Design Services and Fees

Once we have had a meeting regarding your visions for your project, we will discuss in detail the list of services which you will need. We can prepare a Detailed Task List setting out each of the services you agree will be provided by us. We will then present to you the fee necessary to provide that range of services. If you feel the fee is not manageable for you, we can discuss eliminating services, and reducing the fee, until it is acceptable. While it may be tempting to simply continue to reduce levels of service in order to bring down the fee, remember that it is in your ultimate best interest to make sure we will provide the necessary level of service to protect you and your investment, and meet the standards of service established by the profession. Both parties – the architect and client – will benefit if the architect receives adequate compensation for the professional services provided.

Basic Services
Basic services are those services the client and the architect have agreed are necessary for the implementation of the project. Basic services are deemed by the profession, to be, with few exceptions, the minimum level of services.

Additional Services
Additional services are those services for which the degree of the architect’s involvement with regard to input and time cannot be clearly defined or estimated, or the need for which is not determined at the time of signing the agreement. Fees for additional services are invoiced on the basis of agreed hourly rates.

You can work with us on an hourly basis for all of our services, and/or we offer customized design packages for a fixed fee. If you have a precisely established Scope of Work and Program for your new project we can readily provide a fixed fee proposal.

LEED (Leadership in Energy and Environmental Design)
Cynthia Zahoruk Architect Inc. is pleased to provide in-house LEED Accredited Professionals should you be seeking LEED certified building. LEED certification distinguishes building projects that have demonstrated a commitment to sustainability by meeting higher performance standards in environmental responsibility and energy efficiency. During the pre-design stage, we investigate energy-related design concepts that consider the environment, climate, building orientation, and other features that will impact performance well into the future.

You can be confident that all of our designs will incorporate the fundamental, good practice of energy and environmental design concepts highlighted in the LEED program, regardless of whether you pursue formal LEED certification.

Interior Design
The design of building interiors is a vital part of the overall impression and architecture of the building. At CZAI we can provide full interior design services which will provide continuity in design appearance and overall quality, leaving nothing to chance. The following is a short list of Interior Design services:

Space Planning
Tenant related permit Drawings
Existing Furniture Audit
Selection of Interior Materials and Colours
Furniture Design
Kiosk Design
Furniture and Art Procurement
Barrier Free Accessibility

Accessible Design
Cynthia Zahoruk Architect Inc. is a member of the Association of Accessibility Consultants of Ontario and therefore has access to the expertise and networking of many accessibility service providers familiar with the individual needs of specifically identified disabled populations (i.e. Deaf-Blind and sensory issues.)

We therefore will provide your commercial building with a design that meets the Accessibility for Ontarians with Disabilities Act (AODA), Accessibility Standards for Customer Services (Ont. Reg. 429/07) as well as provide advice on the emerging standards required in the Built Environment Act. Early compliance with The Accessibility Standards for the Built Environment Act will position your building as a leader in accessible design.

Planning
Informed of your individual requirements we can evaluate potential sites with an eye toward natural and built environments. At CZAI we are knowledgeable in the potentially restrictive requirements of municipalities and other authorities having jurisdiction as well as the process required to complete your project. The following is a short list of planning services:

Site Evaluation (pre-purchase)
Zoning Review
Re-zoning Applications
Site Plan Applications
Zoning Variance Applications
Landscape Design

Project Management
Your building project is complex from start to finish. At CZAI we can assist you with approvals, costing and construction to final building commissioning and maintenance. The following is a short list of Project Management services:

Planning Amendments and Approvals
Detailed Cost Estimates
Scheduling
Project Site Representation
Contractor Selection
Tendering
Marketing and Renderings
Furniture and Art Procurement
Interior Design

Standard Client and Architect Agreement
Any business or professional relationship is bound to be most successful and rewarding when there exists a clear understanding of the expectations of the parties. The relationship between client and architect is no exception. Once we have established the scope of services which we will provide the fee, and the other responsibilities each of us will have related to the project, we put it in writing.

The architectural profession in Canada prepares standard contracts for use by clients and their architects. Regularly updated, these agreements have been in use – tested – for many years, and attempt to strike a fair balance between your interests and those of your architect. We can draft the agreement based on your negotiations and discussions. Carefully review each clause to ensure that you understand the details, and clarify any miscommunication. We will customize the agreement to reflect the details of, for example, the scope of services we will provide, and the information about the project or site which you will be providing. Once the agreement has been signed, we will start executing the beginning phases of your project. All work that we will undertake on a project will be subject to the terms and conditions of the Ontario Association of Architects Standard Architect and Client Agreement (Document 600) unless agreed to otherwise.

