Process Handbook

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I N T R O The process O N E Initial site visit T W O Concept design T H R E E Budget F O U R Appointment of Moon F I V E Payment S I X Planning and building regulations S E V E N Client choices E I G H T Design development N I N E Construction T E N Finishing and snagging E L E V E N Aftercare T W E L V E Photography

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I NT R O

The Process

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This is the Moon process; the process that makes us different. These 12 steps provide a functional guide to your journey with us. It’s about a shared vision, tough decisions and achieving the right result. It’s about you and us.......

We are the architect. We are the builder.

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Initial site visit

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Who: Design Director and Client Manager.

Timeframe: When you’re free – usually within a week.

Cost: No charge.

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Who will I speak to first?

Following your first phone call, you will meet our Client Manager. They will be your initial point of contact and the first person you meet. They will look after you during the consultation and design phases to ensure your expectations and budget are met. They will also give you a clear idea of the Moon process, along with the timescales that go hand in hand with design and build projects.

Will you come to our house to discuss our proposals?

Yes. Our first port of call is always your home to discuss the project in more detail. You can tell us your ideas and we will paint you a picture of the technical, design and planning issues which you may need to consider.

Can you tell me how much it’s going to cost at this meeting?

No. At this point there are just too many variables and things to be considered to give an accurate quote. We will however, discuss your budget expectations and whether they are realistic in terms of delivering what you want. We’ll talk purely in terms of ‘ballpark’ figures.

What if we already have some plans drawn up?

We are happy to discuss any plans you already have from another architect. We can provide you with a quote based on these drawings and supporting documents, provided they have sufficient detail.

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FA Q : I N I T I A L S I T E V I S I T

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T WO

Concept design

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What this is: Following our first visit we will write to you outlining the brief, and provide a fee proposal to carry out the concept design. We then arrange a detailed measured survey of the property. Using these floor plans we will develop design ideas based on your brief and budget. These are then presented to you, and your feedback helps to develop the final design.

Who: Design Director and Client Manager.

Timeframe: 4-6 weeks after the initial site visit subject to survey.

Cost: ÂŁ800-1800+ depending on the complexity of the project.

What we give you: An A3 bound copy of the initial ideas and a budget.

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FA Q A B O U T C O N C E P T D E S I G N

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Do we need a concept design?

Do we meet to discuss your ideas?

Yes. Here’s why:

Yes. Once we have prepared the design we will invite you to our offices to discuss the proposals, looking at what you like and what you don’t. This discussion is crucial. We invite you to challenge our ideas and we may challenge yours. We consider this to be part of what you are paying us for. And, to get it right, we need you to say exactly what you think – years of experience has given us a thick skin! We will then make alterations to the designs to present back to you.

It provides a plan that can be used to develop the budget. It also helps you understand what can be achieved in design and technical terms, relative to your budget.

How long does this stage take?

It usually takes 4-6 weeks, and will depend on both the complexity of the project and your timescales.

A real advantage of our approach is the speed in which we can get moving. We can quickly tell you what can be achieved and how much it is likely to cost. Using the traditional approach of architect and builder, this process can take many months and cost you much more.

Why do you charge for the concept design?

The fee means we can spend some dedicated time considering the options as well as involving the Build Team to review potential costs.

What do you do for this fee?

Once we have received the signed concept design instruction we will; • Carry out a detailed measured survey; • Prepare the necessary CAD plans and elevations of the existing property; • Draw up the concept designs, including floor plans and elevations; and • Develop optional 3D modelling if required.

Can we use these drawings if we don’t work with Moon?

No. The drawings produced at the concept design stage remain the property of Moon. They form a vital part of the whole design and build process and are charged at a discounted rate to reflect this.

We do not produce plans for tendering or pricing by other parties.

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Budget

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Who: Operations Director.

Timeframe: Alongside Concept Design stage.

Cost: Included in Concept Design fee.

What we give you: A budget report including a construction budget with corresponding schedule of works.

FA Q : B U D G E T

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Do we discuss the budget in detail face-to-face?

Yes. We actively encourage all our clients to come into the office for a chat, usually as part of the Concept Design meeting. This is a chance for us to discuss your overall budget for the project and any potential changes that may be required.

Is the preliminary budget set in stone?

No. The preliminary budget is based on the concept drawings we have prepared and our discussions to date.

Do you provide a ‘fixed price’?

