drawings and
cost estimate
Step 7
Secure Financing
• Review letter and forms
• Grant approval to begin construction
Request Final Approval:
Build Approval
Step 6
Finalize Design
Step 8
Step 9
Archdiocese of Atlanta
Office of Planning and Research
Construction Management
Acceptance and Dedication
Large Capital Process – Steps 3 and 4
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/
Archdiocese of Atlanta
Office of Planning and Research
12
Slide 6
Large Capital Process – Steps 3 and 4
Archdiocese of Atlanta
Large Capital Process
Step 3: Develop Preliminary Design
- What is CCSI?
- Step 3 Process Steps
Step 4: Request Second Approval
Archdiocese of Atlanta
Office of Planning and Research
Step 3 – Develop Preliminary Design
CCSI is NOT:
• The architect or one of the engineering firms that
What is Catholic Construction Services, Inc. (CCSI)?
•
Large Capital Process – Steps 3 and 4
•
CCSI is a separate legal entity that is owned by the Archdiocese.
• CCSI has its own Board of Directors
• Receives oversight from the Facilities Planning and
Construction Advisory Board
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.
CCSI works with/for both the parish and the Archbishop.
• CCSI acts as the representative of the Archbishop and the parish – all design consultants and
contractor agreements are drafted by CCSI with the input of the parish and the other party to the
agreement.
• Please see the next slide for detailed description of CCSI duties.
Key Terms:
• Owner of all Archdiocesan properties/facilities is “The Archbishop and/or His Successor in Office.”*
*N.B. Parish property belongs to the parish, but is titled in the name of the Archbishop.
• The Owner’s Representative is Catholic Construction Services, Inc. (hereafter, CCSI).
CCSI’s overall responsibility is to represent the Owner’s interests and perform the
Owner’s duties as required by the design and construction agreements that are
executed by the Owner.
• The Client is a Parish, Mission or School of the Archdiocese of Atlanta.
Archdiocese of Atlanta
Office of Planning and Research
2
Step 3 – Develop Preliminary Design
What are Owner’s Representative Services (CCSI Services)?
Large Capital Process – Steps 3 and 4
• 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
Archdiocese of Atlanta
Office of Planning and Research
3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Bid – Build
Option 1
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:
Legend:
Contractual Relationship
Flow of Work
1. Owner hires Architect/Master Planner
2. Architect designs building for Owner
3. General Contractors bid on completed
design
4. 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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
4
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Build
Option 2
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 start
Disadvantages:
Legend:
Contractual Relationship
Flow of Work
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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
5
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
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.
• 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)
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.
Third, issue the Request for Proposal (RFP) for
professional design assistance
• 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.
Archdiocese of Atlanta
Office of Planning and Research
6
Step 3
Step 3 – Develop Preliminary Design
Fourth, select the design professionals for the project
Large Capital Process – Steps 3 and 4
• CCSI will summarize the RFP responses from the candidates in a spreadsheet for
ease of candidate comparison.
• 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)
• 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
Archdiocese of Atlanta
Office of Planning and Research
7
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Fifth, develop the initial design and cost estimate
• 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)
• In addition to the architect/design team, other consultants may be needed to understand the design and cost
implications of a future project, including a land surveyor, geotechnical company and civil engineer.
• CCSI has a list of these consultants that can be called upon
• CCSI will take proposals, evaluate them and make recommendations prior to placing them under contract.
• CCSI will prepare the total projected development budget to be used by the parish in submitting the initial version of the
Financial Application for approval by the Archdiocese.
• If the preliminary design indicates that re-zoning or a special land use permit is required for the proposed Project, CCSI
will meet with County Representative and attend County hearings. CCSI will assist in the selection and draft agreements
with other consultants including zoning attorneys, traffic engineers, lighting consultants, acoustical engineers, etc.
Archdiocese of Atlanta
Office of Planning and Research
8
Step 3
Step 3 – Develop Preliminary Design
Sixth, plan your capital campaign (if needed)
Large Capital Process – Steps 3 and 4
Click for a helpful guide to running a
Capital Campaign.
Contact Steve Siler, Executive Director of
Stewardship for assistance with your
campaign.
• 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)
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:
Note: Please do
• Case Statement Worthy of Support
PLANNING PHASE
not start the capital
• Defined Group of Constituents
campaign until
• Solid Leadership
Second Approval is
• Plan of Action
obtained.
What you need to proceed:
Phase I:
Planning or Feasibility Study
Organization
Communications
Phase II:
Advanced Gifts Solicitation
Worker Recruitment
Phase III:
The Campaign
General Phase
Phase IV:
Follow-up
What you need to succeed:
A commitment to follow through on
a plan.
Archdiocese of Atlanta
Office of Planning and Research
9
Step 4
Step 4 – Request Second Approval
Large Capital Process – Steps 3 and 4
Request approval to develop detailed drawings and to
launch capital campaign
•
CCSI will present the preliminary design with the color renderings to the
Archbishop in advance of the Parish’s request for Second Approval
•
Now that the parish has developed a preliminary design and estimated
cost for the project and has completed planning for its capital campaign,
the final step in this stage is to request permission from the Archbishop to
move on to the next steps, namely, securing financing (Step 5) and final
design (Step 6).
• Cover letter from pastor
• Initial Financial Application
Second Approval Cover Letter:
Key points to include
1. Formal request for permission to
a. Begin Capital Campaign
and exempt campaign
funds
b. Obtain detail drawings and
cost estimate
2. Updated cost estimate
3. Capital Campaign target & timing
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.
Archdiocese of Atlanta
Office of Planning and Research
10
Overview of Large Capital Project Process
Step 2
Large Capital Process – Steps 3 and 4
Step 1
Define and Review Project
• Review letter and forms
• Grant initial conceptual approval to
engage design professionals and/or a
capital campaign consultant
Request First Approval:
Initial Conceptual Approval
Step 3
Step 4
• CCSI to present Preliminary Drawings
to the Archbishop
Develop Preliminary Design
Request Second Approval:
Approval for Capital Campaign and
Detailed Drawings
Step 5
• Review letter and forms
• Grant approval to:
• Kick-off capital campaign
• Obtain detailed drawings and
cost estimate
Step 7
Secure Financing
• Review letter and forms
• Grant approval to begin construction
Request Final Approval:
Build Approval
Step 6
Finalize Design
Step 8
Step 9
Archdiocese of Atlanta
Office of Planning and Research
Construction Management
Acceptance and Dedication
Large Capital Process – Steps 3 and 4
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/
Archdiocese of Atlanta
Office of Planning and Research
12
Slide 7
Large Capital Process – Steps 3 and 4
Archdiocese of Atlanta
Large Capital Process
Step 3: Develop Preliminary Design
- What is CCSI?
- Step 3 Process Steps
Step 4: Request Second Approval
Archdiocese of Atlanta
Office of Planning and Research
Step 3 – Develop Preliminary Design
CCSI is NOT:
• The architect or one of the engineering firms that
What is Catholic Construction Services, Inc. (CCSI)?
•
Large Capital Process – Steps 3 and 4
•
CCSI is a separate legal entity that is owned by the Archdiocese.
• CCSI has its own Board of Directors
• Receives oversight from the Facilities Planning and
Construction Advisory Board
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.
CCSI works with/for both the parish and the Archbishop.
• CCSI acts as the representative of the Archbishop and the parish – all design consultants and
contractor agreements are drafted by CCSI with the input of the parish and the other party to the
agreement.
• Please see the next slide for detailed description of CCSI duties.
Key Terms:
• Owner of all Archdiocesan properties/facilities is “The Archbishop and/or His Successor in Office.”*
*N.B. Parish property belongs to the parish, but is titled in the name of the Archbishop.
• The Owner’s Representative is Catholic Construction Services, Inc. (hereafter, CCSI).
CCSI’s overall responsibility is to represent the Owner’s interests and perform the
Owner’s duties as required by the design and construction agreements that are
executed by the Owner.
• The Client is a Parish, Mission or School of the Archdiocese of Atlanta.
Archdiocese of Atlanta
Office of Planning and Research
2
Step 3 – Develop Preliminary Design
What are Owner’s Representative Services (CCSI Services)?
Large Capital Process – Steps 3 and 4
• 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
Archdiocese of Atlanta
Office of Planning and Research
3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Bid – Build
Option 1
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:
Legend:
Contractual Relationship
Flow of Work
1. Owner hires Architect/Master Planner
2. Architect designs building for Owner
3. General Contractors bid on completed
design
4. 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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
4
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Build
Option 2
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 start
Disadvantages:
Legend:
Contractual Relationship
Flow of Work
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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
5
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
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.
• 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)
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.
Third, issue the Request for Proposal (RFP) for
professional design assistance
• 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.
Archdiocese of Atlanta
Office of Planning and Research
6
Step 3
Step 3 – Develop Preliminary Design
Fourth, select the design professionals for the project
Large Capital Process – Steps 3 and 4
• CCSI will summarize the RFP responses from the candidates in a spreadsheet for
ease of candidate comparison.
• 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)
• 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
Archdiocese of Atlanta
Office of Planning and Research
7
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Fifth, develop the initial design and cost estimate
• 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)
• In addition to the architect/design team, other consultants may be needed to understand the design and cost
implications of a future project, including a land surveyor, geotechnical company and civil engineer.
• CCSI has a list of these consultants that can be called upon
• CCSI will take proposals, evaluate them and make recommendations prior to placing them under contract.
• CCSI will prepare the total projected development budget to be used by the parish in submitting the initial version of the
Financial Application for approval by the Archdiocese.
• If the preliminary design indicates that re-zoning or a special land use permit is required for the proposed Project, CCSI
will meet with County Representative and attend County hearings. CCSI will assist in the selection and draft agreements
with other consultants including zoning attorneys, traffic engineers, lighting consultants, acoustical engineers, etc.
Archdiocese of Atlanta
Office of Planning and Research
8
Step 3
Step 3 – Develop Preliminary Design
Sixth, plan your capital campaign (if needed)
Large Capital Process – Steps 3 and 4
Click for a helpful guide to running a
Capital Campaign.
Contact Steve Siler, Executive Director of
Stewardship for assistance with your
campaign.
• 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)
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:
Note: Please do
• Case Statement Worthy of Support
PLANNING PHASE
not start the capital
• Defined Group of Constituents
campaign until
• Solid Leadership
Second Approval is
• Plan of Action
obtained.
What you need to proceed:
Phase I:
Planning or Feasibility Study
Organization
Communications
Phase II:
Advanced Gifts Solicitation
Worker Recruitment
Phase III:
The Campaign
General Phase
Phase IV:
Follow-up
What you need to succeed:
A commitment to follow through on
a plan.
Archdiocese of Atlanta
Office of Planning and Research
9
Step 4
Step 4 – Request Second Approval
Large Capital Process – Steps 3 and 4
Request approval to develop detailed drawings and to
launch capital campaign
•
CCSI will present the preliminary design with the color renderings to the
Archbishop in advance of the Parish’s request for Second Approval
•
Now that the parish has developed a preliminary design and estimated
cost for the project and has completed planning for its capital campaign,
the final step in this stage is to request permission from the Archbishop to
move on to the next steps, namely, securing financing (Step 5) and final
design (Step 6).
• Cover letter from pastor
• Initial Financial Application
Second Approval Cover Letter:
Key points to include
1. Formal request for permission to
a. Begin Capital Campaign
and exempt campaign
funds
b. Obtain detail drawings and
cost estimate
2. Updated cost estimate
3. Capital Campaign target & timing
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.
Archdiocese of Atlanta
Office of Planning and Research
10
Overview of Large Capital Project Process
Step 2
Large Capital Process – Steps 3 and 4
Step 1
Define and Review Project
• Review letter and forms
• Grant initial conceptual approval to
engage design professionals and/or a
capital campaign consultant
Request First Approval:
Initial Conceptual Approval
Step 3
Step 4
• CCSI to present Preliminary Drawings
to the Archbishop
Develop Preliminary Design
Request Second Approval:
Approval for Capital Campaign and
Detailed Drawings
Step 5
• Review letter and forms
• Grant approval to:
• Kick-off capital campaign
• Obtain detailed drawings and
cost estimate
Step 7
Secure Financing
• Review letter and forms
• Grant approval to begin construction
Request Final Approval:
Build Approval
Step 6
Finalize Design
Step 8
Step 9
Archdiocese of Atlanta
Office of Planning and Research
Construction Management
Acceptance and Dedication
Large Capital Process – Steps 3 and 4
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/
Archdiocese of Atlanta
Office of Planning and Research
12
Slide 8
Large Capital Process – Steps 3 and 4
Archdiocese of Atlanta
Large Capital Process
Step 3: Develop Preliminary Design
- What is CCSI?
- Step 3 Process Steps
Step 4: Request Second Approval
Archdiocese of Atlanta
Office of Planning and Research
Step 3 – Develop Preliminary Design
CCSI is NOT:
• The architect or one of the engineering firms that
What is Catholic Construction Services, Inc. (CCSI)?
•
Large Capital Process – Steps 3 and 4
•
CCSI is a separate legal entity that is owned by the Archdiocese.
• CCSI has its own Board of Directors
• Receives oversight from the Facilities Planning and
Construction Advisory Board
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.
CCSI works with/for both the parish and the Archbishop.
• CCSI acts as the representative of the Archbishop and the parish – all design consultants and
contractor agreements are drafted by CCSI with the input of the parish and the other party to the
agreement.
• Please see the next slide for detailed description of CCSI duties.
Key Terms:
• Owner of all Archdiocesan properties/facilities is “The Archbishop and/or His Successor in Office.”*
*N.B. Parish property belongs to the parish, but is titled in the name of the Archbishop.
• The Owner’s Representative is Catholic Construction Services, Inc. (hereafter, CCSI).
CCSI’s overall responsibility is to represent the Owner’s interests and perform the
Owner’s duties as required by the design and construction agreements that are
executed by the Owner.
• The Client is a Parish, Mission or School of the Archdiocese of Atlanta.
Archdiocese of Atlanta
Office of Planning and Research
2
Step 3 – Develop Preliminary Design
What are Owner’s Representative Services (CCSI Services)?
Large Capital Process – Steps 3 and 4
• 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
Archdiocese of Atlanta
Office of Planning and Research
3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Bid – Build
Option 1
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:
Legend:
Contractual Relationship
Flow of Work
1. Owner hires Architect/Master Planner
2. Architect designs building for Owner
3. General Contractors bid on completed
design
4. 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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
4
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Build
Option 2
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 start
Disadvantages:
Legend:
Contractual Relationship
Flow of Work
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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
5
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
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.
