You’ve made it this far! All the initial steps (finding real estate, getting funding, signing a lease, doing a test fit) are done and now the fun begins. We sat down with Ryan Welke of ISG to get the inside scoop on this next and very important phase in the business opening process – architectural planning and permitting.
This phase of a project can be complex and overwhelming, especially for first-time owners or businesses embarking on large-scale moves or relocations. Whether you’re building out a new leased space, developing a brand-new building, or expanding an existing one, we’ll breakdown the typical sequence of events that take you from initial concept to breaking ground.
The process typically begins with the Design Development (DD) phase, where the general architectural concept is refined, and specific products, materials, and finishes are selected. This is the stage where big-picture ideas start to translate into detailed documents. The goal is to create a comprehensive plan that outlines everything from materials to layout, ensuring that the design intent is clear for everyone involved, but especially you – the project owner.
Once everything is approved and products are selected, the Construction Documents (CD) phase begins, which is essential to providing general contractors (GCs) with the information they need to understand the design and execute it accurately.
Throughout this stage, you should feel involved and have a clear vision of the end result.
“We really value having good client experience through this phase,” said Welke. “We want to ensure they understand the overall process and at what point they need to make design decisions.”
Once the architectural plans are complete, the next step is to submit them for review and permitting. This phase includes verifying local and state codes to ensure compliance with all relevant regulations, identifying unique permitting requirements, and prioritizing review times to drive the project schedule.
Within ISG, permitting and plan review is handled by a dedicated practice group that understands the specific ordinances and requirements. This group submits documents for regulatory reviews, and often serves as the point of contact between the client and regulatory agencies. This ensures that the project meets the necessary criteria before construction begins. In general, a firm with a well-organized permitting process helps mitigate risks, ensuring the design will be approved by local authorities and avoiding any potential delays.
On average, the permitting process takes 1-3 months, depending on the complexity of the project and the jurisdiction. In some cases, you may be able to expedite the process for an additional fee, but starting early and making sure the design aligns with local requirements is the best way to stay on schedule.
During the permitting process, the project also moves into the bidding phase, where GCs are invited to bid on the construction work. During this phase the design team provides answers to any questions potential contractors may have, walks them through the design details, and evaluates whether any value engineering (VE) can be applied when and if bids come in too high.
“The goal is to ensure that the design is feasible within the budget and can be built to meet the owner’s expectations,” said Welke, “At this point, it’s critical to make sure that any design changes or cost-saving measures still align with the overall vision for the project.”
Once the permits have been approved, the contractor selected and the bid accepted, construction can begin. During this phase the design team, including your owner’s representative, continues to be involved, answering questions on-site and conducting regular walkthroughs to ensure that the construction is in line with the design intent. As construction progresses, this same team conducts punch lists to address any issues or discrepancies that arise.
What Does Success Look Like?
Success at the end of the architectural planning and permitting process looks different for each project, so the key is to clearly define success early on in the project planning and use it as a guiding principle throughout.
For some owners, success is as much about the journey as it is about the destination. Was the process smooth? Did you feel educated and empowered to make informed decisions during the architectural planning and permitting phase? Success isn’t just about completing the project—it’s about ensuring that you have a positive experience along the way.
Be on the Lookout
Even experienced business owners and enterprises can sometimes overlook important aspects of this process. Some common oversights include:
- Basing budgets on outdated cost estimates: Construction costs evolve over time, don’t base your budget on former project costs from ten years ago.
- Insufficient data gathering upfront: The more information gathered during the design phase, the smoother construction will be. Spending more time on design can reduce time spent resolving issues later.
- Funding triggers and financial planning: Are there any conditions tied to your funding, such as space requirements? These should be addressed early to ensure the design aligns with those triggers.
The architectural planning and permitting process requires a delicate balance of vision, precision, and collaboration. Working with an experienced team like Plan North Partners can make a world of difference in navigating these phases and ensuring that your project is completed on time and on budget.