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Proposal for OpeningDesign's Architecture and Engineering Services

FOR:

Drew Larson (Cool Car Guys) W5268 Windmill Ridge Rd, New Glarus, WI 53574 drew@shopccg.com

Project Location

1600 Center Ave, Janesville, WI 53546

  • Project to include a 4700sf new building extension off an existing 700sf structure.
  • Spaces to include:
NUMBER NAME AREA
100 LOBBY & OPEN OFFICE 401
101 EX. OFFICE 101
102 OFFICE - LARGE 162
103 DELIVERY BAY 372
104 RESTROOM 62
105 RESTROOM 62
106 SERVICE OFFICE 154
107 CORRIDOR 266
108 WAITING AREA 106
109 SERVICE DESK 128
110 STAIR 83
111 SERVICE AREA 2334
112 FENCED IN AREA 297
200 CORRIDOR 140
201 OFFICE 179
202 RESTROOM 65
203 OFFICE 124
204 OFFICE 155
205 OFFICE 146
206 MECH. 50
Sum: 5388 SF

The following is a breakdown of services and phases we anticipate for your project.

Phases & Scope of Services

Phase 1 - Programming

  • Conduct zoning & building code analysis
    • Will have a pre-design meeting with the zoning department
  • The city most likely will require an official site survey of the existing area. If so, we assume this existing site survey would be provided by a 3rd party surveyor and will include the following:
    • locations of all structures on property
    • location of impervious areas
    • property lines with metes and bounds
    • recorded easements
    • utility locations (buried and overhead)
      • inside the site
      • and in the adjacent right of way (streets)
    • topographical elevations
    • locations of large trees (around new building location only - only if preserving the trees are required)
    • supplied as a CAD file to help initiate the architectural site plan
  • At the end of this phase, we provide up to (2) diagrammatic floor plan options which will explore ideal layout and adjacencies of the various spaces throughout the project, as well, as their relation to the site. These design options will address varying approaches in the following criteria.
    • Functional relationship of the various spaces
    • Code restrictions/requirements
    • Structural considerations
    • Mechanical considerations
    • Major equipment locations
    • Plumbing considerations
    • Environmental factors
    • Optimizing Daylight
    • Acoustical considerations
    • Existing site layout
    • Furniture/equipment requirements
  • A few examples of these diagrammatic floor plans

Phase 2 - Schematic Design

  • During this phase we will start developing what the look and feel of the project will be. We will provide up to (2) design options illustrated with the following documentation:
  • Architecture & Interior Design
    • Site Plan
    • Floor Plans
    • Interior Elevations, if necessary (key areas only)
    • Building Sections, if necessary
    • Elevations
    • 3D renderings/animations * Here's a couple examples of past animations we've done.
    • Will begin to suggest a palette of exterior materials

Phase 3 - Design Development

  • Here we will dial into one design by either refining one of the proposed designs and/or combining the desired aspects of the other design(s) proposed.

  • Architecture

    • Site Plan
    • We will base the site plan on the supplied 3rd party survey, as mentioned above
    • Will coordinate with your 3rd party civil engineer. Due to the simplisity of the site layout, a civil engineer might not be necessary. We will only know for sure, when we start coordinating with the city on their exact requirments.
    • Floor Plans
    • Demolition plans, if applicable
    • Exterior Elevations
    • Interior Elevations - key areas only
    • Building Sections
    • 3D renderings and animations, as described in Phase 2
    • Suggest and continue to refine the palette of exterior materials
      • Will provide material boards with physical samples for review
    • At the end of this phase we should have sufficient documentation to achieve any type of local Urban Design Commission and Plan Commission approvals that may be necessary.
      • For this project, however, we do not anticipate that these meeting will be necessary.

Phase 4 - Construction Documents

  • Out of all the phases listed in this proposal, the Construction Document phase is the most labor intensive. This is the phase where we dial into the exacting details of the design. We, along with our consultants, propose to provide the following construction documents for your project.