No. Contrary to every building programme on TV, a fixed price for a complex building project is a rare thing. In truth, offering a fixed price at the start of a building project means one of two things: either the contractor has covered themself for any eventuality and you’re paying for it or; you’re being told what you want to hear, whether it’s true or not.

We work in a more collaborative way. We will use our expertise to allocate costs to every element of the budget, some of which will change and some which will not. We won’t use our expertise to keep you in the dark.

If required, do we explore ways to reduce the budget?

Yes. If changes need to be made, the Moon approach comes into its own. Having both the Design and Build Teams under one roof means we can see where the costs lie and can make informed changes. We’ll ensure your budget is being spent in the right places, and the spirit of the design remains, even if compromises are made.

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Appointment of Moon

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Who: Client Manager.

Timeframe: Upon agreement of concept design.

Cost/Booking Deposit £5000+.

What we give you: Your Project Pack.

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FA Q : T H E A P P O I N T M E N T O F M O O N

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When do I commit to Moon?

Once you are happy with the concept design and budget, it’s time to sign on the dotted line. This requires a booking deposit payment that is usually £5000+. There are some important things to consider: • The booking deposit is a payment to secure a slot in our overall construction programme and to commit a team to your project; • If planning consent is required and cannot be achieved, the booking deposit will be refunded, subject to design fees and expenses being paid in full; and • The deposit will be deducted from the balance of the total payments at the end of the project.

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The Project Pack will include: • Budget explained; • Small print; and • Your Project (Drawings + Budget).

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Payment

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Who: Your Project Manager.

Timeframe: Every 2 weeks during the project.

What we give you: A payment report and receipt.

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How do we pay for the works?

The payment structure will depend on the scale of the project. In general, you will make a payment every two weeks. Most clients pay the instalments by bank transfer (BACS).

How do you communicate what we are paying each time?

The Project Manager will send you a payment schedule at the start of the project and prior to each payment.

How are changes to the budget dealt with?

Variations to the budget are agreed with your Project Manager. The payment schedule is then updated to reflect these changes.

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SI X

Planning & building regulations

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Who: Design Team and Client Manager.

Cost: Included in the budget.

What we give you: Drawings to sign off for planning, and building regulations.

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FA Q : P L A N N I N G + B U I L D I N G R E G U L AT I O N S

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Will Moon submit the planning application?

Are there additional costs for this aspect?

Yes. We will submit all necessary applications to the relevant local authority and manage the planning process. We have a very good track record of achieving consents in Bristol and Bath.

We are accredited agents with Bristol City, North Somerset and BANES councils.

Costs associated with planning and building applications have been allowed for in the budget.

These costs can change if multiple planning applications are required or if the scope of the project changes significantly. The fees are charged as and when applications are made.

If your application has been refused, we’ll discuss whether it’s worth considering an appeal.

Do you have your own Structural Engineer?

Do you deal with listed buildings and buildings in conservation areas?

Yes. Moon has an excellent track record of dealing with listed buildings and properties within conservation areas.

Do you apply for the building regulations consents?

Yes. Moon will take care of the whole building regulations process, including submission of plans and all site visits.

Building regulations are a set of standards to which buildings should be built. They apply to all major alterations and new build projects and can impact the design solution.

Our in-depth understanding of building regulations informs our decisions right from the concept design stage. We consider what can be achieved – where we can push things and where we can’t. It’s a skill that’s not gone unrecognised.

No. We don’t have an in-house Structural Engineer, but we work very closely with an external party.

What about party wall consents?

We can give you advice on whether this is needed and how to go about getting a party wall agreement.

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Client choices

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Who: Interiors Team.

What we give you: Help with choices, and a clear set of options and costs for your project.

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When do I start to make decisions about fixtures and fittings?

After the deposit has been received and whilst the planning application is being processed (if you require one) is a good time to start looking at interior choices such as kitchens and bathrooms.

Do you help me with these choices?

Yes. We have spent many years developing a fantastic knowledge of good design solutions and great products. We will help you to get the most out of your space, as well as suggest the products that we think look great and will work well in your home.

How do you manage this process?

We will hold design meetings with you, producing detailed drawings of all the choices you’ve made.

We’ll also draw your attention to any outstanding decisions yet to be made.