• 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)
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.
Third, issue the Request for Proposal (RFP) for
professional design assistance
• 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.
Archdiocese of Atlanta
Office of Planning and Research
6
Step 3
Step 3 – Develop Preliminary Design
Fourth, select the design professionals for the project
Large Capital Process – Steps 3 and 4
• CCSI will summarize the RFP responses from the candidates in a spreadsheet for
ease of candidate comparison.
• 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)
• 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
Archdiocese of Atlanta
Office of Planning and Research
7
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Fifth, develop the initial design and cost estimate
• 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)
• In addition to the architect/design team, other consultants may be needed to understand the design and cost
implications of a future project, including a land surveyor, geotechnical company and civil engineer.
• CCSI has a list of these consultants that can be called upon
• CCSI will take proposals, evaluate them and make recommendations prior to placing them under contract.
• CCSI will prepare the total projected development budget to be used by the parish in submitting the initial version of the
Financial Application for approval by the Archdiocese.
• If the preliminary design indicates that re-zoning or a special land use permit is required for the proposed Project, CCSI
will meet with County Representative and attend County hearings. CCSI will assist in the selection and draft agreements
with other consultants including zoning attorneys, traffic engineers, lighting consultants, acoustical engineers, etc.
Archdiocese of Atlanta
Office of Planning and Research
8
Step 3
Step 3 – Develop Preliminary Design
Sixth, plan your capital campaign (if needed)
Large Capital Process – Steps 3 and 4
Click for a helpful guide to running a
Capital Campaign.
Contact Steve Siler, Executive Director of
Stewardship for assistance with your
campaign.
• 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)
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:
Note: Please do
• Case Statement Worthy of Support
PLANNING PHASE
not start the capital
• Defined Group of Constituents
campaign until
• Solid Leadership
Second Approval is
• Plan of Action
obtained.
What you need to proceed:
Phase I:
Planning or Feasibility Study
Organization
Communications
Phase II:
Advanced Gifts Solicitation
Worker Recruitment
Phase III:
The Campaign
General Phase
Phase IV:
Follow-up
What you need to succeed:
A commitment to follow through on
a plan.
Archdiocese of Atlanta
Office of Planning and Research
9
Step 4
Step 4 – Request Second Approval
Large Capital Process – Steps 3 and 4
Request approval to develop detailed drawings and to
launch capital campaign
•
CCSI will present the preliminary design with the color renderings to the
Archbishop in advance of the Parish’s request for Second Approval
•
Now that the parish has developed a preliminary design and estimated
cost for the project and has completed planning for its capital campaign,
the final step in this stage is to request permission from the Archbishop to
move on to the next steps, namely, securing financing (Step 5) and final
design (Step 6).
• Cover letter from pastor
• Initial Financial Application
Second Approval Cover Letter:
Key points to include
1. Formal request for permission to
a. Begin Capital Campaign
and exempt campaign
funds
b. Obtain detail drawings and
cost estimate
2. Updated cost estimate
3. Capital Campaign target & timing
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.
Archdiocese of Atlanta
Office of Planning and Research
10
Overview of Large Capital Project Process
Step 2
Large Capital Process – Steps 3 and 4
Step 1
Define and Review Project
• Review letter and forms
• Grant initial conceptual approval to
engage design professionals and/or a
capital campaign consultant
Request First Approval:
Initial Conceptual Approval
Step 3
Step 4
• CCSI to present Preliminary Drawings
to the Archbishop
Develop Preliminary Design
Request Second Approval:
Approval for Capital Campaign and
Detailed Drawings
Step 5
• Review letter and forms
• Grant approval to:
• Kick-off capital campaign
• Obtain detailed drawings and
cost estimate
Step 7
Secure Financing
• Review letter and forms
• Grant approval to begin construction
Request Final Approval:
Build Approval
Step 6
Finalize Design
Step 8
Step 9
Archdiocese of Atlanta
Office of Planning and Research
Construction Management
Acceptance and Dedication
Large Capital Process – Steps 3 and 4
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/
Archdiocese of Atlanta
Office of Planning and Research
12
Slide 9
Large Capital Process – Steps 3 and 4
Archdiocese of Atlanta
Large Capital Process
Step 3: Develop Preliminary Design
- What is CCSI?
- Step 3 Process Steps
Step 4: Request Second Approval
Archdiocese of Atlanta
Office of Planning and Research
Step 3 – Develop Preliminary Design
CCSI is NOT:
• The architect or one of the engineering firms that
What is Catholic Construction Services, Inc. (CCSI)?
•
Large Capital Process – Steps 3 and 4
•
CCSI is a separate legal entity that is owned by the Archdiocese.
• CCSI has its own Board of Directors
• Receives oversight from the Facilities Planning and
Construction Advisory Board
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.
CCSI works with/for both the parish and the Archbishop.
• CCSI acts as the representative of the Archbishop and the parish – all design consultants and
contractor agreements are drafted by CCSI with the input of the parish and the other party to the
agreement.
• Please see the next slide for detailed description of CCSI duties.
Key Terms:
• Owner of all Archdiocesan properties/facilities is “The Archbishop and/or His Successor in Office.”*
*N.B. Parish property belongs to the parish, but is titled in the name of the Archbishop.
• The Owner’s Representative is Catholic Construction Services, Inc. (hereafter, CCSI).
CCSI’s overall responsibility is to represent the Owner’s interests and perform the
Owner’s duties as required by the design and construction agreements that are
executed by the Owner.
• The Client is a Parish, Mission or School of the Archdiocese of Atlanta.
Archdiocese of Atlanta
Office of Planning and Research
2
Step 3 – Develop Preliminary Design
What are Owner’s Representative Services (CCSI Services)?
Large Capital Process – Steps 3 and 4
• 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
Archdiocese of Atlanta
Office of Planning and Research
3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Bid – Build
Option 1
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:
Legend:
Contractual Relationship
Flow of Work
1. Owner hires Architect/Master Planner
2. Architect designs building for Owner
3. General Contractors bid on completed
design
4. 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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
4
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Build
Option 2
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 start
Disadvantages:
Legend:
Contractual Relationship
Flow of Work
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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
5
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
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.
• 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)
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.
Third, issue the Request for Proposal (RFP) for
professional design assistance
• 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.
Archdiocese of Atlanta
Office of Planning and Research
6
Step 3
Step 3 – Develop Preliminary Design
Fourth, select the design professionals for the project
Large Capital Process – Steps 3 and 4
• CCSI will summarize the RFP responses from the candidates in a spreadsheet for
ease of candidate comparison.
• 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)
• 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
Archdiocese of Atlanta
Office of Planning and Research
7
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Fifth, develop the initial design and cost estimate
• 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)
• In addition to the architect/design team, other consultants may be needed to understand the design and cost
implications of a future project, including a land surveyor, geotechnical company and civil engineer.
• CCSI has a list of these consultants that can be called upon
• CCSI will take proposals, evaluate them and make recommendations prior to placing them under contract.
• CCSI will prepare the total projected development budget to be used by the parish in submitting the initial version of the
Financial Application for approval by the Archdiocese.
• If the preliminary design indicates that re-zoning or a special land use permit is required for the proposed Project, CCSI
will meet with County Representative and attend County hearings. CCSI will assist in the selection and draft agreements
with other consultants including zoning attorneys, traffic engineers, lighting consultants, acoustical engineers, etc.
Archdiocese of Atlanta
Office of Planning and Research
8
Step 3
Step 3 – Develop Preliminary Design
Sixth, plan your capital campaign (if needed)
Large Capital Process – Steps 3 and 4
Click for a helpful guide to running a
Capital Campaign.
Contact Steve Siler, Executive Director of
Stewardship for assistance with your
campaign.
• 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)
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:
Note: Please do
• Case Statement Worthy of Support
PLANNING PHASE
not start the capital
• Defined Group of Constituents
campaign until
• Solid Leadership
Second Approval is
• Plan of Action
obtained.
What you need to proceed:
Phase I:
Planning or Feasibility Study
Organization
Communications
Phase II:
Advanced Gifts Solicitation
Worker Recruitment
Phase III:
The Campaign
General Phase
Phase IV:
Follow-up
What you need to succeed:
A commitment to follow through on
a plan.
Archdiocese of Atlanta
Office of Planning and Research
9
Step 4
Step 4 – Request Second Approval
Large Capital Process – Steps 3 and 4
Request approval to develop detailed drawings and to
launch capital campaign
•
CCSI will present the preliminary design with the color renderings to the
Archbishop in advance of the Parish’s request for Second Approval
•
Now that the parish has developed a preliminary design and estimated
cost for the project and has completed planning for its capital campaign,
the final step in this stage is to request permission from the Archbishop to
move on to the next steps, namely, securing financing (Step 5) and final
design (Step 6).
• Cover letter from pastor
• Initial Financial Application
Second Approval Cover Letter:
Key points to include
1. Formal request for permission to
a. Begin Capital Campaign
and exempt campaign
funds
b. Obtain detail drawings and
cost estimate
2. Updated cost estimate
3. Capital Campaign target & timing
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.
Archdiocese of Atlanta
Office of Planning and Research
10
Overview of Large Capital Project Process
Step 2
Large Capital Process – Steps 3 and 4
Step 1
Define and Review Project
• Review letter and forms
• Grant initial conceptual approval to
engage design professionals and/or a
capital campaign consultant
Request First Approval:
Initial Conceptual Approval
Step 3
Step 4
• CCSI to present Preliminary Drawings
to the Archbishop
Develop Preliminary Design
Request Second Approval:
Approval for Capital Campaign and
Detailed Drawings
Step 5
• Review letter and forms
• Grant approval to:
• Kick-off capital campaign
• Obtain detailed drawings and
cost estimate
Step 7
Secure Financing
• Review letter and forms
• Grant approval to begin construction
Request Final Approval:
Build Approval
Step 6
Finalize Design
Step 8
Step 9
Archdiocese of Atlanta
Office of Planning and Research
Construction Management
Acceptance and Dedication
Large Capital Process – Steps 3 and 4
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/
Archdiocese of Atlanta
Office of Planning and Research
12
Slide 10
Large Capital Process – Steps 3 and 4
Archdiocese of Atlanta
Large Capital Process
Step 3: Develop Preliminary Design
- What is CCSI?
- Step 3 Process Steps
Step 4: Request Second Approval
Archdiocese of Atlanta
Office of Planning and Research
Step 3 – Develop Preliminary Design
CCSI is NOT:
• The architect or one of the engineering firms that
What is Catholic Construction Services, Inc. (CCSI)?
•
Large Capital Process – Steps 3 and 4
•
CCSI is a separate legal entity that is owned by the Archdiocese.
• CCSI has its own Board of Directors
• Receives oversight from the Facilities Planning and
Construction Advisory Board
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.
CCSI works with/for both the parish and the Archbishop.
• CCSI acts as the representative of the Archbishop and the parish – all design consultants and
contractor agreements are drafted by CCSI with the input of the parish and the other party to the
agreement.
• Please see the next slide for detailed description of CCSI duties.
Key Terms:
• Owner of all Archdiocesan properties/facilities is “The Archbishop and/or His Successor in Office.”*
*N.B. Parish property belongs to the parish, but is titled in the name of the Archbishop.
• The Owner’s Representative is Catholic Construction Services, Inc. (hereafter, CCSI).
CCSI’s overall responsibility is to represent the Owner’s interests and perform the
Owner’s duties as required by the design and construction agreements that are
executed by the Owner.
• The Client is a Parish, Mission or School of the Archdiocese of Atlanta.
Archdiocese of Atlanta
Office of Planning and Research
2
Step 3 – Develop Preliminary Design
What are Owner’s Representative Services (CCSI Services)?
Large Capital Process – Steps 3 and 4
• 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
Archdiocese of Atlanta
Office of Planning and Research
3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Bid – Build
Option 1
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:
Legend:
Contractual Relationship
Flow of Work
1. Owner hires Architect/Master Planner
2. Architect designs building for Owner
3. General Contractors bid on completed
design
4. 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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
4
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Build
Option 2
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 start
Disadvantages:
Legend:
Contractual Relationship
Flow of Work
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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
5
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
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.
• 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)
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.
Third, issue the Request for Proposal (RFP) for
professional design assistance
• 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.
Archdiocese of Atlanta
Office of Planning and Research
6
Step 3
Step 3 – Develop Preliminary Design
Fourth, select the design professionals for the project
Large Capital Process – Steps 3 and 4
• CCSI will summarize the RFP responses from the candidates in a spreadsheet for
ease of candidate comparison.
• 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)
• 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
Archdiocese of Atlanta
Office of Planning and Research
7
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Fifth, develop the initial design and cost estimate
• 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)
• In addition to the architect/design team, other consultants may be needed to understand the design and cost
implications of a future project, including a land surveyor, geotechnical company and civil engineer.
• CCSI has a list of these consultants that can be called upon
• CCSI will take proposals, evaluate them and make recommendations prior to placing them under contract.
• CCSI will prepare the total projected development budget to be used by the parish in submitting the initial version of the
Financial Application for approval by the Archdiocese.
• If the preliminary design indicates that re-zoning or a special land use permit is required for the proposed Project, CCSI
will meet with County Representative and attend County hearings. CCSI will assist in the selection and draft agreements
with other consultants including zoning attorneys, traffic engineers, lighting consultants, acoustical engineers, etc.
Archdiocese of Atlanta
Office of Planning and Research
8
Step 3
Step 3 – Develop Preliminary Design
Sixth, plan your capital campaign (if needed)
Large Capital Process – Steps 3 and 4
Click for a helpful guide to running a
Capital Campaign.
Contact Steve Siler, Executive Director of
Stewardship for assistance with your
campaign.
• 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)
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:
Note: Please do
• Case Statement Worthy of Support
PLANNING PHASE
not start the capital
• Defined Group of Constituents
campaign until
• Solid Leadership
Second Approval is
• Plan of Action
obtained.
What you need to proceed:
Phase I:
Planning or Feasibility Study
Organization
Communications
Phase II:
Advanced Gifts Solicitation
Worker Recruitment
Phase III:
The Campaign
General Phase
Phase IV:
Follow-up
What you need to succeed:
A commitment to follow through on
a plan.