    • Architecture & Interior Design

      • Code summary
      • ADA requirements
      • Life safety plan
      • Emergency and exit sign layouts
      • Site Plan
        • Will be based on information supplied by 3rd party survey
      • Demolition plans, if applicable
      • Floor plans
      • Roof Plan
      • Reflected ceiling plan
        • Does not include lighting, however. We assume the lighting design will be worked out with the GC's electrician.
        • Will suggest lighting layout locations, however.
        • And help pick out decorative fixtures, if necessary
      • Finish Plans
        • Exterior only
      • Building Sections
      • Building Elevations
      • Wall Sections
      • Stair sections, if necessary
      • Large scale exterior/interior details, as necessary
      • Interior elevations of key areas only
        • Does not include millwork/casework elevations. We assume these will be design/built directly with the GC's or owner's vender.
      • Schedules
        • Door Schedule
          • does not include hardware, we will work with the GC's hardware vendor to dial in on specifics.
        • Window schedule
        • Finish schedule
      • Energy code check

    • Structural

      • Foundation Plan
      • Floor plans with structural member sizes
      • Large scale structural details, if necessary
      • Structural calculations
  • At the end of this phase we should have sufficient documentation to submit for permit. Often times, however, due to accelerated construction schedules, we will submit for permit a portion of the way through this phase, and complete the remaining documentation after the permit has been issued.

Phase 5 - Bidding and Issuing for Permit

  • Answer GC & subcontractor's bid questions, issue clarifications
  • Issue the drawings for building permit review
  • Provide the AHJ, reviewing the drawings, with any additional drawings and/or clarifications they may request after their initial review. This happens quite often and is a tyical part of the process.

Post Permit Changes

At times, our clients may propose alterations relatively late in the process, typically in Phase 4 and beyond. If these changes are small enough and submitted early, we can usually incorporate them into the base bid. However, if they are substantial and submitted too late, we will inform you and issue a not-to-exceed change order for your approval before initiating any work.

Should you choose to reissue a revised permit with these changes at a later date, please note that any additional work mandated by the Authority Having Jurisdiction (AHJ) for this revised permit is not covered in the base bid. Such additional work will be billed at an hourly rate as outlined in the enclosed billing rate schedule.

While we will strive to make post-permit changes code compliant, if you opt not to resubmit the plans to the AHJ for reapproval, OpeningDesign cannot assume liability for potential rework resulting from drawings that are not code compliant upon re-review or inspection.

Any change to the plans post-permit requires AHJ re-review and reapproval. It is your responsibility to inform us if you wish to resubmit. In some cases, major changes will necessitate resubmission to the AHJ, irrespective of their size.

Given the multifaceted nature of the building code, which is sometimes subject to local interpretation, we require the approval of the governing body (AHJ) to mitigate both our and your risk of liability. This requirement applies not only to construction after the initial permit issuance but also to any work performed before the first permit issuance.

Phase 6 - Construction Administration

  • Site visits
    • Assuming (1) on average of every 4 weeks (additional site visits, if necessary, will be billed at hourly rates outlined in this proposal, including mileage costs)
  • RFIs (request for information) from GC
    • The review of any late-in-the-game (Phase 4 and beyond) material/product substitutions and/or change orders will be on an hourly rate, over and above this base proposal
  • Shop drawings and submittals
  • Develop punch list, if necessary

Termination

When construction starts, our job is not over. Our involvement during this phase is typically just as important as the earlier phases, as quite often, due to accelerated schedules, we continue to work out the remaining details of the design.

In addition, our periodic on-site observation allows us to catch any construction errors and/or quality problems.

Having said this, you are free to stop our services at any time, and at any phase, however, as our involvement is crucial in all the above phases, if you terminate our service before the end of construction, we would be required to remove our name as the architect/engineer of record from the AHJ (Authority Having Jurisdiction) and would no longer be professionally liable for any errors and omissions that might be exposed later in the project. Our involvement throughout the project is crucial to minimizes our liability, as well as yours.

  • Either party may terminate this agreement without the need to provide a specific cause. To initiate this termination, written email notice must be given to the other party. The agreement will officially conclude on the date stated in the notice.
  • In the event of a termination without a specific cause, it's important to note that the client is responsible for compensating OpeningDesign for services rendered and expenses incurred up to the termination date.
  • In case of termination, OpeningDesign or the client shall promptly return to the all documents, plans, or property owned by the other.
  • In the event of termination without a specific cause, OpeningDesign shall make reasonable efforts to conclude any ongoing work or to facilitate a smooth transition to another architect. Please be aware that OpeningDesign will not assume responsibility for any delays, additional costs, or damages incurred by the client as a result of such termination.

