residential assisted Living plan process
RESIDENTIAL ASSISTED LIVING: PHASES OF DESIGN
PHASE 1 - FEASIBILITY & REGULATORY REVIEW
Once the site has been selected, the Client and interdisciplinary team need to evaluate and confirm the next steps based on applicable zoning, licensing, and building code requirements for the location. This step is critical because the building type and construction requirements will be identified to make sure that the licensing and building department regulations are met. Often this requires meeting with regulators and in some cases, there is a need to apply for variances or provide Fair Housing requirements to build an RAL by right. Legal assistance in addition to civil engineers, designers, and those with licensing code experience are needed to set the groundwork for a successful project.
Clarifications and determinations include but are not limited to understanding existing zoning and any zoning variances that may be required. The lot size and allowable building area for new sites and existing home expansions are impacted by required building setbacks, types of water and waste systems, easements, and other land parcel features.
Architectural styles, density, the height of structures, building type clarification, and related licensing requirements are researched to provide the context for the design and development of a RAL home.
For RAL homes that will be licensed with a state or local agency, specific regulations and requirements have to be followed to ensure the RAL home meets health, safety, and welfare requirements for a setting that cares for older adults.
Other jurisdictional regulations can come into play that may impact the design and ultimately the successful opening of a RAL. These need to be vetted prior to design being completed to support a timely schedule and process for the completion of a RAL home.
PHASE 2 - PROGRAMMING AND DESIGN
The gathering of data phase is called programming. This is the phase where conversations and dialogues take place to determine the owner project requirements (OPR), including the needs of various care disciplines, depending on the operational care model that the Client is going to utilize. The design team meets with the Client to discuss goals, needs, expectations, function of space(s), site requirements and preliminary construction and furniture, fixture, and equipment budgets. Based on financial parameters, the design team would provide solutions that are working within a budgetary range established with the Client and their financial institution. The OPR is then documented as the record of decisions and acts as a guidance document for decision making during the design process. This process is useful for both existing homes and newly designed homes.
Gathering all this information at the beginning of Phase 2 coupled with the information gleaned in Phase 1, allows the Client to be prepared for informed decision making during the design and budget phases.
Better understanding the needs and requirements minimizes roadblocks further along in the process.
There are phases of design that are completed utilizing the information from Phase 1 and when the conceptual design process begins, it is essential to do a deep dive into the building code while developing the conceptual design. The following phases are used in the design of new construction, renovation, or expansion of an existing home.
Schematic Design is the Interpretation Phase. Drawings and sketches are produced to illustrate overall space requirements, adjacencies, also called spatial relationships, and specific components based on the completion of the OPR for review and approval by the Client. As required, professional consultants may be contracted for specific areas of expertise, such as a structural engineer, mechanical/electrical/plumbing engineers, and a landscape architect. It is recommended that the budget be reviewed at the end of this stage to verify costs align with financial parameters for the project. At this point, budget refinements would be completed to accurately reflect schematic drawings and preliminary product and finish specifications.
Design Development is the Integration Phase. Documentation is further developed, fine-tuned, and detailed based on the Client’s feedback. During this phase, other consultants on the design team provide their documentation and the coordination of various systems and design elements is completed. The goal is to integrate all building systems and equipment into a cohesive design to minimize changes once construction commences. Sometimes the Client may need to talk with licensing regulators in preparation for licensing, and the plans are provided for those discussions. The budget is typically updated at the end of this phase to verify the financial parameters are still aligned. Once the Client reviews and approves the documentation, the next phase begins.
Construction Documentation is the Production Phase. Drawings and specifications are completed in this phase. Specifications for products, materials, and equipment are finalized and all details for the exterior, interior, building systems, finishes (wall, ceiling, and floor), cabinetry, windows and doors, and related information is completed. The documentation includes the drawings and specifications from all project consultants. At 90% completion, typically the documentation is submitted to the building department for building permit review and approval. It is common practice that the building department will provide comments that have to be addressed, reviewed, and revised on the documents before they are approved. This can also be the case for licensing code approvals. Typically, addressing one set of comments is included by the design team, but subsequent updates are billed on an hourly basis to the Client. As required by the jurisdiction, drawings are stamped and signed by registered architects and/or engineers for Permit and/or Construction. Once all of the jurisdiction revisions are incorporated, the 100% final set of construction documents are completed. These become the record set that is used for the project, providing a baseline for any changes that occur during the construction phase.
PHASE 3 – CONSTRUCTION AND OCCUPANCY
It is recommended for the selection of the General Contractor to occur early in the design process, because having the construction team on board during Schematic Design assists with the provision of pricing to be known early within the design process. Therefore, if financial information must be updated or changes need to be evaluated to reduce costs, they happen before more substantial documentation is completed. Further, having the General Contractor consistently onboard during Design Development and Construction Document Phases ensures the pricing is updated at the end of each phase to inform any adjustments that are required in the specifications, design documents, and/or financial proforma. If the General Contractor agrees to a cost plus contract, the bidding process can be completed by the subcontractors to receive competitive numbers. The upfront buy-in to a project supports the understanding of the nuances of building a RAL – which is a predominantly residential project, but often includes many commercial components. For General Contractors, this can be a learning curve depending on their background, typically either residential or commercial building.
Bid Negotiation Phase is the Pricing Phase. The drawings and specifications are issued to the General Contractor for competitive pricing. If a cost plus contract is used, subcontractors will provide the bids, which are subsequently received, reviewed with Client and the design team, and then awarded accordingly. If pricing comes back higher than anticipated, the OPR is used as the basis for determining any changes to the specifications and drawings. This process is called “value engineering” – but in order for it to have value the design and construction team must work closely together with the Client to make changes and updates. This ensures that the OPR is met, and priorities are evaluated when making decisions for changes and/or product substitutions.
Construction is the Building Phase. The General Contractor (GC) utilizes the documentation as part of the contract between the Client and GC, which uses the documentation to build the RAL.
Construction Administration is the Implementation Phase. The architectural firm provides periodic on-site review of construction at pre-determined stages in the construction process and responds to the GC’s day-to-day questions through a Request for Information (RFI) formalized process to be able to document changes and information provided. The design firm also reviews submittals and shop drawings from the GC and subcontractors that are required in the specifications and drawings. The submittals are the confirmation of certain products and designs that are required for the project, such as cabinetry drawings based on field measurements, appliances, light fixtures, finishes, windows, doors, etc. The design firm completes a final walk-through with Client and GC to complete a checklist, called a punchlist, of items that need to be finalized prior to closing out the project and providing the final payment to the GC. The last step is the back check to verify the punchlist items are completed.
Occupancy is provided through a Certificate of Occupancy from the building department and is usually required prior to a License being granted, if the provider is licensing the RAL. Furniture, fixtures, and equipment (FF&E) need to be provided upon the receipt of the Occupancy Certificate. Turnkey procurement is a process that can be completed by a design firm or a furniture dealership. It is recommended that commercial grade furniture in residential style be used for RAL homes to verify appropriate sizes and hold-up under cleaning and disinfection requirements. Residential furniture can be utilized; however, the service life will be limited because of the heavy usage and the stresses of the environment. The licensing code may include furnishing requirements that have to be met prior to the authority having jurisdiction completing the inspection and providing a License. Therefore, including a furniture space plan as part of the design documentation is recommended to show the appropriate placement of furniture and have a keyed plan for purchasing the products. Changes that are made to the design and layout are documented and at the end of the project the design team provides a record set for ongoing maintenance of the RAL home.