Archdiocese of Atlanta
Office of Planning and Research
9
Step 4
Step 4 – Request Second Approval
Large Capital Process – Steps 3 and 4
Request approval to develop detailed drawings and to
launch capital campaign
•
CCSI will present the preliminary design with the color renderings to the
Archbishop in advance of the Parish’s request for Second Approval
•
Now that the parish has developed a preliminary design and estimated
cost for the project and has completed planning for its capital campaign,
the final step in this stage is to request permission from the Archbishop to
move on to the next steps, namely, securing financing (Step 5) and final
design (Step 6).
• Cover letter from pastor
• Initial Financial Application
Second Approval Cover Letter:
Key points to include
1. Formal request for permission to
a. Begin Capital Campaign
and exempt campaign
funds
b. Obtain detail drawings and
cost estimate
2. Updated cost estimate
3. Capital Campaign target & timing
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.
Archdiocese of Atlanta
Office of Planning and Research
10
Overview of Large Capital Project Process
Step 2
Large Capital Process – Steps 3 and 4
Step 1
Define and Review Project
• Review letter and forms
• Grant initial conceptual approval to
engage design professionals and/or a
capital campaign consultant
Request First Approval:
Initial Conceptual Approval
Step 3
Step 4
• CCSI to present Preliminary Drawings
to the Archbishop
Develop Preliminary Design
Request Second Approval:
Approval for Capital Campaign and
Detailed Drawings
Step 5
• Review letter and forms
• Grant approval to:
• Kick-off capital campaign
• Obtain detailed drawings and
cost estimate
Step 7
Secure Financing
• Review letter and forms
• Grant approval to begin construction
Request Final Approval:
Build Approval
Step 6
Finalize Design
Step 8
Step 9
Archdiocese of Atlanta
Office of Planning and Research
Construction Management
Acceptance and Dedication
Large Capital Process – Steps 3 and 4
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/
Archdiocese of Atlanta
Office of Planning and Research
12
Slide 11
Large Capital Process – Steps 3 and 4
Archdiocese of Atlanta
Large Capital Process
Step 3: Develop Preliminary Design
- What is CCSI?
- Step 3 Process Steps
Step 4: Request Second Approval
Archdiocese of Atlanta
Office of Planning and Research
Step 3 – Develop Preliminary Design
CCSI is NOT:
• The architect or one of the engineering firms that
What is Catholic Construction Services, Inc. (CCSI)?
•
Large Capital Process – Steps 3 and 4
•
CCSI is a separate legal entity that is owned by the Archdiocese.
• CCSI has its own Board of Directors
• Receives oversight from the Facilities Planning and
Construction Advisory Board
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.
CCSI works with/for both the parish and the Archbishop.
• CCSI acts as the representative of the Archbishop and the parish – all design consultants and
contractor agreements are drafted by CCSI with the input of the parish and the other party to the
agreement.
• Please see the next slide for detailed description of CCSI duties.
Key Terms:
• Owner of all Archdiocesan properties/facilities is “The Archbishop and/or His Successor in Office.”*
*N.B. Parish property belongs to the parish, but is titled in the name of the Archbishop.
• The Owner’s Representative is Catholic Construction Services, Inc. (hereafter, CCSI).
CCSI’s overall responsibility is to represent the Owner’s interests and perform the
Owner’s duties as required by the design and construction agreements that are
executed by the Owner.
• The Client is a Parish, Mission or School of the Archdiocese of Atlanta.
Archdiocese of Atlanta
Office of Planning and Research
2
Step 3 – Develop Preliminary Design
What are Owner’s Representative Services (CCSI Services)?
Large Capital Process – Steps 3 and 4
• 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
Archdiocese of Atlanta
Office of Planning and Research
3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Bid – Build
Option 1
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:
Legend:
Contractual Relationship
Flow of Work
1. Owner hires Architect/Master Planner
2. Architect designs building for Owner
3. General Contractors bid on completed
design
4. 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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
4
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Build
Option 2
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 start
Disadvantages:
Legend:
Contractual Relationship
Flow of Work
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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
5
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
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.
• 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)
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.
Third, issue the Request for Proposal (RFP) for
professional design assistance
• 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.
Archdiocese of Atlanta
Office of Planning and Research
6
Step 3
Step 3 – Develop Preliminary Design
Fourth, select the design professionals for the project
Large Capital Process – Steps 3 and 4
• CCSI will summarize the RFP responses from the candidates in a spreadsheet for
ease of candidate comparison.
• 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)
• 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
Archdiocese of Atlanta
Office of Planning and Research
7
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Fifth, develop the initial design and cost estimate
• 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)
• In addition to the architect/design team, other consultants may be needed to understand the design and cost
implications of a future project, including a land surveyor, geotechnical company and civil engineer.
• CCSI has a list of these consultants that can be called upon
• CCSI will take proposals, evaluate them and make recommendations prior to placing them under contract.
• CCSI will prepare the total projected development budget to be used by the parish in submitting the initial version of the
Financial Application for approval by the Archdiocese.
• If the preliminary design indicates that re-zoning or a special land use permit is required for the proposed Project, CCSI
will meet with County Representative and attend County hearings. CCSI will assist in the selection and draft agreements
with other consultants including zoning attorneys, traffic engineers, lighting consultants, acoustical engineers, etc.
Archdiocese of Atlanta
Office of Planning and Research
8
Step 3
Step 3 – Develop Preliminary Design
Sixth, plan your capital campaign (if needed)
Large Capital Process – Steps 3 and 4
Click for a helpful guide to running a
Capital Campaign.
Contact Steve Siler, Executive Director of
Stewardship for assistance with your
campaign.
• 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)
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:
Note: Please do
• Case Statement Worthy of Support
PLANNING PHASE
not start the capital
• Defined Group of Constituents
campaign until
• Solid Leadership
Second Approval is
• Plan of Action
obtained.
What you need to proceed:
Phase I:
Planning or Feasibility Study
Organization
Communications
Phase II:
Advanced Gifts Solicitation
Worker Recruitment
Phase III:
The Campaign
General Phase
Phase IV:
Follow-up
What you need to succeed:
A commitment to follow through on
a plan.
Archdiocese of Atlanta
Office of Planning and Research
9
Step 4
Step 4 – Request Second Approval
Large Capital Process – Steps 3 and 4
Request approval to develop detailed drawings and to
launch capital campaign
•
CCSI will present the preliminary design with the color renderings to the
Archbishop in advance of the Parish’s request for Second Approval
•
Now that the parish has developed a preliminary design and estimated
cost for the project and has completed planning for its capital campaign,
the final step in this stage is to request permission from the Archbishop to
move on to the next steps, namely, securing financing (Step 5) and final
design (Step 6).
• Cover letter from pastor
• Initial Financial Application
Second Approval Cover Letter:
Key points to include
1. Formal request for permission to
a. Begin Capital Campaign
and exempt campaign
funds
b. Obtain detail drawings and
cost estimate
2. Updated cost estimate
3. Capital Campaign target & timing
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.
Archdiocese of Atlanta
Office of Planning and Research
10
Overview of Large Capital Project Process
Step 2
Large Capital Process – Steps 3 and 4
Step 1
Define and Review Project
• Review letter and forms
• Grant initial conceptual approval to
engage design professionals and/or a
capital campaign consultant
Request First Approval:
Initial Conceptual Approval
Step 3
Step 4
• CCSI to present Preliminary Drawings
to the Archbishop
Develop Preliminary Design
Request Second Approval:
Approval for Capital Campaign and
Detailed Drawings
Step 5
• Review letter and forms
• Grant approval to:
• Kick-off capital campaign
• Obtain detailed drawings and
cost estimate
Step 7
Secure Financing
• Review letter and forms
• Grant approval to begin construction
Request Final Approval:
Build Approval
Step 6
Finalize Design
Step 8
Step 9
Archdiocese of Atlanta
Office of Planning and Research
Construction Management
Acceptance and Dedication
Large Capital Process – Steps 3 and 4
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/
Archdiocese of Atlanta
Office of Planning and Research
12
Slide 12
Large Capital Process – Steps 3 and 4
Archdiocese of Atlanta
Large Capital Process
Step 3: Develop Preliminary Design
- What is CCSI?
- Step 3 Process Steps
Step 4: Request Second Approval
Archdiocese of Atlanta
Office of Planning and Research
Step 3 – Develop Preliminary Design
CCSI is NOT:
• The architect or one of the engineering firms that
What is Catholic Construction Services, Inc. (CCSI)?
•
Large Capital Process – Steps 3 and 4
•
CCSI is a separate legal entity that is owned by the Archdiocese.
• CCSI has its own Board of Directors
• Receives oversight from the Facilities Planning and
Construction Advisory Board
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.
CCSI works with/for both the parish and the Archbishop.
• CCSI acts as the representative of the Archbishop and the parish – all design consultants and
contractor agreements are drafted by CCSI with the input of the parish and the other party to the
agreement.
• Please see the next slide for detailed description of CCSI duties.
Key Terms:
• Owner of all Archdiocesan properties/facilities is “The Archbishop and/or His Successor in Office.”*
*N.B. Parish property belongs to the parish, but is titled in the name of the Archbishop.
• The Owner’s Representative is Catholic Construction Services, Inc. (hereafter, CCSI).
CCSI’s overall responsibility is to represent the Owner’s interests and perform the
Owner’s duties as required by the design and construction agreements that are
executed by the Owner.
• The Client is a Parish, Mission or School of the Archdiocese of Atlanta.
Archdiocese of Atlanta
Office of Planning and Research
2
Step 3 – Develop Preliminary Design
What are Owner’s Representative Services (CCSI Services)?
Large Capital Process – Steps 3 and 4
• 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
Archdiocese of Atlanta
Office of Planning and Research
3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Bid – Build
Option 1
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:
Legend:
Contractual Relationship
Flow of Work
1. Owner hires Architect/Master Planner
2. Architect designs building for Owner
3. General Contractors bid on completed
design
4. 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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
4
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Build
Option 2
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 start
Disadvantages:
Legend:
Contractual Relationship
Flow of Work
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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
5
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
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.
• 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)
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.
Third, issue the Request for Proposal (RFP) for
professional design assistance
• 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.
Archdiocese of Atlanta
Office of Planning and Research
6
Step 3
Step 3 – Develop Preliminary Design
Fourth, select the design professionals for the project
Large Capital Process – Steps 3 and 4
• CCSI will summarize the RFP responses from the candidates in a spreadsheet for
ease of candidate comparison.
• 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)
• 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
Archdiocese of Atlanta
Office of Planning and Research
7
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Fifth, develop the initial design and cost estimate
• 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)
• In addition to the architect/design team, other consultants may be needed to understand the design and cost
implications of a future project, including a land surveyor, geotechnical company and civil engineer.
• CCSI has a list of these consultants that can be called upon
• CCSI will take proposals, evaluate them and make recommendations prior to placing them under contract.
• CCSI will prepare the total projected development budget to be used by the parish in submitting the initial version of the
Financial Application for approval by the Archdiocese.
• If the preliminary design indicates that re-zoning or a special land use permit is required for the proposed Project, CCSI
will meet with County Representative and attend County hearings. CCSI will assist in the selection and draft agreements
with other consultants including zoning attorneys, traffic engineers, lighting consultants, acoustical engineers, etc.
Archdiocese of Atlanta
Office of Planning and Research
8
Step 3
Step 3 – Develop Preliminary Design
Sixth, plan your capital campaign (if needed)
Large Capital Process – Steps 3 and 4
Click for a helpful guide to running a
Capital Campaign.
Contact Steve Siler, Executive Director of
Stewardship for assistance with your
campaign.
• 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)
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:
Note: Please do
• Case Statement Worthy of Support
PLANNING PHASE
not start the capital
• Defined Group of Constituents
campaign until
• Solid Leadership
Second Approval is
• Plan of Action
obtained.
What you need to proceed:
Phase I:
Planning or Feasibility Study
Organization
Communications
Phase II:
Advanced Gifts Solicitation
Worker Recruitment
Phase III:
The Campaign
General Phase
Phase IV:
Follow-up
What you need to succeed:
A commitment to follow through on
a plan.
Archdiocese of Atlanta
Office of Planning and Research
9
Step 4
Step 4 – Request Second Approval
Large Capital Process – Steps 3 and 4
Request approval to develop detailed drawings and to
launch capital campaign
•
CCSI will present the preliminary design with the color renderings to the
Archbishop in advance of the Parish’s request for Second Approval
•
Now that the parish has developed a preliminary design and estimated
cost for the project and has completed planning for its capital campaign,
the final step in this stage is to request permission from the Archbishop to
move on to the next steps, namely, securing financing (Step 5) and final
design (Step 6).
• Cover letter from pastor
• Initial Financial Application
Second Approval Cover Letter:
Key points to include
1. Formal request for permission to
a. Begin Capital Campaign
and exempt campaign
funds
b. Obtain detail drawings and
cost estimate
2. Updated cost estimate
3. Capital Campaign target & timing
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.
Archdiocese of Atlanta
Office of Planning and Research
10
Overview of Large Capital Project Process
Step 2
Large Capital Process – Steps 3 and 4
Step 1
Define and Review Project
• Review letter and forms
• Grant initial conceptual approval to
engage design professionals and/or a
capital campaign consultant
Request First Approval:
Initial Conceptual Approval
Step 3
Step 4
• CCSI to present Preliminary Drawings
to the Archbishop
Develop Preliminary Design
Request Second Approval:
Approval for Capital Campaign and
Detailed Drawings
Step 5
• Review letter and forms
• Grant approval to:
• Kick-off capital campaign
• Obtain detailed drawings and
cost estimate
Step 7
Secure Financing
• Review letter and forms
• Grant approval to begin construction
Request Final Approval:
Build Approval
Step 6
Finalize Design
Step 8
Step 9
Archdiocese of Atlanta
Office of Planning and Research
Construction Management
Acceptance and Dedication
Large Capital Process – Steps 3 and 4
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/
Archdiocese of Atlanta
Office of Planning and Research
12
Large Capital Process – Steps 3 and 4
Archdiocese of Atlanta
Large Capital Process
Step 3: Develop Preliminary Design
- What is CCSI?
- Step 3 Process Steps
Step 4: Request Second Approval
Archdiocese of Atlanta
Office of Planning and Research
Step 3 – Develop Preliminary Design
CCSI is NOT:
• The architect or one of the engineering firms that
What is Catholic Construction Services, Inc. (CCSI)?
•
Large Capital Process – Steps 3 and 4
•
CCSI is a separate legal entity that is owned by the Archdiocese.