Services not included:

Although we can provide the following services, we assume either they are not necessary or will be provided by the either the GC, a 3rd party via the GC, or directly contracted through you.

Please lets us know if you would like us to include any of the following.

  • As-built drawings for areas outside the scope. The scope area in this case in the site, and the building.
  • Civil engineering, including, but not exhaustive:
    • Storm water management/calculations
    • Grading and erosion control plan/details
    • Site stabilization details/methods.
    • Sediment control measures
    • Retaining wall design
  • Landscape design
  • HVAC/Mechanical Engineering
  • Electrical Engineering
  • Lighting
    • Picking out and/or specifying light fixtures, we will, however help suggest fixture locations
  • Plumbing Engineering
  • Food Service or Commercial Kitchen Design
    • Kitchen equipment procurement
  • Furniture, Fixtures & Equipment (FF&E) services
  • High-piled combustible storage documenation
  • Casework/millwork elevations
  • Long form (book) construction specifications
  • Structural work associated with shoring during construction
  • Land Surveying
  • Low Voltage Design
  • Audio/Visual Design
  • Extensive energy modeling beyond prescriptive requirements
  • LEED Design
  • LEED Commissioning
  • Hyper-Realistic Renderings
  • Detailed Cost Estimation
  • Fire Alarm
  • Fire Protection (Sprinklers)
  • Security
  • Signage Design/Layout
  • Acoustical Engineering Services
  • Geotechnical Engineering
  • Environmental Studies and Reports
  • Materials testing or special inspections
  • Information Technology
  • Legal Survey
  • Closeout Record Documents
  • Testing and Balancing of Installed Equipment
  • Environmental Studies
  • Commissioning Services
  • Moving Coordination
  • Post-occupancy Elevation/Studies
  • Maintenance and Operational Programming
  • Building Maintenance Manuals
  • Post-occupancy Evaluation
  • Extensive decorative finish studies
  • Art selection
  • Artwork Production Services
  • Additional art commission services may be provided to client and quoted separately

Fees Relative to Your Preferred Workflow

At OpeningDesign, we’ve developed a unique and preferred way of working. While our About page provides more details, the core idea is that most of our projects follow an open-source approach and are conducted out in the open.

This open-source model might seem unfamiliar, as it’s relatively new to our industry. However, it allows us to collaborate more efficiently with our trusted remote network of independent architects and designers. Additionally, it enables us to build and share a growing library of details and drawings, ultimately adding value in terms of both cost and schedule.

That said, we recognize that some clients may prefer a more traditional approach to architectural/engineering services. To accommodate different needs, we offer three tiered fee structures—ranging from a fully open approach to a private, more conventional model.

Approach A: Fully Open

In this approach, all construction documentation, project locations, and the names of involved parties are publicly shared. Any new documentation or content produced by OpeningDesign (or our consultants) is licensed under Creative Commons BY-SA 4.0. This means it can be freely used and adapted by you, the design team, or any other party, provided that proper attribution is given and any derivative work is shared under the same license. This commitment to open access and the ability to freely reuse these designs on other sites is what sets OpeningDesign apart from typical architecture firms.

Sample Projects

Approach B: Anonymous Open

This approach is identical to Approach A, except that project locations and client names remain confidential. While the design work remains open-source, anonymity ensures privacy for those who prefer not to disclose project details publicly.

Sample Projects

Approach C: Traditional & Private

For clients who require full confidentiality, this approach keeps all documentation and project details private. In this model, per industry norms, OpeningDesign and our consultants retain authorship and ownership of all design documentation, known as Instruments of Service, including common law and statutory rights.

  • Clients may use these construction documents for their project’s construction, maintenance, and future modifications.
  • However, unlike Approaches A and B, clients may not reuse the designs for another project at a different location without explicit permission from OpeningDesign.

While the majority of our clients choose Approach A or B, this traditional approach remains available for those who require confidentiality—such as:

  • Data centers, where design elements are a core business asset.
  • Developers, who may need to keep plans private until land acquisition or zoning approvals are finalized, with the option to shift to an open model later.

