DESIGN PROCESS
We’ve been working with WKA for over 15 years; they have a process that is very consistent across all project types. Our input is always as important to the design collaboration as is feedback from the rest of the studio. They never want it to be a ‘WKA’ house; they balance architectural creativity to complement each client’s personality, interests, and passions.”
Liz
Cicchelli, residential client
(New Buffalo Retreat, Wicker Park Residence, and Granor Farms)
Wheeler Kearns Architects is a collective practice of architects devoted to creating places that embody your purpose, energy, and vision.
Founded in 1987 on the design of a retreat community, we have been creating intimate places of living and refuge for over three decades.
Our signature is not a style but an empathy-filled process involving an uncommon level of attention, curiosity, and devotion.
We believe that the critical role of the architect is to listen. By observing, listening, and understanding your deepest aspirations, we create designs born from meaningful conversations about how you live, fostering an enduring relationship through every phase of the project.
We guide you through each phase, transforming the complexities of design and construction into a journey that’s understandable and enjoyable.
The following pages are designed to give you a clearer understanding of our typical residential process, beginning with initial conversations and moving through each stage of design and construction. Each client, site, and project is unique, so there will always be room for variations and adjustments.
Consider this as a basic framework—a starting point for our journey together.
We approach every residential project as an educational responsibility and opportunity; for us, our clients, and the overall project team.
Our conversation begins with some big questions about you, your family, passions, and values.
(e.g. Why are you building? What drew you to your site? What is your vision for your home in 5, 10, 15 years? How does your home reflect who you are?)
Following these are more detailed questions about how you and your family works, lives, relaxes, and connects with each other.
(e.g. Where are you happiest in your home? Do you prefer to experience the natural world directly or indirectly? Visitors? Entertaining?)
GatherExploreRefineDetailBuild Support
PRE-DESIGN (PD)
SCHEMATIC DESIGN (SD)
DESIGN DEVELOPMENT (DD)
CONSTRUCTION DOCUMENTS (CD)
CONSTRUCTION ADMINISTRATION (CA) POST OCCUPANCY
From this information we develop an evolving design that responds to your needs and expresses your values. Through all phases of the design and construction process, shown on the next pages, we continue this dialogue to help you make the decisions, big and small, that are necessary to realize the project.
We are your advocate from start to finish.
Architect
Pre-Design (PD)
Gather Information
Study Site
Understand Goals
Building Program
Questionnaires
Inspiration / Reference Images
Schematic Design (SD)
Layouts + massing
Renderings / sketches
Explore materials
Sign up GC
Budget review
SD drawings + preliminary outline specifications
Design Development (DD)
Refine + coordinate systems
Develop layout + plans
Understand goals
Discuss construction with G
DD Drawings + Specificat
detailed drawin specifications suitable for pricing and per
General Contractor (GC)
GC on-board
Pricing estimates
Input on controlling costs
Construction Documents (CD)
Finalize details
Procure permit
Coordinate with design/ build subcontractors
Final Drawings Specifications ‘Issued for Construction’
GC receives DD permit set + specifications and provides updated pricing
Issue for zoning + building permit
Construction Administration (CA)
Construction begins
Site Visits
(Ensure that the project is being built correctly, discuss issues that arise during construction)
GC begins construction
GC provides final bid
GC can pre-purchase long lead time items (windows, mechanical equipment)
Post Occupancy
Project Completion / Move-in
Ongoing support, troubleshooting, assisting with contractor warranties
Post occupancy sur veys
Service Warranties
(support, troubleshooting, assist with contractor warranties, post occupancy sur veys)
Pre-Design (PD)
Gather information, understand your goals
In the pre-design phase, we work with you to gather information about you and your goals for the project, any specific requirements that we will need to accommodate, and information about the existing site or building where the project will be located.
Whether you are contemplating a kitchen renovation or a new ground-up residence, we want to understand how this project can enhance your life—how you live, work, and connect with your family, community, and the natural world.
Through questionnaires and conversations, we’ll establish key project parameters, such as the number of bedrooms, parking spaces, and potential amenities like home offices or exercise rooms. We’ll also discuss sustainability and resiliency strategies and goals. While this information is preliminary and can evolve during the design process, understanding these parameters early helps focus our design exploration.