• CCSI has its own Board of Directors
• Receives oversight from the Facilities Planning and
Construction Advisory Board
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.
CCSI works with/for both the parish and the Archbishop.
• CCSI acts as the representative of the Archbishop and the parish – all design consultants and
contractor agreements are drafted by CCSI with the input of the parish and the other party to the
agreement.
• Please see the next slide for detailed description of CCSI duties.
Key Terms:
• Owner of all Archdiocesan properties/facilities is “The Archbishop and/or His Successor in Office.”*
*N.B. Parish property belongs to the parish, but is titled in the name of the Archbishop.
• The Owner’s Representative is Catholic Construction Services, Inc. (hereafter, CCSI).
CCSI’s overall responsibility is to represent the Owner’s interests and perform the
Owner’s duties as required by the design and construction agreements that are
executed by the Owner.
• The Client is a Parish, Mission or School of the Archdiocese of Atlanta.
Archdiocese of Atlanta
Office of Planning and Research
2
Step 3 – Develop Preliminary Design
What are Owner’s Representative Services (CCSI Services)?
Large Capital Process – Steps 3 and 4
• 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
Archdiocese of Atlanta
Office of Planning and Research
3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Bid – Build
Option 1
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:
Legend:
Contractual Relationship
Flow of Work
1. Owner hires Architect/Master Planner
2. Architect designs building for Owner
3. General Contractors bid on completed
design
4. 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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
4
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Build
Option 2
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 start
Disadvantages:
Legend:
Contractual Relationship
Flow of Work
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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
5
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
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.
• 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)
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.
Third, issue the Request for Proposal (RFP) for
professional design assistance
• 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.
Archdiocese of Atlanta
Office of Planning and Research
6
Step 3
Step 3 – Develop Preliminary Design
Fourth, select the design professionals for the project
Large Capital Process – Steps 3 and 4
• CCSI will summarize the RFP responses from the candidates in a spreadsheet for
ease of candidate comparison.
• 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)
• 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
Archdiocese of Atlanta
Office of Planning and Research
7
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Fifth, develop the initial design and cost estimate
• 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)
• In addition to the architect/design team, other consultants may be needed to understand the design and cost
implications of a future project, including a land surveyor, geotechnical company and civil engineer.
• CCSI has a list of these consultants that can be called upon
• CCSI will take proposals, evaluate them and make recommendations prior to placing them under contract.
• CCSI will prepare the total projected development budget to be used by the parish in submitting the initial version of the
Financial Application for approval by the Archdiocese.
• If the preliminary design indicates that re-zoning or a special land use permit is required for the proposed Project, CCSI
will meet with County Representative and attend County hearings. CCSI will assist in the selection and draft agreements
with other consultants including zoning attorneys, traffic engineers, lighting consultants, acoustical engineers, etc.
Archdiocese of Atlanta
Office of Planning and Research
8
Step 3
Step 3 – Develop Preliminary Design
Sixth, plan your capital campaign (if needed)
Large Capital Process – Steps 3 and 4
Click for a helpful guide to running a
Capital Campaign.
Contact Steve Siler, Executive Director of
Stewardship for assistance with your
campaign.
• 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)
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:
Note: Please do
• Case Statement Worthy of Support
PLANNING PHASE
not start the capital
• Defined Group of Constituents
campaign until
• Solid Leadership
Second Approval is
• Plan of Action
obtained.
What you need to proceed:
Phase I:
Planning or Feasibility Study
Organization
Communications
Phase II:
Advanced Gifts Solicitation
Worker Recruitment
Phase III:
The Campaign
General Phase
Phase IV:
Follow-up
What you need to succeed:
A commitment to follow through on
a plan.
Archdiocese of Atlanta
Office of Planning and Research
9
Step 4
Step 4 – Request Second Approval
Large Capital Process – Steps 3 and 4
Request approval to develop detailed drawings and to
launch capital campaign
•
CCSI will present the preliminary design with the color renderings to the
Archbishop in advance of the Parish’s request for Second Approval
•
Now that the parish has developed a preliminary design and estimated
cost for the project and has completed planning for its capital campaign,
the final step in this stage is to request permission from the Archbishop to
move on to the next steps, namely, securing financing (Step 5) and final
design (Step 6).
• Cover letter from pastor
• Initial Financial Application
Second Approval Cover Letter:
Key points to include
1. Formal request for permission to
a. Begin Capital Campaign
and exempt campaign
funds
b. Obtain detail drawings and
cost estimate
2. Updated cost estimate
3. Capital Campaign target & timing
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.
Archdiocese of Atlanta
Office of Planning and Research
10
Overview of Large Capital Project Process
Step 2
Large Capital Process – Steps 3 and 4
Step 1
Define and Review Project
• Review letter and forms
• Grant initial conceptual approval to
engage design professionals and/or a
capital campaign consultant
Request First Approval:
Initial Conceptual Approval
Step 3
Step 4
• CCSI to present Preliminary Drawings
to the Archbishop
Develop Preliminary Design
Request Second Approval:
Approval for Capital Campaign and
Detailed Drawings
Step 5
• Review letter and forms
• Grant approval to:
• Kick-off capital campaign
• Obtain detailed drawings and
cost estimate
Step 7
Secure Financing
• Review letter and forms
• Grant approval to begin construction
Request Final Approval:
Build Approval
Step 6
Finalize Design
Step 8
Step 9
Archdiocese of Atlanta
Office of Planning and Research
Construction Management
Acceptance and Dedication
Large Capital Process – Steps 3 and 4
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/
Archdiocese of Atlanta
Office of Planning and Research
12
Slide 2
Large Capital Process – Steps 3 and 4
Archdiocese of Atlanta
Large Capital Process
Step 3: Develop Preliminary Design
- What is CCSI?
- Step 3 Process Steps
Step 4: Request Second Approval
Archdiocese of Atlanta
Office of Planning and Research
Step 3 – Develop Preliminary Design
CCSI is NOT:
• The architect or one of the engineering firms that
What is Catholic Construction Services, Inc. (CCSI)?
•
Large Capital Process – Steps 3 and 4
•
CCSI is a separate legal entity that is owned by the Archdiocese.
• CCSI has its own Board of Directors
• Receives oversight from the Facilities Planning and
Construction Advisory Board
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.
CCSI works with/for both the parish and the Archbishop.
• CCSI acts as the representative of the Archbishop and the parish – all design consultants and
contractor agreements are drafted by CCSI with the input of the parish and the other party to the
agreement.
• Please see the next slide for detailed description of CCSI duties.
Key Terms:
• Owner of all Archdiocesan properties/facilities is “The Archbishop and/or His Successor in Office.”*
*N.B. Parish property belongs to the parish, but is titled in the name of the Archbishop.
• The Owner’s Representative is Catholic Construction Services, Inc. (hereafter, CCSI).
CCSI’s overall responsibility is to represent the Owner’s interests and perform the
Owner’s duties as required by the design and construction agreements that are
executed by the Owner.
• The Client is a Parish, Mission or School of the Archdiocese of Atlanta.
Archdiocese of Atlanta
Office of Planning and Research
2
Step 3 – Develop Preliminary Design
What are Owner’s Representative Services (CCSI Services)?
Large Capital Process – Steps 3 and 4
• 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
Archdiocese of Atlanta
Office of Planning and Research
3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Bid – Build
Option 1
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:
Legend:
Contractual Relationship
Flow of Work
1. Owner hires Architect/Master Planner
2. Architect designs building for Owner
3. General Contractors bid on completed
design
4. 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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
4
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Build
Option 2
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 start
Disadvantages:
Legend:
Contractual Relationship
Flow of Work
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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
5
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
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.
• 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)
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.
Third, issue the Request for Proposal (RFP) for
professional design assistance
• 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.
Archdiocese of Atlanta
Office of Planning and Research
6
Step 3
Step 3 – Develop Preliminary Design
Fourth, select the design professionals for the project
Large Capital Process – Steps 3 and 4
• CCSI will summarize the RFP responses from the candidates in a spreadsheet for
ease of candidate comparison.
• 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)
• 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
Archdiocese of Atlanta
Office of Planning and Research
7
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Fifth, develop the initial design and cost estimate
• 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)
• In addition to the architect/design team, other consultants may be needed to understand the design and cost
implications of a future project, including a land surveyor, geotechnical company and civil engineer.
• CCSI has a list of these consultants that can be called upon
• CCSI will take proposals, evaluate them and make recommendations prior to placing them under contract.
• CCSI will prepare the total projected development budget to be used by the parish in submitting the initial version of the
Financial Application for approval by the Archdiocese.
• If the preliminary design indicates that re-zoning or a special land use permit is required for the proposed Project, CCSI
will meet with County Representative and attend County hearings. CCSI will assist in the selection and draft agreements
with other consultants including zoning attorneys, traffic engineers, lighting consultants, acoustical engineers, etc.
Archdiocese of Atlanta
Office of Planning and Research
8
Step 3
Step 3 – Develop Preliminary Design
Sixth, plan your capital campaign (if needed)
Large Capital Process – Steps 3 and 4
Click for a helpful guide to running a
Capital Campaign.
Contact Steve Siler, Executive Director of
Stewardship for assistance with your
campaign.
• 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)
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:
Note: Please do
• Case Statement Worthy of Support
PLANNING PHASE
not start the capital
• Defined Group of Constituents
campaign until
• Solid Leadership
Second Approval is
• Plan of Action
obtained.
What you need to proceed:
Phase I:
Planning or Feasibility Study
Organization
Communications
Phase II:
Advanced Gifts Solicitation
Worker Recruitment
Phase III:
The Campaign
General Phase
Phase IV:
Follow-up
What you need to succeed:
A commitment to follow through on
a plan.
Archdiocese of Atlanta
Office of Planning and Research
9
Step 4
Step 4 – Request Second Approval
Large Capital Process – Steps 3 and 4
Request approval to develop detailed drawings and to
launch capital campaign
•
CCSI will present the preliminary design with the color renderings to the
Archbishop in advance of the Parish’s request for Second Approval
•
Now that the parish has developed a preliminary design and estimated
cost for the project and has completed planning for its capital campaign,
the final step in this stage is to request permission from the Archbishop to
move on to the next steps, namely, securing financing (Step 5) and final
design (Step 6).
• Cover letter from pastor
• Initial Financial Application
Second Approval Cover Letter:
Key points to include
1. Formal request for permission to
a. Begin Capital Campaign
and exempt campaign
funds
b. Obtain detail drawings and
cost estimate
2. Updated cost estimate
3. Capital Campaign target & timing
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.
Archdiocese of Atlanta
Office of Planning and Research
10
Overview of Large Capital Project Process
Step 2
Large Capital Process – Steps 3 and 4
Step 1
Define and Review Project
• Review letter and forms
• Grant initial conceptual approval to
engage design professionals and/or a
capital campaign consultant
Request First Approval:
Initial Conceptual Approval
Step 3
Step 4
• CCSI to present Preliminary Drawings
to the Archbishop
Develop Preliminary Design
Request Second Approval:
Approval for Capital Campaign and
Detailed Drawings
Step 5
• Review letter and forms
• Grant approval to:
• Kick-off capital campaign
• Obtain detailed drawings and
cost estimate
Step 7
Secure Financing
• Review letter and forms
• Grant approval to begin construction
Request Final Approval:
Build Approval
Step 6
Finalize Design
Step 8
Step 9
Archdiocese of Atlanta
Office of Planning and Research
Construction Management
Acceptance and Dedication
Large Capital Process – Steps 3 and 4
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/
Archdiocese of Atlanta
Office of Planning and Research
12
Slide 3
Large Capital Process – Steps 3 and 4
Archdiocese of Atlanta
Large Capital Process
Step 3: Develop Preliminary Design
- What is CCSI?
- Step 3 Process Steps
Step 4: Request Second Approval
Archdiocese of Atlanta
Office of Planning and Research
Step 3 – Develop Preliminary Design
CCSI is NOT:
• The architect or one of the engineering firms that
What is Catholic Construction Services, Inc. (CCSI)?
•
Large Capital Process – Steps 3 and 4
•
CCSI is a separate legal entity that is owned by the Archdiocese.
• CCSI has its own Board of Directors
• Receives oversight from the Facilities Planning and
Construction Advisory Board
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.
CCSI works with/for both the parish and the Archbishop.
• CCSI acts as the representative of the Archbishop and the parish – all design consultants and
contractor agreements are drafted by CCSI with the input of the parish and the other party to the
agreement.
• Please see the next slide for detailed description of CCSI duties.
Key Terms:
• Owner of all Archdiocesan properties/facilities is “The Archbishop and/or His Successor in Office.”*
*N.B. Parish property belongs to the parish, but is titled in the name of the Archbishop.
• The Owner’s Representative is Catholic Construction Services, Inc. (hereafter, CCSI).
CCSI’s overall responsibility is to represent the Owner’s interests and perform the
Owner’s duties as required by the design and construction agreements that are
executed by the Owner.
• The Client is a Parish, Mission or School of the Archdiocese of Atlanta.
Archdiocese of Atlanta
Office of Planning and Research
2
Step 3 – Develop Preliminary Design
What are Owner’s Representative Services (CCSI Services)?
Large Capital Process – Steps 3 and 4
• 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
Archdiocese of Atlanta
Office of Planning and Research
3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Bid – Build
Option 1
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:
Legend:
Contractual Relationship
Flow of Work
1. Owner hires Architect/Master Planner
2. Architect designs building for Owner
3. General Contractors bid on completed
design
4. 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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
4
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Build
Option 2
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 start
Disadvantages:
Legend:
Contractual Relationship
Flow of Work
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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
5
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
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.
• 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)
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.
Third, issue the Request for Proposal (RFP) for
professional design assistance
• 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.
Archdiocese of Atlanta
Office of Planning and Research
6
Step 3
Step 3 – Develop Preliminary Design
Fourth, select the design professionals for the project
Large Capital Process – Steps 3 and 4
• CCSI will summarize the RFP responses from the candidates in a spreadsheet for
ease of candidate comparison.
• 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)
• 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
Archdiocese of Atlanta
Office of Planning and Research
7
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Fifth, develop the initial design and cost estimate
• 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)
• In addition to the architect/design team, other consultants may be needed to understand the design and cost
implications of a future project, including a land surveyor, geotechnical company and civil engineer.
• CCSI has a list of these consultants that can be called upon
• CCSI will take proposals, evaluate them and make recommendations prior to placing them under contract.
