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Guidelines for Church Capital Improvement
Projects 
History of the guidelines
and the Committee on Church Architecture
Outline of the Design & Construction Process- Form a committee - Define the project - Select a design team - Plan the financing 
The Design Process- Site acquisition and selection - Programming the project - Design services 
The Construction Process- Construction contract issues - Construction progress issues 
Selecting Architectural & Engineering
Firms
Selecting General Contracting Firms
(top) These Guidelines have been assembled by the Committee on Church Architecture to serve as an introduction to the design, construction and building process for Diocesan Parishes and Missions. The Guidelines provide direction for the selection of design consultants and building contractors. They outline the planning and construction process, including the many and varied participants in this complex process, including the Committee on Church Architecture and the Diocesan Finance Committee. These Guidelines are generic and individual project requirements may vary. However, they may be used for capital improvement projects that include new construction, renovation and in some cases even maintenance projects. The Committee on Church Architecture (CCA) is directed by the Diocese to advise the member Parishes and Missions on design, construction and renovation of church facilities. The CCA consists of design professionals, contractors and clergy with a design and construction background. Professional members include architects, engineers, contractors and attorneys. Committee members are available to the Diocesan community for consultation and practical guidance on the planning, design, construction, care and maintenance of their buildings. To contact the CCA please call Robert Tomlinson at the Church House 202 537-6523. The CCA meets quarterly to review projects, conduct Committee business and schedule times to meet with Parishes and Missions. The Finance Committee (FC) is directed by the Diocese to assist member Parishes and Missions in determining their financial status and arranging financing of their capital projects. The FC consists of financial professionals and clergy with a background in business and finance. To contact the FC please call Mr. Mike Febrey, Chair of the Finance Committee at 301/816-3040. The FC has a companion set of guidelines outlining the process, exploring the feasibility of the project, setting loan packages and standardization of the process. Both CCA and FC are available to assist Diocesan Missions and Parishes with developing master plans for their existing and future building projects. OUTLINE OF THE DESIGN AND CONSTRUCTION PROCESS FOR NEW CONSTRUCTION, RENOVATION, AND REMODELING PROJECTS (top) Vestry, Building Committee or Church membership (top) It is good practice to designate a group or individual to represent the interests of the Parish or Mission. Typically this group, (i.e., Committee), is headed by a individual who is knowledgeable in construction and the building process. The Committee should designate a single person to serve as the sole point of contact throughout the process. This individual should have the authority to act on behalf of the Parish or Mission and report directly to the Committee.
Needs and Program Solutions (top) Prior to starting the process, the project should be clearly defined by the vestry or appointed Building Committee, and deemed feasible by the FC. The initial feasibility study should address the church's needs, the anticipated activities to be housed by the project, the anticipated area required and budget viewed affordable by the FC Design Team Selection (top) After the initial step, the design team should be assembled,
with the Architect, (team leader) selected first. The Architect is there
to assist the client. The Building Committee needs to be a proactive group.
The client needs to appoint a single point of contact to receive and coordinate
all the information for the project. This point of contact would be involved
in all the decisions, have the authority to act for the church and relay
report back to the Building Committee and Vestry. Financial Analysis-Project Financing (top) As the design process progresses the financial funding should continue as a parallel process. The design team assists the finance team by providing drawings, outline specifications and models that illustrate the project to potential donors or lenders. The design team can provide design cost estimates that provide probable construction costs for budgeting. Fund-raising follows a parallel track to the design process.