2) Project Goals/Concerns
— Why are you building?
b — What are the priorities for the success of the project?
c — Do you have any strong ideas about the appearance, function, orientation, of the new residence?
— What makes you most excited by this project?
— What makes you most nervous about it?
WKA’s programming questionnaire.
Residential Programming Questionnaire
We ask you to convey your vision for the project’s look, feel, and purpose, sharing Pinterest boards, magazine clippings, websites, and references to projects that inspire you.
We gather as much information as possible about the existing conditions of the project. Site sur veys and digital scans provide spatial data, while we analyze building and zoning codes, along with any special regulations—such as historic district guidelines or dune protection ordinances—to guide the design exploration.
Above: Geotechnical Report
Finally, we discuss the project budget and schedule, setting realistic expectations as early as possible in the design process. Drawing on our experience with similar projects, we can recommend trusted contractors, share pricing guidelines, and explore effective strategies for maximizing every dollar.
We will discuss which consultants will be necessary or desirable for your project and begin the process of soliciting proposals and signing them up.
Lane
Critical Dune Map
We approach this work at whatever pace is comfortable for you. Some clients are available to have these conversations and make these decisions very quickly, while in other cases we can work around your work, travel, and vacation schedules.
Wheeler Kearns Architects typically works hourly under a letter agreement for this phase of work.
Pre-Design (PD)
WKA’s Key Tasks
– Provide and subsequently review the initial programming questionnaire.
– After receiving existing building and site information (survey, etc.), we perform a review of relevant zoning and building codes, as well as any special regulations that may be relevant to your project (e.g. Michigan dune protection or Historic District approval processes)
– Prepare Letter Agreement for initial design work.
Owner’s Key Tasks
– Review and provide responses to the programming questionnaire.
– Provide site surveys and (optionally) digital scans of the existing site and structures, if any.
– Review with WKA and discuss which outside consultants may be necessary or helpful. Some consultants may be necessary for permits (like a Landscape Architect or a Structural Engineer), while others may be optional (lighting designer or owner’s representative). The team may also begin discussions of appropriate contractors.
– Sign Letter Agreement for Pre-Design and Schematic Design work
Schematic Design (SD)
Exploring options
In SD, we translate your aspirations and requirements into an architectural concept for the site through sketches, both physical and digital models, and other quick, cost-effective methods. Our entire studio participates in the design of your project through pin-up reviews that solicit a wide range of ideas.
By the end of SD, our goal is to establish a clear vision for the building and site, defining the relationships between spaces, systems, elements, and materials. This process is unique to each project and is often (usually!) non-linear, taking unexpected turns based on our conversations and your feedback.
During meetings with you, we’ll present multiple design options and discuss the pros and cons of each. Each presentation builds on the previous ones as part of an iterative process that leads to informed decisions about the specifics of your project.
As part of this process, we develop plans, elevations, section drawings, and a preliminary outline specification document.
Example of multiple schemes during early schematic design.
During SD, WKA can provide general budget guidance based on our experience with previous projects. Still, we strongly recommend that a general contractor (GC) join the team to provide more accurate estimates. Based on our early drawings and specifications, an experienced contractor can provide a preliminary estimate of the construction cost.
Schematic Design (SD)
WKA’s Key Tasks
– Further define, confirm project goals, existing conditions, and challenges
– Exploration of varied schemes (plans/sections, three dimensional studies, perspectives, axonometrics, models etc. as appropriate.)
– Collectively build consensus and refine the multiple iterations into a single scheme
– Onboarding of specific key consultants (typically structural engineers, landscape and interior consultants), and begin collaboration
– Recommend builders to consider for project
– Create schematic design documents for preliminary budgeting.
– Define the project scope and assist a qualified contractor in establishing a working budget.
Owner’s Key Tasks
– Review and provide responses to the programming questionnaire.
– Provide site surveys and (optionally) digital scans of the existing site and structures, if any.