• CCSI will prepare the total projected development budget to be used by the parish in submitting the initial version of the
Financial Application for approval by the Archdiocese.
• If the preliminary design indicates that re-zoning or a special land use permit is required for the proposed Project, CCSI
will meet with County Representative and attend County hearings. CCSI will assist in the selection and draft agreements
with other consultants including zoning attorneys, traffic engineers, lighting consultants, acoustical engineers, etc.
Archdiocese of Atlanta
Office of Planning and Research
8
Step 3
Step 3 – Develop Preliminary Design
Sixth, plan your capital campaign (if needed)
Large Capital Process – Steps 3 and 4
Click for a helpful guide to running a
Capital Campaign.
Contact Steve Siler, Executive Director of
Stewardship for assistance with your
campaign.
• 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)
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:
Note: Please do
• Case Statement Worthy of Support
PLANNING PHASE
not start the capital
• Defined Group of Constituents
campaign until
• Solid Leadership
Second Approval is
• Plan of Action
obtained.
What you need to proceed:
Phase I:
Planning or Feasibility Study
Organization
Communications
Phase II:
Advanced Gifts Solicitation
Worker Recruitment
Phase III:
The Campaign
General Phase
Phase IV:
Follow-up
What you need to succeed:
A commitment to follow through on
a plan.
Archdiocese of Atlanta
Office of Planning and Research
9
Step 4
Step 4 – Request Second Approval
Large Capital Process – Steps 3 and 4
Request approval to develop detailed drawings and to
launch capital campaign
•
CCSI will present the preliminary design with the color renderings to the
Archbishop in advance of the Parish’s request for Second Approval
•
Now that the parish has developed a preliminary design and estimated
cost for the project and has completed planning for its capital campaign,
the final step in this stage is to request permission from the Archbishop to
move on to the next steps, namely, securing financing (Step 5) and final
design (Step 6).
• Cover letter from pastor
• Initial Financial Application
Second Approval Cover Letter:
Key points to include
1. Formal request for permission to
a. Begin Capital Campaign
and exempt campaign
funds
b. Obtain detail drawings and
cost estimate
2. Updated cost estimate
3. Capital Campaign target & timing
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.
Archdiocese of Atlanta
Office of Planning and Research
10
Overview of Large Capital Project Process
Step 2
Large Capital Process – Steps 3 and 4
Step 1
Define and Review Project
• Review letter and forms
• Grant initial conceptual approval to
engage design professionals and/or a
capital campaign consultant
Request First Approval:
Initial Conceptual Approval
Step 3
Step 4
• CCSI to present Preliminary Drawings
to the Archbishop
Develop Preliminary Design
Request Second Approval:
Approval for Capital Campaign and
Detailed Drawings
Step 5
• Review letter and forms
• Grant approval to:
• Kick-off capital campaign
• Obtain detailed drawings and
cost estimate
Step 7
Secure Financing
• Review letter and forms
• Grant approval to begin construction
Request Final Approval:
Build Approval
Step 6
Finalize Design
Step 8
Step 9
Archdiocese of Atlanta
Office of Planning and Research
Construction Management
Acceptance and Dedication
Large Capital Process – Steps 3 and 4
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/
Archdiocese of Atlanta
Office of Planning and Research
12
Slide 4
Large Capital Process – Steps 3 and 4
Archdiocese of Atlanta
Large Capital Process
Step 3: Develop Preliminary Design
- What is CCSI?
- Step 3 Process Steps
Step 4: Request Second Approval
Archdiocese of Atlanta
Office of Planning and Research
Step 3 – Develop Preliminary Design
CCSI is NOT:
• The architect or one of the engineering firms that
What is Catholic Construction Services, Inc. (CCSI)?
•
Large Capital Process – Steps 3 and 4
•
CCSI is a separate legal entity that is owned by the Archdiocese.
• CCSI has its own Board of Directors
• Receives oversight from the Facilities Planning and
Construction Advisory Board
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.
CCSI works with/for both the parish and the Archbishop.
• CCSI acts as the representative of the Archbishop and the parish – all design consultants and
contractor agreements are drafted by CCSI with the input of the parish and the other party to the
agreement.
• Please see the next slide for detailed description of CCSI duties.
Key Terms:
• Owner of all Archdiocesan properties/facilities is “The Archbishop and/or His Successor in Office.”*
*N.B. Parish property belongs to the parish, but is titled in the name of the Archbishop.
• The Owner’s Representative is Catholic Construction Services, Inc. (hereafter, CCSI).
CCSI’s overall responsibility is to represent the Owner’s interests and perform the
Owner’s duties as required by the design and construction agreements that are
executed by the Owner.
• The Client is a Parish, Mission or School of the Archdiocese of Atlanta.
Archdiocese of Atlanta
Office of Planning and Research
2
Step 3 – Develop Preliminary Design
What are Owner’s Representative Services (CCSI Services)?
Large Capital Process – Steps 3 and 4
• 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
Archdiocese of Atlanta
Office of Planning and Research
3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Bid – Build
Option 1
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:
Legend:
Contractual Relationship
Flow of Work
1. Owner hires Architect/Master Planner
2. Architect designs building for Owner
3. General Contractors bid on completed
design
4. 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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
4
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Build
Option 2
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 start
Disadvantages:
Legend:
Contractual Relationship
Flow of Work
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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
5
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
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.
• 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)
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.
Third, issue the Request for Proposal (RFP) for
professional design assistance
• 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.
Archdiocese of Atlanta
Office of Planning and Research
6
Step 3
Step 3 – Develop Preliminary Design
Fourth, select the design professionals for the project
Large Capital Process – Steps 3 and 4
• CCSI will summarize the RFP responses from the candidates in a spreadsheet for
ease of candidate comparison.
• 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)
• 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
Archdiocese of Atlanta
Office of Planning and Research
7
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Fifth, develop the initial design and cost estimate
• 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)
• In addition to the architect/design team, other consultants may be needed to understand the design and cost
implications of a future project, including a land surveyor, geotechnical company and civil engineer.
• CCSI has a list of these consultants that can be called upon
• CCSI will take proposals, evaluate them and make recommendations prior to placing them under contract.
• CCSI will prepare the total projected development budget to be used by the parish in submitting the initial version of the
Financial Application for approval by the Archdiocese.
• If the preliminary design indicates that re-zoning or a special land use permit is required for the proposed Project, CCSI
will meet with County Representative and attend County hearings. CCSI will assist in the selection and draft agreements
with other consultants including zoning attorneys, traffic engineers, lighting consultants, acoustical engineers, etc.
Archdiocese of Atlanta
Office of Planning and Research
8
Step 3
Step 3 – Develop Preliminary Design
Sixth, plan your capital campaign (if needed)
Large Capital Process – Steps 3 and 4
Click for a helpful guide to running a
Capital Campaign.
Contact Steve Siler, Executive Director of
Stewardship for assistance with your
campaign.
• 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)
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:
Note: Please do
• Case Statement Worthy of Support
PLANNING PHASE
not start the capital
• Defined Group of Constituents
campaign until
• Solid Leadership
Second Approval is
• Plan of Action
obtained.
What you need to proceed:
Phase I:
Planning or Feasibility Study
Organization
Communications
Phase II:
Advanced Gifts Solicitation
Worker Recruitment
Phase III:
The Campaign
General Phase
Phase IV:
Follow-up
What you need to succeed:
A commitment to follow through on
a plan.
Archdiocese of Atlanta
Office of Planning and Research
9
Step 4
Step 4 – Request Second Approval
Large Capital Process – Steps 3 and 4
Request approval to develop detailed drawings and to
launch capital campaign
•
CCSI will present the preliminary design with the color renderings to the
Archbishop in advance of the Parish’s request for Second Approval
•
Now that the parish has developed a preliminary design and estimated
cost for the project and has completed planning for its capital campaign,
the final step in this stage is to request permission from the Archbishop to
move on to the next steps, namely, securing financing (Step 5) and final
design (Step 6).
• Cover letter from pastor
• Initial Financial Application
Second Approval Cover Letter:
Key points to include
1. Formal request for permission to
a. Begin Capital Campaign
and exempt campaign
funds
b. Obtain detail drawings and
cost estimate
2. Updated cost estimate
3. Capital Campaign target & timing
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.
Archdiocese of Atlanta
Office of Planning and Research
10
Overview of Large Capital Project Process
Step 2
Large Capital Process – Steps 3 and 4
Step 1
Define and Review Project
• Review letter and forms
• Grant initial conceptual approval to
engage design professionals and/or a
capital campaign consultant
Request First Approval:
Initial Conceptual Approval
Step 3
Step 4
• CCSI to present Preliminary Drawings
to the Archbishop
Develop Preliminary Design
Request Second Approval:
Approval for Capital Campaign and
Detailed Drawings
Step 5
• Review letter and forms
• Grant approval to:
• Kick-off capital campaign
• Obtain detailed drawings and
cost estimate
Step 7
Secure Financing
• Review letter and forms
• Grant approval to begin construction
Request Final Approval:
Build Approval
Step 6
Finalize Design
Step 8
Step 9
Archdiocese of Atlanta
Office of Planning and Research
Construction Management
Acceptance and Dedication
Large Capital Process – Steps 3 and 4
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/
Archdiocese of Atlanta
Office of Planning and Research
12
Slide 5
Large Capital Process – Steps 3 and 4
Archdiocese of Atlanta
Large Capital Process
Step 3: Develop Preliminary Design
- What is CCSI?
- Step 3 Process Steps
Step 4: Request Second Approval
Archdiocese of Atlanta
Office of Planning and Research
Step 3 – Develop Preliminary Design
CCSI is NOT:
• The architect or one of the engineering firms that
What is Catholic Construction Services, Inc. (CCSI)?
•
Large Capital Process – Steps 3 and 4
•
CCSI is a separate legal entity that is owned by the Archdiocese.
• CCSI has its own Board of Directors
• Receives oversight from the Facilities Planning and
Construction Advisory Board
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.
CCSI works with/for both the parish and the Archbishop.
• CCSI acts as the representative of the Archbishop and the parish – all design consultants and
contractor agreements are drafted by CCSI with the input of the parish and the other party to the
agreement.
• Please see the next slide for detailed description of CCSI duties.
Key Terms:
• Owner of all Archdiocesan properties/facilities is “The Archbishop and/or His Successor in Office.”*
*N.B. Parish property belongs to the parish, but is titled in the name of the Archbishop.
• The Owner’s Representative is Catholic Construction Services, Inc. (hereafter, CCSI).
CCSI’s overall responsibility is to represent the Owner’s interests and perform the
Owner’s duties as required by the design and construction agreements that are
executed by the Owner.
• The Client is a Parish, Mission or School of the Archdiocese of Atlanta.
Archdiocese of Atlanta
Office of Planning and Research
2
Step 3 – Develop Preliminary Design
What are Owner’s Representative Services (CCSI Services)?
Large Capital Process – Steps 3 and 4
• 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
Archdiocese of Atlanta
Office of Planning and Research
3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Bid – Build
Option 1
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:
Legend:
Contractual Relationship
Flow of Work
1. Owner hires Architect/Master Planner
2. Architect designs building for Owner
3. General Contractors bid on completed
design
4. 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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
4
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Build
Option 2
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 start
Disadvantages:
Legend:
Contractual Relationship
Flow of Work
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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
5
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
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.
• 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)
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.
Third, issue the Request for Proposal (RFP) for
professional design assistance
• 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.
Archdiocese of Atlanta
Office of Planning and Research
6
Step 3
Step 3 – Develop Preliminary Design
Fourth, select the design professionals for the project
Large Capital Process – Steps 3 and 4
• CCSI will summarize the RFP responses from the candidates in a spreadsheet for
ease of candidate comparison.
• 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)
• 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
Archdiocese of Atlanta
Office of Planning and Research
7
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Fifth, develop the initial design and cost estimate
• 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)
• In addition to the architect/design team, other consultants may be needed to understand the design and cost
implications of a future project, including a land surveyor, geotechnical company and civil engineer.
• CCSI has a list of these consultants that can be called upon
• CCSI will take proposals, evaluate them and make recommendations prior to placing them under contract.
• CCSI will prepare the total projected development budget to be used by the parish in submitting the initial version of the
Financial Application for approval by the Archdiocese.
• If the preliminary design indicates that re-zoning or a special land use permit is required for the proposed Project, CCSI
will meet with County Representative and attend County hearings. CCSI will assist in the selection and draft agreements
with other consultants including zoning attorneys, traffic engineers, lighting consultants, acoustical engineers, etc.
Archdiocese of Atlanta
Office of Planning and Research
8
Step 3
Step 3 – Develop Preliminary Design
Sixth, plan your capital campaign (if needed)
Large Capital Process – Steps 3 and 4
Click for a helpful guide to running a
Capital Campaign.
Contact Steve Siler, Executive Director of
Stewardship for assistance with your
campaign.
• 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)
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:
Note: Please do
• Case Statement Worthy of Support
PLANNING PHASE
not start the capital
• Defined Group of Constituents
campaign until
• Solid Leadership
Second Approval is
• Plan of Action
obtained.
What you need to proceed:
Phase I:
Planning or Feasibility Study
Organization
Communications
Phase II:
Advanced Gifts Solicitation
Worker Recruitment
Phase III:
The Campaign
General Phase
Phase IV:
Follow-up
What you need to succeed:
A commitment to follow through on
a plan.
Archdiocese of Atlanta
Office of Planning and Research
9
Step 4
Step 4 – Request Second Approval
Large Capital Process – Steps 3 and 4
Request approval to develop detailed drawings and to
launch capital campaign
•
CCSI will present the preliminary design with the color renderings to the
Archbishop in advance of the Parish’s request for Second Approval
•
Now that the parish has developed a preliminary design and estimated
cost for the project and has completed planning for its capital campaign,
the final step in this stage is to request permission from the Archbishop to
move on to the next steps, namely, securing financing (Step 5) and final
design (Step 6).
• Cover letter from pastor
• Initial Financial Application
Second Approval Cover Letter:
Key points to include
1. Formal request for permission to
a. Begin Capital Campaign
and exempt campaign
funds
b. Obtain detail drawings and
cost estimate
2. Updated cost estimate
3. Capital Campaign target & timing
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.