There are two lending opportunities from the Diocese: short term loans (up to 5 years) in amounts up to $35,000 and large loans up to $200,000 under five year increments with payments based on a 20 year period. The competitive interest rate is set at an amount above the rate of the current five year Treasury notes. All requests for financial assistance must be made to the Finance Committee. The FC will ask the Loan Subcommittee to make recommendations on the requests. The FC will then recommend approval or disapproval to the Council of the Diocese for final action. A minimum of 90 days should be allowed for this process. The Loan Subcommittee of the Finance Committee will supply policy guidance and necessary forms for requests for financial assistance from the diocese (or National Church) and Standing Committee approval for encumbering Parish property to secure mortgages. A request may be made to the Chair, Finance Committee, in care of Church House, or you may contact the current Subcommittee Chair, Curtis Reiber at 301/262-1612. THE DESIGN PROCESS (top) Prior to constructing or renovating a building, a design of the project needs to be developed. The design is developed collaboratively. The design team is led by the Architect. Architects meet with the church representatives, interview other users and assist the church in fully defining their needs and objectives in a "program" document. The Architect will assist the church in assembling other members of a design team that will address all aspects of the project. The design is based upon the programmatic goals of the church and is represented by drawings that are conceptual initially and then technical as the design progresses from an idea stage into written and illustrative documents that legally define the quality and assembly of the project materials and components. Designs needs to be formulated, tested and defined. Good communication between the Architect, the church representatives and the design team consultants is crucial. The design team will assist and interact with the church or mission throughout this process. The following is an outline of the Design Process: Site Acquisition or Site Selection on owned site (top)
Programming the Project (top)
Design Services (top)
THE CONSTRUCTION PROCESS (top) The construction process initiates with the church decision to proceed forward with a designed project that is cost estimated within budget. Construction is based upon the technical drawings and specifications prepared by the design team. The church, with assistance from the design team, will select contractors of similar capability and qualifications to competitively bid on the project or negotiate with a single contractor selected after a competitive interview process. Construction proceeds after a bid or negotiated price is agreed upon and all the building permit, design approvals and financing method have been achieved. Construction Contract
Issues (top) To contract with the contractor the church should define the following:
Construction of the project (top) Once the project is under construction there is continued interaction between the Architect, the church representatives and the General Contractor. Preconstruction meetings are held to assign organizational structure for the construction period. Construction progress meetings are set. The contractor provides the church with certification of insurance, bonds, a construction schedule, lists of submittal for review by the design team, lists of assigned subcontractors, schedule of payments and other items specified in the design teams Construction Documents, which are part of the construction contract. Each progress meeting is held, weekly or bi-weekly at the construction site with representatives of the design team, church and contractor always present. Items reviewed at each meeting include:
At the end of the project there are specific steps to close out the project that are defined in the contract and address items such as:
It is unrealistic to assume that a project that involves so many different business entities will proceed without changes, mistakes or conflicts. This is a complex process involving many people. Expectations should be realistic and stated openly. Discussion from the onset of construction on how to handle conflict situations, jobsite changes, disputes between contractors is part of the construction process. The Committee on Church Architecture is available to assist the church in gaining an understanding of the whole design and construction process, including dispute resolution. CRITERIA FOR SELECTION OF ARCHITECTURAL AND ENGINEERING FIRMS (top) Selecting an Architect for a project usually follows a two step process consisting of Qualification and Selection. Qualification involves review of material solicited from architectural firms. When selecting firms you may contact them directly or solicit request for qualifications through public periodicals, (i.e., newspaper ads). The following list of criteria and brief description of the proposed work should be advertised in trade or local publications. The church committee responsible for the building project will review the material and select a short list of four or five firms that best meet the criteria. At least two client references and one contractor reference for these firms should be checked personally by members of the church. The selected firms will attend an interview session with the church committee, answering in detail all the selection criteria. The committee should select one firm that best meets the selection criteria, has good client and contractor references and interacts well with the church committee. After selection the architectural firm should prepare a proposal of services that establishes its fee. Selection Criteria (top)
CRITERIA FOR SELECTION OF GENERAL CONTRACTING FIRMS (top) The selection process for a General Contractor is similar to that of selecting an Architect. Contractors are asked to submit a qualification statement. (The American Institute of Architects Contractors Qualification Statement A305 is a good example). This document requests financial and project references which should be checked. Pre-qualified contractors will be allowed to bid on the project. It is not advisable to have unlimited bidders. Many contractors are not capable or qualified to work on church projects and providing prints of construction documents to unlimited numbers of contractors for bids is expensive and inefficient. After qualifying four to five General Contractors as capable and experienced for the projects, the church issues a request for proposal and bid documents. The Architects will assist the Church during the qualification and bid process. The Architects typically issue the bid documents which contain an invitation to Bid, Bid form, General Conditions and Supplementary Conditions for the General Contractor, Contractual requirements, specification project manual and construction drawings. The Architects typically conduct a Pre-Bid meeting explaining the intent of the project, walking through the building site, answering questions about the drawings, specifications or church requirements. To avoid any favoritism, collusion or price manipulation, the project information must be provided to all contractors at the same time. Clarification or addenda to the bid documents are issued to all bidders at the same time. Bids are all due at the same time and are opened either publicly or privately by the church's representatives or the Architect's. The church may then select one of the responsive bids to negotiate a construction contract. The Request for Proposal is to include this list of criteria and a description of the proposed work.
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