– Review with WKA and discuss which outside consultants may be necessary or helpful. Some consultants may be necessary for permits (like a Landscape Architect or a Structural Engineer), while others may be optional (lighting designer or owner’s representative). The team may also begin discussions of appropriate contractors.
– Sign Letter Agreement for Pre-Design and Schematic Design work
Budgeting / Bids / Pre-construction Services
Successful projects depend on accurate price estimates from experienced General Contractors (GCs’) who are familiar with local market conditions. We recommend that our residential clients interview and select a GC as early as possible in the project. We enjoy being a team player with GC’s, and welcome their participation in the design process.
In addition to providing more accurate pricing and scheduling information, GCs, as part of their ‘Pre-Construction Services,’ can offer advice on construction logistics, material procurement, and other factors that significantly impact the overall budget and timeline. Some GC’s charge a fee for Pre-Construction services, while others waive it if they are hired for the entire project.
When a design is not completely fleshed out, a contractor will suggest a contingency (usually a percentage of the construction cost) to cover the unknown costs of details and systems that we haven’t detailed yet. As the design progresses and the number of unknowns decreases, this contingency is reduced as well.
At an agreed-upon point in the design process, WKA will usually issue a set of drawings and specifications, and these documents will be the basis of the project construction budget that will be part of the contract between you and the GC.
Budgeting / Bids / Pre-construction Services
WKA’s Key Tasks
– Respond to pricing questions (RFI’s)
– Review bids to determine if any design elements are missing
– Propose opportunities to increase project value once a budget and price are established
Owner’s Key Tasks
– Review differences in bids
– Confirm budget to set targets for design revisions once an estimate clarifies the cost of the ideal scope
– Select a contractor
Design Development (DD)
Refine + Coordinate
In the Design Development (DD) phase, we refine and coordinate the design decisions that were made during Schematic Design, with the assistance of design consultants who will focus on systems and provide more specific information about individual elements of those systems. If the GC developed an SD cost estimate, we’ll review it and adjust the design with your input to align costs with expectations.
The DD phase aims to provide as much accurate information as possible so that the GC can develop a final budgetthat will become the basis for your construction contract for the building. We also submit these drawings to the relevant building department to review and provide appropriate building permits.
At this point in the process, we select the final materials for building cladding, windows, skylight systems, roofing, and flooring to develop the exterior details.
Structural, Mechanical, Electrical, and Plumbing designs become much more detailed. We evaluate these systems to help you make decisions based on the overall life cycle of building elements rather than their first costs.
Above: Example of mechanical coordination; Below: Coordination using 3D software to detect conflicts between architecture, structure, and MEP/FP systems
Structural coordination and details during the DD phase.
In our design meetings, we review physical material samples and detailed renderings of specific spaces or elements to ensure that you understand as much as possible about how each space will look and feel. We communicate this ‘design intent’ as completely as possible to the contractor and their subcontractors.
As we help you select all the different elements of your project (tiles, countertops, appliances, plumbing fixtures, etc.), we incorporate that information into our drawings and specifications.
Material palette
3D Views of a Home in Design Development
1:1 brick mock-ups using styrofoam
Design Development (DD)
WKA’s Key Tasks
– Adjust/refine the selected design based on SD pricing feedback towards the project budget.
– Facilitate selections for exterior and interior finishes, lighting etc.
– Use data collected to select primary systems that will benefit the project throughout its lifetime.
– Begin coordination with consultants such as mechanical, electrical, plumbing, technology, and structural engineers.
– Issue DD drawing set and specifications to the general contractor for i pricing confirmation. The drawing set includes plans, sections, elevations, typical construction details, and key consultant systems.
– Present environmental impact differences between materials and products (embodied carbon)
– Provide design mockups for special details
– Issue for permit
– Update Pricing
Owner’s Key Tasks
– Discuss / confirm budget and tradeoffs.
– More detailed decisions about interior finishes, exterior finishes, furnishings, equipment, etc.
– Review overall budgets and contractor or subcontractor bids.
Construction Documentation (CD)
Resolve details
In the Construction Document (CD) phase, we transition to a deeper level of detail, and fill in the details and information required for an experienced contractor to construct the project. If there are any modifications required for a building permit, we review these changes and update the drawings accordingly. Large changes now are costly and time-consuming, so we focus on clarifying design ambiguities to ensure the GC can work efficiently.