Some simple rules to follow are: • Listen to people in the know – it doesn’t have to be gospel, but it’s a good starting point; • Focus on the right decisions at the right time; • Learn from other people’s mistakes. We’ve seen a few in our time, just ask; • Don’t make decisions that are based on a single criteria: ‘it looks good but doesn’t work very well’ will probably turn out badly; • Make decisions as early as possible. It enables all design choices to work together successfully; • Making decisions late will often lead to rushed choices that don’t get considered properly; • Don’t take advice from every person you meet, (no matter how much you trust your butcher!) It only makes things tougher. It’s your home, your choice; • Don’t agonise that there must be a better option.

There is no holy grail of any idea; • Buy the best quality products and service you can afford; and • Enjoy the process.

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Design development

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Who: Your Project Architect.

What this is: Throughout the project there will be decisions and drawings to discuss and sign off. We will always try to give you as much notice as possible.

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FA Q : D E S I G N D E V E L O P M E N T

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Will Moon produce the working drawings for site?

Yes. Moon produces all the drawings required on site and the drawings we produce are top quality.

They have to be; we’re responsible for building the project as well as designing it. There’s no hiding behind the architect!

Is there a cost for producing these drawings?

This cost is always included in the budget as a fixed fee. The only time that additional design fees are charged is when a client changes their mind and we have to produce new drawings, or when the scope of the project is extended.

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Construction

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What we give you: A dedicated Site Manager and Moon Team, led by your Project Manager.

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Do you take care of all aspects of the construction?

Do the people on site work directly for Moon Design + Build?

Yes. Moon manages every aspect of the construction, including services, building works, bathrooms and kitchens. It makes sense; the more we can control, the more of our expertise you’ll receive, and the better the end result will be.

Yes. The majority of people on site will work directly for Moon. We have some really skilled tradesmen, many of whom have worked for Moon for many years.

Who will I deal with during the construction period?

Yes. We use sub-contractors for specialist trades.

Our selection policy is simple: use the right person for the job. If a builder tells you they will do the block work, carpentry and plastering all themselves, approach with caution. The subcontractors are part of the team and have been carefully chosen for the quality of their work.

We will appoint a Project Manager who is based in our office, and who will be responsible for the delivery of the entire project. They will be your main point of contact throughout, and will also be responsible for the Site Manager, the Site Team and flow of information from the office.

Who manages the project on site?

Every project has a dedicated Moon Site Manager.

They will work on the tools and also manage the site workers and sub-contractors.

Do you use sub-contractors?

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FA Q : C O N S T R U C T I O N

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Finishing & snagging

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Who: Your Project Manager.

What we give you: A comprehensive snagging list and timeframe to get it completed.

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FA Q : F I N I S H I N G A N D S N A G G I N G

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How do you deal with snagging items?

We work very hard to keep the number of snagging items to a minimum (it’s in our interest as well as yours). But, whatever the project, there will always be some to deal with.

The Project Manager will prepare a comprehensive snagging list. We will discuss this list with you and any other items that you feel should be included.

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Aftercare

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Who: Your Project Manager and Client Manager.

What we give you: Your Aftercare Pack along with all relevant paperwork.

FA Q : A F T E R C A R E

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How does this work?

At the end of the project we will prepare an Aftercare Pack for you. This pack will contain: • A copy of the planning consents; • Any guarantees if relevant; • Certificates and instruction manuals; and • Care instructions for specialist items.

Who do I call if there is a problem after you have finished?

If you have any issues relating to the project after we’ve left, please call the office. We offer a standard defects liability period of 6 months, but you can pick up the phone anytime if there’s something you would like to discuss.

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Photography

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Who: Graphic Designer.

What we give you: A professional set of photos of your completed project.

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FA Q : P H OTO G R A P H Y

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Who takes the photos?

We use a professional freelance interiors photographer to get the best possible photos of your project.

How will they be used?

With your permission, on our website and in various Moon publications.

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Hub What is The Moon Hub? The Hub is a bespoke web based management system, which underpins every step of the process.

What is the benefit?

The building industry is full of holes in communication and conversations that get forgotten. We know great service is far more than just being organised and helpful. The Moon Hub maintains a high level of consistency in everything we do, ensuring a reliable, joined up process is followed for each project.

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Moon 10 Claverton Buildings Claverton Street Bath BA2 4LD 01225 312 977

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Moon The Coach House 18 Sutherland Place Clifton Bristol BS8 2TZ 0117 973 3284

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moondesignandbuild.co.uk