Archdiocese of Atlanta
Office of Planning and Research
10
Overview of Large Capital Project Process
Step 2
Large Capital Process – Steps 3 and 4
Step 1
Define and Review Project
• Review letter and forms
• Grant initial conceptual approval to
engage design professionals and/or a
capital campaign consultant
Request First Approval:
Initial Conceptual Approval
Step 3
Step 4
• CCSI to present Preliminary Drawings
to the Archbishop
Develop Preliminary Design
Request Second Approval:
Approval for Capital Campaign and
Detailed Drawings
Step 5
• Review letter and forms
• Grant approval to:
• Kick-off capital campaign
• Obtain detailed drawings and
cost estimate
Step 7
Secure Financing
• Review letter and forms
• Grant approval to begin construction
Request Final Approval:
Build Approval
Step 6
Finalize Design
Step 8
Step 9
Archdiocese of Atlanta
Office of Planning and Research
Construction Management
Acceptance and Dedication
Large Capital Process – Steps 3 and 4
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/
Archdiocese of Atlanta
Office of Planning and Research
12
Slide 6
Large Capital Process – Steps 3 and 4
Archdiocese of Atlanta
Large Capital Process
Step 3: Develop Preliminary Design
- What is CCSI?
- Step 3 Process Steps
Step 4: Request Second Approval
Archdiocese of Atlanta
Office of Planning and Research
Step 3 – Develop Preliminary Design
CCSI is NOT:
• The architect or one of the engineering firms that
What is Catholic Construction Services, Inc. (CCSI)?
•
Large Capital Process – Steps 3 and 4
•
CCSI is a separate legal entity that is owned by the Archdiocese.
• CCSI has its own Board of Directors
• Receives oversight from the Facilities Planning and
Construction Advisory Board
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.
CCSI works with/for both the parish and the Archbishop.
• CCSI acts as the representative of the Archbishop and the parish – all design consultants and
contractor agreements are drafted by CCSI with the input of the parish and the other party to the
agreement.
• Please see the next slide for detailed description of CCSI duties.
Key Terms:
• Owner of all Archdiocesan properties/facilities is “The Archbishop and/or His Successor in Office.”*
*N.B. Parish property belongs to the parish, but is titled in the name of the Archbishop.
• The Owner’s Representative is Catholic Construction Services, Inc. (hereafter, CCSI).
CCSI’s overall responsibility is to represent the Owner’s interests and perform the
Owner’s duties as required by the design and construction agreements that are
executed by the Owner.
• The Client is a Parish, Mission or School of the Archdiocese of Atlanta.
Archdiocese of Atlanta
Office of Planning and Research
2
Step 3 – Develop Preliminary Design
What are Owner’s Representative Services (CCSI Services)?
Large Capital Process – Steps 3 and 4
• 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
Archdiocese of Atlanta
Office of Planning and Research
3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Bid – Build
Option 1
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:
Legend:
Contractual Relationship
Flow of Work
1. Owner hires Architect/Master Planner
2. Architect designs building for Owner
3. General Contractors bid on completed
design
4. 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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
4
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Build
Option 2
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 start
Disadvantages:
Legend:
Contractual Relationship
Flow of Work
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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
5
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
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.
• 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)
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.
Third, issue the Request for Proposal (RFP) for
professional design assistance
• 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.
Archdiocese of Atlanta
Office of Planning and Research
6
Step 3
Step 3 – Develop Preliminary Design
Fourth, select the design professionals for the project
Large Capital Process – Steps 3 and 4
• CCSI will summarize the RFP responses from the candidates in a spreadsheet for
ease of candidate comparison.
• 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)
• 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
Archdiocese of Atlanta
Office of Planning and Research
7
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Fifth, develop the initial design and cost estimate
• 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)
• In addition to the architect/design team, other consultants may be needed to understand the design and cost
implications of a future project, including a land surveyor, geotechnical company and civil engineer.
• CCSI has a list of these consultants that can be called upon
• CCSI will take proposals, evaluate them and make recommendations prior to placing them under contract.
• CCSI will prepare the total projected development budget to be used by the parish in submitting the initial version of the
Financial Application for approval by the Archdiocese.
• If the preliminary design indicates that re-zoning or a special land use permit is required for the proposed Project, CCSI
will meet with County Representative and attend County hearings. CCSI will assist in the selection and draft agreements
with other consultants including zoning attorneys, traffic engineers, lighting consultants, acoustical engineers, etc.
Archdiocese of Atlanta
Office of Planning and Research
8
Step 3
Step 3 – Develop Preliminary Design
Sixth, plan your capital campaign (if needed)
Large Capital Process – Steps 3 and 4
Click for a helpful guide to running a
Capital Campaign.
Contact Steve Siler, Executive Director of
Stewardship for assistance with your
campaign.
• 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)
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:
Note: Please do
• Case Statement Worthy of Support
PLANNING PHASE
not start the capital
• Defined Group of Constituents
campaign until
• Solid Leadership
Second Approval is
• Plan of Action
obtained.
What you need to proceed:
Phase I:
Planning or Feasibility Study
Organization
Communications
Phase II:
Advanced Gifts Solicitation
Worker Recruitment
Phase III:
The Campaign
General Phase
Phase IV:
Follow-up
What you need to succeed:
A commitment to follow through on
a plan.
Archdiocese of Atlanta
Office of Planning and Research
9
Step 4
Step 4 – Request Second Approval
Large Capital Process – Steps 3 and 4
Request approval to develop detailed drawings and to
launch capital campaign
•
CCSI will present the preliminary design with the color renderings to the
Archbishop in advance of the Parish’s request for Second Approval
•
Now that the parish has developed a preliminary design and estimated
cost for the project and has completed planning for its capital campaign,
the final step in this stage is to request permission from the Archbishop to
move on to the next steps, namely, securing financing (Step 5) and final
design (Step 6).
• Cover letter from pastor
• Initial Financial Application
Second Approval Cover Letter:
Key points to include
1. Formal request for permission to
a. Begin Capital Campaign
and exempt campaign
funds
b. Obtain detail drawings and
cost estimate
2. Updated cost estimate
3. Capital Campaign target & timing
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.
Archdiocese of Atlanta
Office of Planning and Research
10
Overview of Large Capital Project Process
Step 2
Large Capital Process – Steps 3 and 4
Step 1
Define and Review Project
• Review letter and forms
• Grant initial conceptual approval to
engage design professionals and/or a
capital campaign consultant
Request First Approval:
Initial Conceptual Approval
Step 3
Step 4
• CCSI to present Preliminary Drawings
to the Archbishop
Develop Preliminary Design
Request Second Approval:
Approval for Capital Campaign and
Detailed Drawings
Step 5
• Review letter and forms
• Grant approval to:
• Kick-off capital campaign
• Obtain detailed drawings and
cost estimate
Step 7
Secure Financing
• Review letter and forms
• Grant approval to begin construction
Request Final Approval:
Build Approval
Step 6
Finalize Design
Step 8
Step 9
Archdiocese of Atlanta
Office of Planning and Research
Construction Management
Acceptance and Dedication
Large Capital Process – Steps 3 and 4
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/
Archdiocese of Atlanta
Office of Planning and Research
12
Slide 7
Large Capital Process – Steps 3 and 4
Archdiocese of Atlanta
Large Capital Process
Step 3: Develop Preliminary Design
- What is CCSI?
- Step 3 Process Steps
Step 4: Request Second Approval
Archdiocese of Atlanta
Office of Planning and Research
Step 3 – Develop Preliminary Design
CCSI is NOT:
• The architect or one of the engineering firms that
What is Catholic Construction Services, Inc. (CCSI)?
•
Large Capital Process – Steps 3 and 4
•
CCSI is a separate legal entity that is owned by the Archdiocese.
• CCSI has its own Board of Directors
• Receives oversight from the Facilities Planning and
Construction Advisory Board
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.
CCSI works with/for both the parish and the Archbishop.
• CCSI acts as the representative of the Archbishop and the parish – all design consultants and
contractor agreements are drafted by CCSI with the input of the parish and the other party to the
agreement.
• Please see the next slide for detailed description of CCSI duties.
Key Terms:
• Owner of all Archdiocesan properties/facilities is “The Archbishop and/or His Successor in Office.”*
*N.B. Parish property belongs to the parish, but is titled in the name of the Archbishop.
• The Owner’s Representative is Catholic Construction Services, Inc. (hereafter, CCSI).
CCSI’s overall responsibility is to represent the Owner’s interests and perform the
Owner’s duties as required by the design and construction agreements that are
executed by the Owner.
• The Client is a Parish, Mission or School of the Archdiocese of Atlanta.
Archdiocese of Atlanta
Office of Planning and Research
2
Step 3 – Develop Preliminary Design
What are Owner’s Representative Services (CCSI Services)?
Large Capital Process – Steps 3 and 4
• 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
Archdiocese of Atlanta
Office of Planning and Research
3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Bid – Build
Option 1
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:
Legend:
Contractual Relationship
Flow of Work
1. Owner hires Architect/Master Planner
2. Architect designs building for Owner
3. General Contractors bid on completed
design
4. 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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
4
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Build
Option 2
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 start
Disadvantages:
Legend:
Contractual Relationship
Flow of Work
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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
5
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
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.
• 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)
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.
Third, issue the Request for Proposal (RFP) for
professional design assistance
• 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.
Archdiocese of Atlanta
Office of Planning and Research
6
Step 3
Step 3 – Develop Preliminary Design
Fourth, select the design professionals for the project
Large Capital Process – Steps 3 and 4
• CCSI will summarize the RFP responses from the candidates in a spreadsheet for
ease of candidate comparison.
• 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)
• 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
Archdiocese of Atlanta
Office of Planning and Research
7
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Fifth, develop the initial design and cost estimate
• 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)
• In addition to the architect/design team, other consultants may be needed to understand the design and cost
implications of a future project, including a land surveyor, geotechnical company and civil engineer.
• CCSI has a list of these consultants that can be called upon
• CCSI will take proposals, evaluate them and make recommendations prior to placing them under contract.
• CCSI will prepare the total projected development budget to be used by the parish in submitting the initial version of the
Financial Application for approval by the Archdiocese.
• If the preliminary design indicates that re-zoning or a special land use permit is required for the proposed Project, CCSI
will meet with County Representative and attend County hearings. CCSI will assist in the selection and draft agreements
with other consultants including zoning attorneys, traffic engineers, lighting consultants, acoustical engineers, etc.
Archdiocese of Atlanta
Office of Planning and Research
8
Step 3
Step 3 – Develop Preliminary Design
Sixth, plan your capital campaign (if needed)
Large Capital Process – Steps 3 and 4
Click for a helpful guide to running a
Capital Campaign.
Contact Steve Siler, Executive Director of
Stewardship for assistance with your
campaign.
• 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)
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:
Note: Please do
• Case Statement Worthy of Support
PLANNING PHASE
not start the capital
• Defined Group of Constituents
campaign until
• Solid Leadership
Second Approval is
• Plan of Action
obtained.
What you need to proceed:
Phase I:
Planning or Feasibility Study
Organization
Communications
Phase II:
Advanced Gifts Solicitation
Worker Recruitment
Phase III:
The Campaign
General Phase
Phase IV:
Follow-up
What you need to succeed:
A commitment to follow through on
a plan.
Archdiocese of Atlanta
Office of Planning and Research
9
Step 4
Step 4 – Request Second Approval
Large Capital Process – Steps 3 and 4
Request approval to develop detailed drawings and to
launch capital campaign
•
CCSI will present the preliminary design with the color renderings to the
Archbishop in advance of the Parish’s request for Second Approval
•
Now that the parish has developed a preliminary design and estimated
cost for the project and has completed planning for its capital campaign,
the final step in this stage is to request permission from the Archbishop to
move on to the next steps, namely, securing financing (Step 5) and final
design (Step 6).
• Cover letter from pastor
• Initial Financial Application
Second Approval Cover Letter:
Key points to include
1. Formal request for permission to
a. Begin Capital Campaign
and exempt campaign
funds
b. Obtain detail drawings and
cost estimate
2. Updated cost estimate
3. Capital Campaign target & timing
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.
Archdiocese of Atlanta
Office of Planning and Research
10
Overview of Large Capital Project Process
Step 2
Large Capital Process – Steps 3 and 4
Step 1
Define and Review Project
• Review letter and forms
• Grant initial conceptual approval to
engage design professionals and/or a
capital campaign consultant
Request First Approval:
Initial Conceptual Approval
Step 3
Step 4
• CCSI to present Preliminary Drawings
to the Archbishop
Develop Preliminary Design
Request Second Approval:
Approval for Capital Campaign and
Detailed Drawings
Step 5
• Review letter and forms
• Grant approval to:
• Kick-off capital campaign
• Obtain detailed drawings and
cost estimate
Step 7
Secure Financing
• Review letter and forms
• Grant approval to begin construction
Request Final Approval:
Build Approval
Step 6
Finalize Design
Step 8
Step 9
Archdiocese of Atlanta
Office of Planning and Research
Construction Management
Acceptance and Dedication
Large Capital Process – Steps 3 and 4
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/
Archdiocese of Atlanta
Office of Planning and Research
12
Slide 8
Large Capital Process – Steps 3 and 4
Archdiocese of Atlanta
Large Capital Process
Step 3: Develop Preliminary Design
- What is CCSI?
- Step 3 Process Steps
Step 4: Request Second Approval
Archdiocese of Atlanta
Office of Planning and Research
Step 3 – Develop Preliminary Design
CCSI is NOT:
• The architect or one of the engineering firms that
What is Catholic Construction Services, Inc. (CCSI)?
•
Large Capital Process – Steps 3 and 4
•
CCSI is a separate legal entity that is owned by the Archdiocese.
• CCSI has its own Board of Directors
• Receives oversight from the Facilities Planning and
Construction Advisory Board
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.
CCSI works with/for both the parish and the Archbishop.
• CCSI acts as the representative of the Archbishop and the parish – all design consultants and
contractor agreements are drafted by CCSI with the input of the parish and the other party to the
agreement.
• Please see the next slide for detailed description of CCSI duties.
Key Terms:
• Owner of all Archdiocesan properties/facilities is “The Archbishop and/or His Successor in Office.”*
*N.B. Parish property belongs to the parish, but is titled in the name of the Archbishop.
• The Owner’s Representative is Catholic Construction Services, Inc. (hereafter, CCSI).
CCSI’s overall responsibility is to represent the Owner’s interests and perform the
Owner’s duties as required by the design and construction agreements that are
executed by the Owner.
• The Client is a Parish, Mission or School of the Archdiocese of Atlanta.
Archdiocese of Atlanta
Office of Planning and Research
2
Step 3 – Develop Preliminary Design
What are Owner’s Representative Services (CCSI Services)?