During design meetings, we will continue to work together to review and incorporate decisions about finishes, equipment, lighting and lighting controls, Audio Visual Equipment, and any other elements that we haven’t addressed yet in previous phases. The final output is a set of drawings and specifications issued for construction.
SECTION075563
VEGETATEDPROTECTEDMEMBRANEROOFING
PART1 GENERAL
1.01 SECTIONINCLUDES
A.Vegetatedroofcomponentsthatoccurabovewaterproofmembrane,including: 1.Roofpaverssystems. 2.Plants.
1.02 RELATEDREQUIREMENTS
A.Section071400-FluidAppliedWaterproofing: Fluid-appliedwaterproofingfordeckbelow vegetatedroof.
B.Section075400-ThermoplasticMembraneRoofing: Single-plyroofingoverdeckbelow vegetatedroof.
1.03 REFERENCESTANDARDS
A.ASCE7-MinimumDesignLoadsandAssociatedCriteriaforBuildingsandOtherStructures MostRecentEditionCitedbyReferringCodeorReferenceStandard.
B.ASTMD448-StandardClassificationforSizesofAggregateforRoadandBridgeConstruction 2012(Reapproved2017).
C.ASTMD1929-StandardTestMethodforDeterminingIgnitionTemperatureofPlastics2016.
D.SPRIRP-4-WindDesignStandardforBallastedSingle-PlyRoofingSystems2013.
1.04 ADMINISTRATIVEREQUIREMENTS
A.PreinstallationMeeting: Conductapreinstallationmeetingoneweekpriortostartofthiswork; attendancerequiredbyeachaffectedinstaller.
1.05 SUBMITTALS
A.SeeSection013000-AdministrativeRequirements,forsubmittalprocedures.
B.ProductData: Provideproductdataoncomponentsofvegetatedroof.
C.ShopDrawings: Indicatesizeandoutlineofroof,locationandtypeofmaterials,anddetailsof accessoriesandedgetreatments.
D.ManufacturerCertification: Submitwrittenapprovalbymembranemanufacturerofthe proposedvegetatedroofassemblyanditscomponents.
E.PreinstallationFieldReport: Providedocumentationthatmembraneinstallationhasbeen approvedbymanufacturerandhaspassedspecifiedtesting.
F.MaintenanceData: Submitmanufacturerrecommendationsformaintenanceofmaterialsand plants.
G.WarrantyDocumentation:
1.SubmitmanufacturerwarrantyandensurethatformshavebeencompletedinOwner's nameandregisteredwithmanufacturer.
2.Submitinstaller'scertificationthatinstallationcomplieswithwarrantyconditionsfor waterproofmembrane.
1.06 QUALITYASSURANCE
1.07 DELIVERY,STORAGE,ANDHANDLING
A.Delivermaterialstoprojectsiteinoriginal,unopenedcontainersorwrappings.
B.Storematerialsundercoverandelevatedabovegrade.
C.Storerollmateriallyingdownandonpalletsfullyprotectedfrommoisture.
D.Removedamagedmaterialsfromjobsite,andreplacedamagedmaterials.
1.08 FIELDCONDITIONS
A.AmbientConditions: InstallgardenroofbetweenApril1standOctober15th,unlessotherwise indicated,orrecommendedinwritingbymanufacturer.
Construction Wall Assemblies
Construction Documentation (CD)
WKA’s Key Tasks
– Incorporate any modifications resulting from the DD document pricing per the owner’s direction
– Coordinate the architectural drawings and specifications with all systems including mechanical, electrical, plumbing, technology, fire protection, structural, lighting, landscape, and acoustics.
– Finalize exterior and interior finishes, furniture, and equipment needed throughout the project.
– Prepare the specifications
– Complete and submit documents for final pricing update
– Incorporate permit corrections and adjustments from bid into the detailed drawings
– Issue documents for construction.
Owner’s Key Tasks
– Review and make final design decisions.
– Coordinate owner-provided systems and items.