Estimate of Probable Construction Cost
Our cost estimates represent our experienced judgment based on the information and knowledge available when the costing is prepared. We use various methods to generate "conceptual estimates" of project cost. Because such estimates are prepared in the early stages of a project, they are based on certain important and critical assumptions.
We will advise clients to establish adequate contingency funds to meet unforeseen additional costs, errors and omissions. We have no control over, or special knowledge of the costs of materials, labour, fuel and equipment.

A building or renovation project involves present and future economic commitments. Once your project is complete, furnishings, day-to-day operations, maintenance and future repairs add to the total cost. We can help you develop a realistic estimate through a life-cycle cost analysis, which calculates expected future operating and maintenance costs, decide what's affordable, or limit the budget.

Pre-Design to Design Development Phase
The first phases of the design process; Pre-design, Conceptual Design and Design Development, are charged at an hourly rate of $100.00 per hour. This represents a blended rate of senior staff and technologists. It is difficult to provide a Fixed fee at these stages the amount of time spent developing ideas, changing design concept, and meeting with clients can vary. The hourly rate includes time spent researching, drafting, coordinating services, consultations, large format printing, consulting with contractors, materials, emails, telephone calls, and any other required needs to complete the project phase.

Construction Documentation Phase
Once the scope of work is established in the earlier design phases and we know the scale and complexity of the project will not change significantly, we will provide a fixed fee for the preparation of architectural and engineering permit and construction drawings.

Tender and Contract Administration Phase
Generally these phases are billed on an hourly basis as the amount of work required will vary.

One Time Consultation
In-office consultation time is charged in minimum one-quarter hour increments at $100.00 per hour. We have a minimum charge for the first initial consult of $200.00. Out of the office consults, site meetings etc. will be a minimum one hour incremental charge. We do not provide drawings or sketches for a one time consultation.

Hourly Rate Schedule - for extra work or changes to the project

Senior Architects/Engineers $135.00 per hour
Intern Architects $ 85.00 per hour
Senior Technologists $ 65.00 per hour
Junior Technologists $ 55.00 per hour
Administrative Staff $ 50.00 per hour

To be fair to all clients hourly rates are billed at minimum 0.1 hour (6 minute) increments.
The hourly rate includes time spent researching, drafting, coordinating services, consultations, large format printing, consulting with contractors, materials, emails, telephone calls, and any other required needs to complete the project.

New Project Retainer
All new projects are subject to a new project retainer equal to at least 50% of the design fees or one month of projected billing amount. The retainer is due prior to work commencing and will be kept on account and applied to the client’s the final invoice. The retainer is considered a minimum fee amount and is non-reimbursable should the project be cancelled.

Changes
Making changes once the drawings are complete or construction is underway can be very expensive, many times more than if the same decisions were incorporated into the project at an earlier design stage. Changes may occur after the project design is signed off by the client or by authorities who request modifications to the project design. These changes are charged at the Hourly Rate Schedule.

Travel Time
Travel time will be charged for trips to client, project or site meetings at a discounted rate of ½ the actual travel time to and from the CZAI office to the meeting location. The delivery of samples, materials, permits or any job related items to the job site or municipal offices will be charged at the actual travel time from CZAI office

Expenses and Reimbursables
All expenses incurred for your project will be billed on a periodic basis and an administration surcharge of 15% will be added. These expenses will include:

Large format prints (e.g. 11”x17”, 24”x36”) or mass printing of multi-page reports for permit purposes, contractor or client needs.
Travel to submit applications or deliver documents to client, officials or contractor - .55¢ / km.
Courier charges (Cost plus 15%)
Minor permit charges (zoning certificates, etc)
Long Distance telephone charges – cost plus 15%

Permit Fees
Permit fees for items such as building permit, site plan applications are all payable directly by the client. We do not carry these expenses.

Consultant Fees
Consultant fees for Engineers are charged at cost plus 15% administrative fee.

Telephone and Email Communication
To be fair to all of our clients and their projects, all telephone and email communications that require staff time equal to 0.1 hour (6 minutes) will be documented and charged in accordance with the hourly rates.

Taxes
All applicable sales taxes are charged in addition to the hourly rates, expense and fixed fees. Design services are subject to 13% HST.