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The consultant's scope
The architect, in initiating the concept, will require early decisions to be made regarding specialist services in areas that are fundamental to the early design stages. Such decisions will have considerable bearing on the final design. The earlier that specialist advice is sought and decisions confirmed with the client, the more reliable and comprehensive the initial presentation will be and the more sound the basis for further development of the design concept.
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The actual areas concerned will vary according to the nature of the project, but are likely to include structure, cost planning and mechanical services. Specialist consultants in other areas may need to be brought in progressively, but in all cases it is better that they are brought in early rather than late.
The architect will need to develop a scope which sufficiently communicates the design intent and extent of services required by each specialist consultant through all stages that the consultant will be required. Requirements for authorities' certificates of approval, attendance at design meetings, extent of involvement during construction, provision or review of maintenance manuals, BIM requirements and as-built drawings (as applicable) should be considered within the specialist consultant Subsequent to engagement (refer Guide letter 7) the architect must provide a detailed brief to the specialist consultants, preferably using the primary project brief to do so (refer Guide letter 8).
Concept design and design development
During or prior to the concept design stage, and in addition to the usual town planning and building regulations checks by the architect, preliminary information should be sought regarding soil conditions for foundations and the availability of services such as power, sewerage, drainage and water, as availability and suitability will affect costs. Investigation of these matters may require engagement of specialist consultants and should be carried out prior to preparation of the report and estimates to accompany the preliminary design drawings.
Where necessary, specialist consultants' advice should be sought regarding provision for air conditioning and/or mechanical plant, relative to preliminary investigations, and cost estimates obtained for alternative structural and architectural designs.
Design and documentation control
During the design and documentation stages, the architect and specialist consultant should agree on how documentation and changes shall be managed. Changes need to be tracked and identified by both parties to ensure each is across the scope of the continuously changing revisions. The architect must review specialist consultant’s drawings each time they are revised to ensure that design coordination is achieved. Any discrepancies, clashes or errors must be advised as soon as practicable.
Cost estimates
It is generally the responsibility of the cost consultant to prepare cost estimates for submission to the architect in the form required by the architect to suit the particular project. The degree of accuracy required will depend upon the stage at which the estimate is prepared. The architect will then incorporate this information into the architect's cost advice to the client. It is important that allowance for the subsequent development of the work into contract documents is contained within these cost estimates.
Cost estimates should be revised regularly as the design develops so that the budget will not be exceeded without the client's knowledge.
Documentation
Specialist consultant documents should generally be prepared by specialist consultants in advance of calling tenders and these documents should be included in the tender documents for the building contract. Preparation of contract documents by the specialist consultant should be commenced only after written instruction from the architect. The specialist consultant should obtain the architect's early approval of the proposed conditions of subcontract and specification preliminaries, which should be checked by the architect for consistency with the head contract.
During preparation of contract documents, continuing liaison between specialist consultants and the architect is essential to facilitate coordination of architectural design, structure and services. The architect should keep specialist consultants informed of the ongoing general development of design changes and specialist consultants should feedback information by means of drawings and revised cost estimates. The architect, if responsible for the overall budget, must be kept informed by specialist consultants about changes and related costs, to avoid later re-design.
Tender period
Specialist consultants shall follow the instruction of the lead consultant and client through the tender process. After the calling of tenders, the specialist consultants must follow the agreed practices such as not providing advice to individual tenderers if they make contact and that all advice provided shall be issued via an addenda via the lead consultant or client.
Where included within the scope of services, the specialist consultant shall undertake a review of the preferred tender to ensure that it meets the requirements of the documentation and is not non-conforming and provide advice to the lead consultant and client.
Disclaimer
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