Large Capital Process – Steps 3 and 4
• 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
Archdiocese of Atlanta
Office of Planning and Research
3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Bid – Build
Option 1
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:
Legend:
Contractual Relationship
Flow of Work
1. Owner hires Architect/Master Planner
2. Architect designs building for Owner
3. General Contractors bid on completed
design
4. 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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
4
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Build
Option 2
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 start
Disadvantages:
Legend:
Contractual Relationship
Flow of Work
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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
5
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
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.
• 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)
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.
Third, issue the Request for Proposal (RFP) for
professional design assistance
• 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.
Archdiocese of Atlanta
Office of Planning and Research
6
Step 3
Step 3 – Develop Preliminary Design
Fourth, select the design professionals for the project
Large Capital Process – Steps 3 and 4
• CCSI will summarize the RFP responses from the candidates in a spreadsheet for
ease of candidate comparison.
• 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)
• 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
Archdiocese of Atlanta
Office of Planning and Research
7
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Fifth, develop the initial design and cost estimate
• 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)
• In addition to the architect/design team, other consultants may be needed to understand the design and cost
implications of a future project, including a land surveyor, geotechnical company and civil engineer.
• CCSI has a list of these consultants that can be called upon
• CCSI will take proposals, evaluate them and make recommendations prior to placing them under contract.
• CCSI will prepare the total projected development budget to be used by the parish in submitting the initial version of the
Financial Application for approval by the Archdiocese.
• If the preliminary design indicates that re-zoning or a special land use permit is required for the proposed Project, CCSI
will meet with County Representative and attend County hearings. CCSI will assist in the selection and draft agreements
with other consultants including zoning attorneys, traffic engineers, lighting consultants, acoustical engineers, etc.
Archdiocese of Atlanta
Office of Planning and Research
8
Step 3
Step 3 – Develop Preliminary Design
Sixth, plan your capital campaign (if needed)
Large Capital Process – Steps 3 and 4
Click for a helpful guide to running a
Capital Campaign.
Contact Steve Siler, Executive Director of
Stewardship for assistance with your
campaign.
• 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)
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:
Note: Please do
• Case Statement Worthy of Support
PLANNING PHASE
not start the capital
• Defined Group of Constituents
campaign until
• Solid Leadership
Second Approval is
• Plan of Action
obtained.
What you need to proceed:
Phase I:
Planning or Feasibility Study
Organization
Communications
Phase II:
Advanced Gifts Solicitation
Worker Recruitment
Phase III:
The Campaign
General Phase
Phase IV:
Follow-up
What you need to succeed:
A commitment to follow through on
a plan.
Archdiocese of Atlanta
Office of Planning and Research
9
Step 4
Step 4 – Request Second Approval
Large Capital Process – Steps 3 and 4
Request approval to develop detailed drawings and to
launch capital campaign
•
CCSI will present the preliminary design with the color renderings to the
Archbishop in advance of the Parish’s request for Second Approval
•
Now that the parish has developed a preliminary design and estimated
cost for the project and has completed planning for its capital campaign,
the final step in this stage is to request permission from the Archbishop to
move on to the next steps, namely, securing financing (Step 5) and final
design (Step 6).
• Cover letter from pastor
• Initial Financial Application
Second Approval Cover Letter:
Key points to include
1. Formal request for permission to
a. Begin Capital Campaign
and exempt campaign
funds
b. Obtain detail drawings and
cost estimate
2. Updated cost estimate
3. Capital Campaign target & timing
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.
Archdiocese of Atlanta
Office of Planning and Research
10
Overview of Large Capital Project Process
Step 2
Large Capital Process – Steps 3 and 4
Step 1
Define and Review Project
• Review letter and forms
• Grant initial conceptual approval to
engage design professionals and/or a
capital campaign consultant
Request First Approval:
Initial Conceptual Approval
Step 3
Step 4
• CCSI to present Preliminary Drawings
to the Archbishop
Develop Preliminary Design
Request Second Approval:
Approval for Capital Campaign and
Detailed Drawings
Step 5
• Review letter and forms
• Grant approval to:
• Kick-off capital campaign
• Obtain detailed drawings and
cost estimate
Step 7
Secure Financing
• Review letter and forms
• Grant approval to begin construction
Request Final Approval:
Build Approval
Step 6
Finalize Design
Step 8
Step 9
Archdiocese of Atlanta
Office of Planning and Research
Construction Management
Acceptance and Dedication
Large Capital Process – Steps 3 and 4
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/
Archdiocese of Atlanta
Office of Planning and Research
12
Slide 9
Large Capital Process – Steps 3 and 4
Archdiocese of Atlanta
Large Capital Process
Step 3: Develop Preliminary Design
- What is CCSI?
- Step 3 Process Steps
Step 4: Request Second Approval
Archdiocese of Atlanta
Office of Planning and Research
Step 3 – Develop Preliminary Design
CCSI is NOT:
• The architect or one of the engineering firms that
What is Catholic Construction Services, Inc. (CCSI)?
•
Large Capital Process – Steps 3 and 4
•
CCSI is a separate legal entity that is owned by the Archdiocese.
• CCSI has its own Board of Directors
• Receives oversight from the Facilities Planning and
Construction Advisory Board
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.
CCSI works with/for both the parish and the Archbishop.
• CCSI acts as the representative of the Archbishop and the parish – all design consultants and
contractor agreements are drafted by CCSI with the input of the parish and the other party to the
agreement.
• Please see the next slide for detailed description of CCSI duties.
Key Terms:
• Owner of all Archdiocesan properties/facilities is “The Archbishop and/or His Successor in Office.”*
*N.B. Parish property belongs to the parish, but is titled in the name of the Archbishop.
• The Owner’s Representative is Catholic Construction Services, Inc. (hereafter, CCSI).
CCSI’s overall responsibility is to represent the Owner’s interests and perform the
Owner’s duties as required by the design and construction agreements that are
executed by the Owner.
• The Client is a Parish, Mission or School of the Archdiocese of Atlanta.
Archdiocese of Atlanta
Office of Planning and Research
2
Step 3 – Develop Preliminary Design
What are Owner’s Representative Services (CCSI Services)?
Large Capital Process – Steps 3 and 4
• 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
Archdiocese of Atlanta
Office of Planning and Research
3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Bid – Build
Option 1
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:
Legend:
Contractual Relationship
Flow of Work
1. Owner hires Architect/Master Planner
2. Architect designs building for Owner
3. General Contractors bid on completed
design
4. 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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
4
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Build
Option 2
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 start
Disadvantages:
Legend:
Contractual Relationship
Flow of Work
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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
5
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
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.
• 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)
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.
Third, issue the Request for Proposal (RFP) for
professional design assistance
• 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.
Archdiocese of Atlanta
Office of Planning and Research
6
Step 3
Step 3 – Develop Preliminary Design
Fourth, select the design professionals for the project
Large Capital Process – Steps 3 and 4
• CCSI will summarize the RFP responses from the candidates in a spreadsheet for
ease of candidate comparison.
• 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)
• 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
Archdiocese of Atlanta
Office of Planning and Research
7
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Fifth, develop the initial design and cost estimate
• 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)
• In addition to the architect/design team, other consultants may be needed to understand the design and cost
implications of a future project, including a land surveyor, geotechnical company and civil engineer.
• CCSI has a list of these consultants that can be called upon
• CCSI will take proposals, evaluate them and make recommendations prior to placing them under contract.
• CCSI will prepare the total projected development budget to be used by the parish in submitting the initial version of the
Financial Application for approval by the Archdiocese.
• If the preliminary design indicates that re-zoning or a special land use permit is required for the proposed Project, CCSI
will meet with County Representative and attend County hearings. CCSI will assist in the selection and draft agreements
with other consultants including zoning attorneys, traffic engineers, lighting consultants, acoustical engineers, etc.
Archdiocese of Atlanta
Office of Planning and Research
8
Step 3
Step 3 – Develop Preliminary Design
Sixth, plan your capital campaign (if needed)
Large Capital Process – Steps 3 and 4
Click for a helpful guide to running a
Capital Campaign.
Contact Steve Siler, Executive Director of
Stewardship for assistance with your
campaign.
• 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)
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:
Note: Please do
• Case Statement Worthy of Support
PLANNING PHASE
not start the capital
• Defined Group of Constituents
campaign until
• Solid Leadership
Second Approval is
• Plan of Action
obtained.
What you need to proceed:
Phase I:
Planning or Feasibility Study
Organization
Communications
Phase II:
Advanced Gifts Solicitation
Worker Recruitment
Phase III:
The Campaign
General Phase
Phase IV:
Follow-up
What you need to succeed:
A commitment to follow through on
a plan.
Archdiocese of Atlanta
Office of Planning and Research
9
Step 4
Step 4 – Request Second Approval
Large Capital Process – Steps 3 and 4
Request approval to develop detailed drawings and to
launch capital campaign
•
CCSI will present the preliminary design with the color renderings to the
Archbishop in advance of the Parish’s request for Second Approval
•
Now that the parish has developed a preliminary design and estimated
cost for the project and has completed planning for its capital campaign,
the final step in this stage is to request permission from the Archbishop to
move on to the next steps, namely, securing financing (Step 5) and final
design (Step 6).
• Cover letter from pastor
• Initial Financial Application
Second Approval Cover Letter:
Key points to include
1. Formal request for permission to
a. Begin Capital Campaign
and exempt campaign
funds
b. Obtain detail drawings and
cost estimate
2. Updated cost estimate
3. Capital Campaign target & timing
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.
Archdiocese of Atlanta
Office of Planning and Research
10
Overview of Large Capital Project Process
Step 2
Large Capital Process – Steps 3 and 4
Step 1
Define and Review Project
• Review letter and forms
• Grant initial conceptual approval to
engage design professionals and/or a
capital campaign consultant
Request First Approval:
Initial Conceptual Approval
Step 3
Step 4
• CCSI to present Preliminary Drawings
to the Archbishop
Develop Preliminary Design
Request Second Approval:
Approval for Capital Campaign and
Detailed Drawings
Step 5
• Review letter and forms
• Grant approval to:
• Kick-off capital campaign
• Obtain detailed drawings and
cost estimate
Step 7
Secure Financing
• Review letter and forms
• Grant approval to begin construction
Request Final Approval:
Build Approval
Step 6
Finalize Design
Step 8
Step 9
Archdiocese of Atlanta
Office of Planning and Research
Construction Management
Acceptance and Dedication
Large Capital Process – Steps 3 and 4
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/
Archdiocese of Atlanta
Office of Planning and Research
12
Slide 10
Large Capital Process – Steps 3 and 4
Archdiocese of Atlanta
Large Capital Process
Step 3: Develop Preliminary Design
- What is CCSI?
- Step 3 Process Steps
Step 4: Request Second Approval
Archdiocese of Atlanta
Office of Planning and Research
Step 3 – Develop Preliminary Design
CCSI is NOT:
• The architect or one of the engineering firms that
What is Catholic Construction Services, Inc. (CCSI)?
•
Large Capital Process – Steps 3 and 4
•
CCSI is a separate legal entity that is owned by the Archdiocese.
• CCSI has its own Board of Directors
• Receives oversight from the Facilities Planning and
Construction Advisory Board
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.
CCSI works with/for both the parish and the Archbishop.
• CCSI acts as the representative of the Archbishop and the parish – all design consultants and
contractor agreements are drafted by CCSI with the input of the parish and the other party to the
agreement.
• Please see the next slide for detailed description of CCSI duties.
Key Terms:
• Owner of all Archdiocesan properties/facilities is “The Archbishop and/or His Successor in Office.”*
*N.B. Parish property belongs to the parish, but is titled in the name of the Archbishop.
• The Owner’s Representative is Catholic Construction Services, Inc. (hereafter, CCSI).
CCSI’s overall responsibility is to represent the Owner’s interests and perform the
Owner’s duties as required by the design and construction agreements that are
executed by the Owner.
• The Client is a Parish, Mission or School of the Archdiocese of Atlanta.
Archdiocese of Atlanta
Office of Planning and Research
2
Step 3 – Develop Preliminary Design
What are Owner’s Representative Services (CCSI Services)?
Large Capital Process – Steps 3 and 4
• 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
Archdiocese of Atlanta
Office of Planning and Research
3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Bid – Build
Option 1
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:
Legend:
Contractual Relationship
Flow of Work
1. Owner hires Architect/Master Planner
2. Architect designs building for Owner
3. General Contractors bid on completed
design
4. 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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
4
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Build
Option 2
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 start
Disadvantages:
Legend:
Contractual Relationship
Flow of Work
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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
5
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
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.
• 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)
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.
Third, issue the Request for Proposal (RFP) for
professional design assistance
• 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.
Archdiocese of Atlanta
Office of Planning and Research
6
Step 3
Step 3 – Develop Preliminary Design
Fourth, select the design professionals for the project
Large Capital Process – Steps 3 and 4
• CCSI will summarize the RFP responses from the candidates in a spreadsheet for
ease of candidate comparison.
• 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)
• 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
Archdiocese of Atlanta
Office of Planning and Research
7
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Fifth, develop the initial design and cost estimate
• 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)
• In addition to the architect/design team, other consultants may be needed to understand the design and cost
implications of a future project, including a land surveyor, geotechnical company and civil engineer.
• CCSI has a list of these consultants that can be called upon
• CCSI will take proposals, evaluate them and make recommendations prior to placing them under contract.
• CCSI will prepare the total projected development budget to be used by the parish in submitting the initial version of the
Financial Application for approval by the Archdiocese.
• If the preliminary design indicates that re-zoning or a special land use permit is required for the proposed Project, CCSI
will meet with County Representative and attend County hearings. CCSI will assist in the selection and draft agreements
with other consultants including zoning attorneys, traffic engineers, lighting consultants, acoustical engineers, etc.
Archdiocese of Atlanta
Office of Planning and Research
8
Step 3
Step 3 – Develop Preliminary Design
Sixth, plan your capital campaign (if needed)
Large Capital Process – Steps 3 and 4
Click for a helpful guide to running a
Capital Campaign.
Contact Steve Siler, Executive Director of
Stewardship for assistance with your
campaign.
• 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)
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:
Note: Please do
• Case Statement Worthy of Support
PLANNING PHASE
not start the capital
• Defined Group of Constituents
campaign until
• Solid Leadership
Second Approval is
• Plan of Action
obtained.