Things That Remain Private

Regardless of which approach (A, B, or C) is chosen:

  • Any documentation from external parties outside this contract—whether shared with OpeningDesign before or during the contract—will not be made public.
  • Any documentation you share with OpeningDesign prior to and during the execution of this contract will not be shared publicly.
  • Any emails exchanged between you, OpeningDesign, or other involved parties—both prior to and throughout the project—will not be shared publicly.
  • Additionally, any information you explicitly request to remain private will not be disclosed.

Final Thoughts

While open approaches are more common in other industries—such as software—they are still relatively new to the construction industry. If you have any questions, please don’t hesitate to ask. We’d be happy to chat!

Over the years, we’ve carefully refined these open approaches, and we take great pride in the efficiency and cost-effectiveness they bring. This method has not only benefited our clients but also contributed to the industry as a whole.

If you’d like to discuss which workflow aligns best with your project, we’d be happy to chat.

For more details, visit OpeningDesign’s about page to learn more about our open methodologies.













Not-to-Exceed Fee Proposal Options (A, B, or C):

The following table outlines the (3) fee options.

% Phase
Approach (A)
Approach (B)
Approach (C)

Rough % of Const. Costs Estimated Duration Not-To-Exceed
Rough % of Const. Costs Estimated Duration Not-To-Exceed
Rough % of Const. Costs Estimated Duration Not-To-Exceed
10.00% Phase 1:
Pre-Design & Programming
0.5% 1.8 wks $6,900
0.6% 2.4 wks $8,500
0.7% 3.1 wks $10,200
15.00% Phase 2:
Schematic Design
0.7% 2.7 wks $10,300
0.9% 3.5 wks $12,800
1.1% 4.6 wks $15,300
20.00% Phase 3:
Design Development
1.0% 3.6 wks $13,700
1.2% 4.7 wks $17,100
1.5% 6.2 wks $20,400
35.00% Phase 4:
Construction Documents
1.7% 6.4 wks $24,000
2.1% 8.3 wks $29,900
2.6% 10.8 wks $35,800
5.00% Phase 5:
Bidding and Issuing for Permit
0.2% 0.9 wks $3,400
0.3% 1.2 wks $4,300
0.4% 1.5 wks $5,100
15.00% Phase 6:
Construction Administration
0.7% n/a $10,300
0.9% n/a $12,800
1.1% n/a $15,300
100.00% All Phases
4.9% 15.5 wks $68,600
6.10% 20.1 wks $85,400
7.30% 26.1 wks $102,100
Assuming a Construction Cost, please see note below = $1,400,000

Please note, these are not lump sum fees, but are instead, not-to-exceed fees, which are based on a percentage of construction costs. That is, if project costs go down/up, or less/more scope is involved over time, these fee ceilings will adjust relatively.

To illustrate, the table below provides an example of how the overall fee will go up or down relative to the overall cost of construction.

The Hourly Rates, called out below, will apply until this not-to-exceed fee is reached.







Fee & Duration Based on Hypothetical Costs Of Construction

Fee & Duration Based on Hypothetical Costs Of Construction
Approach (A)
Approach (B)
Approach (C)

Possible Not-to-Exceed Fee Estimated Duration
Possible Not-to-Exceed Fee Estimated Duration
Possible Not-to-Exceed Fee Estimated Duration
$980,000
$48,000 10.8 wks
$59,800 14.1 wks
$71,500 18.3 wks
$1,400,000
$68,600 15.5 wks
$85,400 20.1 wks
$102,200 26.1 wks
$1,820,000
$89,200 20.1 wks
$111,000 26.1 wks
$132,900 34.0 wks
Percent of Construction Costs
4.9%
6.1%
7.3%

Please note, these not-to-exceed fees are based on the percentages of projected construction costs at any particular point in the project. For example, if a project starts out with projected costs of 'X', but the scope is cut in half later in the project, the fees for that earlier phase will still be based on 'X'.

We also assume your GC will share ongoing construction cost projections throughout all phases of the project.

In the event there's a dispute over our fees or the project stops prematurely and/or changes scope before retaining a GC to determine projected construction costs, we require you to retain the services of a mutually agreed upon 3rd party estimator to determine a fair construction cost on which our not-to-exceed fee could be based.

Please note the not-to-exceed fee is applied to the entire project fee, and not the individual fees associated with each discipline and does do not include reimbursable expenses.