– Complete portions of permit applications.
– Review overall budgets and contractor or subcontractor bids.
Construction Administration (CA)
Oversee construction
Our role during Construction Administration is to ensure that the Contractor is building a project that meets our shared expectations. We make regular site visits to the house and meet with contractors and subs to review inprogress and recently finished work and answer questions that come up during construction.
We document these meetings through field reports, which include construction photos and records of the conversations and decisions made on-site. We are readily available to answer questions (Requests for Information, or RFI’s) from the Contractor, and we review detailed drawings (Shop Drawings) of things like millwork cabinets that are prepared by subcontractors before they begin fabrication.
As construction proceeds, we are there to assist you with all aspects of the proces, including discussions of change orders due to design changes or unexpected site conditions and review applications for payment from the contractor.
Full scale mockups during construction
RFI example (request for information) from the General Contractor during construction.
Example of a millwork shop drawing submitted for architect and owner review and approval before fabrication.
As the project nears the end, we will review the state of construction and certify the date when the project has achieved Substantial Completion, which is the date when warranties begin for items like mechanical systems.
We will walk you through the project and create a punch list of things that are incomplete or need to be corrected, and, before certifying the application for final payment, we confirm that those items are complete.
Sample submittals for review.
Example of a weekly or bi-weekly site observation report.
ASK 2022 04 20 _firewood storage
Gap to drain water run-off
Sloped plywood top covered by Sheet metal aluminum
Continuous Treated top rail
1-1/4" x 3" Black Locust top rail: Pull forward/ ALIGN with face of Outside/ end panel
Return outside/ end panels back to shallower depth shelves
1-1/4" x 3" Black Locust top railcontinuous
Outside Panel = (4) 6" c/c board widths wide
1" x 3" Treated verticals with 1" x 1" Treated verticals both sides
Paired 1" x 2-7/8" Treated horizontals
1-1/4" x 3" Black Locust face frame verticals
1-1/4" x 3" Black Locust face frame horizontals
ASK (Architectural Sketch) example that provides additional information or clarifications during construction.
Construction Administration (CA)
WKA’s Key Tasks
– Meet weekly (or as agreed to) with the owner and or their representative and the general contractor. These meetings are typically called OAC’s (Owner−Architect− Contractor), and are typically held on site.
– Review periodic pay applications, substitution requests, and GC closeout documents.
– Review and approve contractor submittals such as shop drawings, product data, samples, and requests for information (RFI’s).
– Review Potential Change Items (PCI’s) with the team.
– Provide regular field reports (unless documented by GC) and document construction observations.
– Provide general contractor with architectural sketches (ASK’s) and Supplemental Information ( ASI’s) for further clarification as required.
– Upon review and approval of pay application, issue a Certificate for Payment.
Owner’s Key Tasks
– Participate in Owner, Architect, Contractor meetings.
– Review with architect critical submittals, for approval. IE millwork drawings, material submittals.
– Review ongoing payments as work progresses.
Post Occupancy Support
Our commitment to your project doesn’t end when the contractors finish their final cleaning and you’ve moved in. From adjusting sticky drawers in a child’s bedroom to programming the latest smart home features, we want to work with you to solve problems until things are perfect.
Once you’ve had a chance to live in the space for a while, we like to talk through the project to understand what is new and surprising about the spaces and how the project has met (and hopefully surpassed!) your expectations.
As you live in and enjoy your home, we are there for you for any issues, large or small. We want our relationship with you and your family to extend far beyond a single project, and we want you to call us for any piece of advice or minor problem.
Over our three decades of experience designing homes, the relationships that develop through the course of our work are the strongest, most enduring legacy of our firm.
We look forward to building a piece of your family’s history.
We have worked with WKA on at least four projects now over a period of some 15 years, both residential and art galleries.
As demanding clients, actively engaged in the process of creating (and living in) experientially transformative living and working spaces, and who are well informed and aware of the many other kinds of client-architect relationships out there, we choose WKA again and again both because the working experiences have been so pleasurable and because the results stand the test of time.”
Paul & De Gray, clients
(Montgomery Residence, Gray Gallery Warehouse)