What you need to proceed:
Phase I:
Planning or Feasibility Study
Organization
Communications
Phase II:
Advanced Gifts Solicitation
Worker Recruitment
Phase III:
The Campaign
General Phase
Phase IV:
Follow-up
What you need to succeed:
A commitment to follow through on
a plan.
Archdiocese of Atlanta
Office of Planning and Research
9
Step 4
Step 4 – Request Second Approval
Large Capital Process – Steps 3 and 4
Request approval to develop detailed drawings and to
launch capital campaign
•
CCSI will present the preliminary design with the color renderings to the
Archbishop in advance of the Parish’s request for Second Approval
•
Now that the parish has developed a preliminary design and estimated
cost for the project and has completed planning for its capital campaign,
the final step in this stage is to request permission from the Archbishop to
move on to the next steps, namely, securing financing (Step 5) and final
design (Step 6).
• Cover letter from pastor
• Initial Financial Application
Second Approval Cover Letter:
Key points to include
1. Formal request for permission to
a. Begin Capital Campaign
and exempt campaign
funds
b. Obtain detail drawings and
cost estimate
2. Updated cost estimate
3. Capital Campaign target & timing
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.
Archdiocese of Atlanta
Office of Planning and Research
10
Overview of Large Capital Project Process
Step 2
Large Capital Process – Steps 3 and 4
Step 1
Define and Review Project
• Review letter and forms
• Grant initial conceptual approval to
engage design professionals and/or a
capital campaign consultant
Request First Approval:
Initial Conceptual Approval
Step 3
Step 4
• CCSI to present Preliminary Drawings
to the Archbishop
Develop Preliminary Design
Request Second Approval:
Approval for Capital Campaign and
Detailed Drawings
Step 5
• Review letter and forms
• Grant approval to:
• Kick-off capital campaign
• Obtain detailed drawings and
cost estimate
Step 7
Secure Financing
• Review letter and forms
• Grant approval to begin construction
Request Final Approval:
Build Approval
Step 6
Finalize Design
Step 8
Step 9
Archdiocese of Atlanta
Office of Planning and Research
Construction Management
Acceptance and Dedication
Large Capital Process – Steps 3 and 4
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/
Archdiocese of Atlanta
Office of Planning and Research
12
Slide 11
Large Capital Process – Steps 3 and 4
Archdiocese of Atlanta
Large Capital Process
Step 3: Develop Preliminary Design
- What is CCSI?
- Step 3 Process Steps
Step 4: Request Second Approval
Archdiocese of Atlanta
Office of Planning and Research
Step 3 – Develop Preliminary Design
CCSI is NOT:
• The architect or one of the engineering firms that
What is Catholic Construction Services, Inc. (CCSI)?
•
Large Capital Process – Steps 3 and 4
•
CCSI is a separate legal entity that is owned by the Archdiocese.
• CCSI has its own Board of Directors
• Receives oversight from the Facilities Planning and
Construction Advisory Board
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.
CCSI works with/for both the parish and the Archbishop.
• CCSI acts as the representative of the Archbishop and the parish – all design consultants and
contractor agreements are drafted by CCSI with the input of the parish and the other party to the
agreement.
• Please see the next slide for detailed description of CCSI duties.
Key Terms:
• Owner of all Archdiocesan properties/facilities is “The Archbishop and/or His Successor in Office.”*
*N.B. Parish property belongs to the parish, but is titled in the name of the Archbishop.
• The Owner’s Representative is Catholic Construction Services, Inc. (hereafter, CCSI).
CCSI’s overall responsibility is to represent the Owner’s interests and perform the
Owner’s duties as required by the design and construction agreements that are
executed by the Owner.
• The Client is a Parish, Mission or School of the Archdiocese of Atlanta.
Archdiocese of Atlanta
Office of Planning and Research
2
Step 3 – Develop Preliminary Design
What are Owner’s Representative Services (CCSI Services)?
Large Capital Process – Steps 3 and 4
• 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
Archdiocese of Atlanta
Office of Planning and Research
3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Bid – Build
Option 1
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:
Legend:
Contractual Relationship
Flow of Work
1. Owner hires Architect/Master Planner
2. Architect designs building for Owner
3. General Contractors bid on completed
design
4. 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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
4
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Build
Option 2
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 start
Disadvantages:
Legend:
Contractual Relationship
Flow of Work
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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
5
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
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.
• 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)
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.
Third, issue the Request for Proposal (RFP) for
professional design assistance
• 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.
Archdiocese of Atlanta
Office of Planning and Research
6
Step 3
Step 3 – Develop Preliminary Design
Fourth, select the design professionals for the project
Large Capital Process – Steps 3 and 4
• CCSI will summarize the RFP responses from the candidates in a spreadsheet for
ease of candidate comparison.
• 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)
• 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
Archdiocese of Atlanta
Office of Planning and Research
7
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Fifth, develop the initial design and cost estimate
• 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)
• In addition to the architect/design team, other consultants may be needed to understand the design and cost
implications of a future project, including a land surveyor, geotechnical company and civil engineer.
• CCSI has a list of these consultants that can be called upon
• CCSI will take proposals, evaluate them and make recommendations prior to placing them under contract.
• CCSI will prepare the total projected development budget to be used by the parish in submitting the initial version of the
Financial Application for approval by the Archdiocese.
• If the preliminary design indicates that re-zoning or a special land use permit is required for the proposed Project, CCSI
will meet with County Representative and attend County hearings. CCSI will assist in the selection and draft agreements
with other consultants including zoning attorneys, traffic engineers, lighting consultants, acoustical engineers, etc.
Archdiocese of Atlanta
Office of Planning and Research
8
Step 3
Step 3 – Develop Preliminary Design
Sixth, plan your capital campaign (if needed)
Large Capital Process – Steps 3 and 4
Click for a helpful guide to running a
Capital Campaign.
Contact Steve Siler, Executive Director of
Stewardship for assistance with your
campaign.
• 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)
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:
Note: Please do
• Case Statement Worthy of Support
PLANNING PHASE
not start the capital
• Defined Group of Constituents
campaign until
• Solid Leadership
Second Approval is
• Plan of Action
obtained.
What you need to proceed:
Phase I:
Planning or Feasibility Study
Organization
Communications
Phase II:
Advanced Gifts Solicitation
Worker Recruitment
Phase III:
The Campaign
General Phase
Phase IV:
Follow-up
What you need to succeed:
A commitment to follow through on
a plan.
Archdiocese of Atlanta
Office of Planning and Research
9
Step 4
Step 4 – Request Second Approval
Large Capital Process – Steps 3 and 4
Request approval to develop detailed drawings and to
launch capital campaign
•
CCSI will present the preliminary design with the color renderings to the
Archbishop in advance of the Parish’s request for Second Approval
•
Now that the parish has developed a preliminary design and estimated
cost for the project and has completed planning for its capital campaign,
the final step in this stage is to request permission from the Archbishop to
move on to the next steps, namely, securing financing (Step 5) and final
design (Step 6).
• Cover letter from pastor
• Initial Financial Application
Second Approval Cover Letter:
Key points to include
1. Formal request for permission to
a. Begin Capital Campaign
and exempt campaign
funds
b. Obtain detail drawings and
cost estimate
2. Updated cost estimate
3. Capital Campaign target & timing
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.
Archdiocese of Atlanta
Office of Planning and Research
10
Overview of Large Capital Project Process
Step 2
Large Capital Process – Steps 3 and 4
Step 1
Define and Review Project
• Review letter and forms
• Grant initial conceptual approval to
engage design professionals and/or a
capital campaign consultant
Request First Approval:
Initial Conceptual Approval
Step 3
Step 4
• CCSI to present Preliminary Drawings
to the Archbishop
Develop Preliminary Design
Request Second Approval:
Approval for Capital Campaign and
Detailed Drawings
Step 5
• Review letter and forms
• Grant approval to:
• Kick-off capital campaign
• Obtain detailed drawings and
cost estimate
Step 7
Secure Financing
• Review letter and forms
• Grant approval to begin construction
Request Final Approval:
Build Approval
Step 6
Finalize Design
Step 8
Step 9
Archdiocese of Atlanta
Office of Planning and Research
Construction Management
Acceptance and Dedication
Large Capital Process – Steps 3 and 4
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/
Archdiocese of Atlanta
Office of Planning and Research
12
Slide 12
Large Capital Process – Steps 3 and 4
Archdiocese of Atlanta
Large Capital Process
Step 3: Develop Preliminary Design
- What is CCSI?
- Step 3 Process Steps
Step 4: Request Second Approval
Archdiocese of Atlanta
Office of Planning and Research
Step 3 – Develop Preliminary Design
CCSI is NOT:
• The architect or one of the engineering firms that
What is Catholic Construction Services, Inc. (CCSI)?
•
Large Capital Process – Steps 3 and 4
•
CCSI is a separate legal entity that is owned by the Archdiocese.
• CCSI has its own Board of Directors
• Receives oversight from the Facilities Planning and
Construction Advisory Board
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.
CCSI works with/for both the parish and the Archbishop.
• CCSI acts as the representative of the Archbishop and the parish – all design consultants and
contractor agreements are drafted by CCSI with the input of the parish and the other party to the
agreement.
• Please see the next slide for detailed description of CCSI duties.
Key Terms:
• Owner of all Archdiocesan properties/facilities is “The Archbishop and/or His Successor in Office.”*
*N.B. Parish property belongs to the parish, but is titled in the name of the Archbishop.
• The Owner’s Representative is Catholic Construction Services, Inc. (hereafter, CCSI).
CCSI’s overall responsibility is to represent the Owner’s interests and perform the
Owner’s duties as required by the design and construction agreements that are
executed by the Owner.
• The Client is a Parish, Mission or School of the Archdiocese of Atlanta.
Archdiocese of Atlanta
Office of Planning and Research
2
Step 3 – Develop Preliminary Design
What are Owner’s Representative Services (CCSI Services)?
Large Capital Process – Steps 3 and 4
• 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
Archdiocese of Atlanta
Office of Planning and Research
3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Bid – Build
Option 1
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:
Legend:
Contractual Relationship
Flow of Work
1. Owner hires Architect/Master Planner
2. Architect designs building for Owner
3. General Contractors bid on completed
design
4. 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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
4
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Construction Delivery Method: Design – Build
Option 2
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 start
Disadvantages:
Legend:
Contractual Relationship
Flow of Work
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
Archdiocese of Atlanta
Office of Planning and Research
◦ 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
5
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
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.
• 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)
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.
Third, issue the Request for Proposal (RFP) for
professional design assistance
• 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.
Archdiocese of Atlanta
Office of Planning and Research
6
Step 3
Step 3 – Develop Preliminary Design
Fourth, select the design professionals for the project
Large Capital Process – Steps 3 and 4
• CCSI will summarize the RFP responses from the candidates in a spreadsheet for
ease of candidate comparison.
• 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)
• 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
Archdiocese of Atlanta
Office of Planning and Research
7
Step 3
Step 3 – Develop Preliminary Design
Large Capital Process – Steps 3 and 4
Fifth, develop the initial design and cost estimate
• 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)
• In addition to the architect/design team, other consultants may be needed to understand the design and cost
implications of a future project, including a land surveyor, geotechnical company and civil engineer.
• CCSI has a list of these consultants that can be called upon
• CCSI will take proposals, evaluate them and make recommendations prior to placing them under contract.
• CCSI will prepare the total projected development budget to be used by the parish in submitting the initial version of the
Financial Application for approval by the Archdiocese.
• If the preliminary design indicates that re-zoning or a special land use permit is required for the proposed Project, CCSI
will meet with County Representative and attend County hearings. CCSI will assist in the selection and draft agreements
with other consultants including zoning attorneys, traffic engineers, lighting consultants, acoustical engineers, etc.
Archdiocese of Atlanta
Office of Planning and Research
8
Step 3
Step 3 – Develop Preliminary Design
Sixth, plan your capital campaign (if needed)
Large Capital Process – Steps 3 and 4
Click for a helpful guide to running a
Capital Campaign.
Contact Steve Siler, Executive Director of
Stewardship for assistance with your
campaign.
• 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)
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:
Note: Please do
• Case Statement Worthy of Support
PLANNING PHASE
not start the capital
• Defined Group of Constituents
campaign until
• Solid Leadership
Second Approval is
• Plan of Action
obtained.
What you need to proceed:
Phase I:
Planning or Feasibility Study
Organization
Communications
Phase II:
Advanced Gifts Solicitation
Worker Recruitment
Phase III:
The Campaign
General Phase
Phase IV:
Follow-up
What you need to succeed:
A commitment to follow through on
a plan.
Archdiocese of Atlanta
Office of Planning and Research
9
Step 4
Step 4 – Request Second Approval
Large Capital Process – Steps 3 and 4
Request approval to develop detailed drawings and to
launch capital campaign
•
CCSI will present the preliminary design with the color renderings to the
Archbishop in advance of the Parish’s request for Second Approval
•
Now that the parish has developed a preliminary design and estimated
cost for the project and has completed planning for its capital campaign,
the final step in this stage is to request permission from the Archbishop to
move on to the next steps, namely, securing financing (Step 5) and final
design (Step 6).
• Cover letter from pastor
• Initial Financial Application
Second Approval Cover Letter:
Key points to include
1. Formal request for permission to
a. Begin Capital Campaign
and exempt campaign
funds
b. Obtain detail drawings and
cost estimate
2. Updated cost estimate
3. Capital Campaign target & timing
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.
Archdiocese of Atlanta
Office of Planning and Research
10
Overview of Large Capital Project Process
Step 2
Large Capital Process – Steps 3 and 4
Step 1
Define and Review Project
• Review letter and forms
• Grant initial conceptual approval to
engage design professionals and/or a
capital campaign consultant
Request First Approval:
Initial Conceptual Approval
Step 3
Step 4
• CCSI to present Preliminary Drawings
to the Archbishop
Develop Preliminary Design
Request Second Approval:
Approval for Capital Campaign and
Detailed Drawings
Step 5
• Review letter and forms
• Grant approval to:
• Kick-off capital campaign
• Obtain detailed drawings and
cost estimate
Step 7
Secure Financing
• Review letter and forms
• Grant approval to begin construction
Request Final Approval:
Build Approval
Step 6
Finalize Design
Step 8
Step 9
Archdiocese of Atlanta
Office of Planning and Research
Construction Management
Acceptance and Dedication
Large Capital Process – Steps 3 and 4
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/
Archdiocese of Atlanta
Office of Planning and Research
12