By using hourly rates and not-to-exceed fees, based on percentages of construction, we have found this to be a win-win for both parties. The design professionals are given a little more safeguard against potential scope creep and the client can realize more economical fees if they are able to make decisions quicker and more consistently--moving the design of the project along quicker. In addition, clients are able to adjust, on the fly, what types of services they might or might not need as the project unfolds, thus avoiding tedious renegotiation.










Hourly Rates

Discipline Approach
(A)		 Approach
(B)		 Approach
(C)
Architecture
Principal $110/HR $125/HR $140/HR
Project Architect $90/HR $105/HR $120/HR
Intern $70/HR $85/HR $100/HR
Structural Engineer
Engineer I $180/HR $195/HR $210/HR
Junior Drafter $120/HR $135/HR $150/HR
Junior Drafter $95/HR $110/HR $125/HR

Reimbursable expenses include:

  • Transportation in connection with the project for travel authorized by the client (transportation, lodging and meals)
    • $1.00 per mile for travel
    • Hourly billing rates while traveling
  • Communication and shipping costs (long distance charges, courier, postage, dedicated web hosting, etc.)
  • Reproduction costs for plans, sketches, drawings, graphic representations and other documents
  • Renderings, models, prints of computer-generated drawings, mock-ups specifically requested by the client
  • Certification and documentation costs for third party certification such as LEED
  • Fees, levies, duties or taxes for permits, licenses, or approvals from authorities having jurisdiction
  • Additional insurance coverage or limits, including additional professional liability insurance requested by the client in a excess of that normally carried by the designer and the designer’s consultants
  • Direct expenses from additional consultants not specifically outlined in this proposal

Reimbursable expenses include an additional 15% to cover in-house administration, handling, and financing.

Boilerplate

  • We will deliver invoices on a monthly basis based on scope complete, with payment due within 30 days of receipt. Invoices overdue past (60) days will be interpreted as an order to stop work on the project and a basis for termination of contract.

  • If project's duration extends past 365 days, Hourly Rates, as outlined above, will increase by 10% each additional year that passes.

  • We are not responsible to select a general contractor or guarantee workmanship performed by contractor or other parties. We can, however, make suggestions or recommendations for craftsman or contractors for Client to consider

  • We not responsible for the exploration, presence, handling, and/or adverse exposure of any hazardous materials, in any from. Including, but not limited to asbestos products, polychlorinated biphenyl (pcb) or other toxic substances.

  • Both Parties agree to communicate about any pertinent information and known changes to the project scope in a timely manner by writing.

  • In the event of premature project termination, we will bill for percentage of work completed to date, based on the enclosed hourly rate.

  • If you decide to forgo the project, fees, from all phases complete, are due regardless of the following scenerios:

    • Construction costs are more than you expected, for whatever reason.
    • Code requirements, required by the AHJ, at any phase of the project (other than the 6th phase (Construction Administration), make construction costs too costly to continue with the project.

  • The projected timeframes to complete each phase, as outlined above, do not include the time required for the following city departments (or the like) to review and approve their scope of work:

    • Urban Design Council
    • Plan Commission
    • Zoning
    • Building Permit

  • This proposal is valid for 90 days.

We sincerely appreciate the opportunity to submit this proposal and look forward to the potential of a fruitful collaboration in the future.

If I have included a service, within this proposal, that is not necessary and/or one that you would like to include, please let me know.

Finally, please don't hesitate to contact me should you have any questions or need clarification about the proposal--would be more than happy to sit down and have a more nuanced discussion.


Kind Regards,

Ryan Schultz ryan.schultz@openingdesign.com 773.425.6456 17 S. Fairchild, FL 7 Madison, Wisconsin 53703











Authorized by:

  • Please check the box, below, of your preferred Fee Proposal Option

    • ( ☐ A ) Fully Open Approach
    • ( ☐ B ) Anonymous Open Approach
    • ( ☐ C ) Traditional Approach

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  • Signature:

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  • Title:

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  • Company:

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  • Date:

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License

Per usual, unless otherwise noted, all content associated with OpeningDesign projects is licensed under an open source, 'copyleft' license: Attribution-ShareAlike 4.0 International (CC BY-SA 4.0) Attribution-ShareAlike 4.0 International. Attribution to be given to the entire team associated with the project.