Information

Typical Construction Process

• Schematic Design Phase
Put your ideas onto paper. For existing buildings this typically consists of creating existing floor plans and then overlaying the proposed changes. A rough budget should be discussed prior to starting.

Resolve and define any and all expensive items that may be triggered by the proposed scope of work. Commonly: "Will automatic fire-sprinkler system be required?", "Will City require new foundation or new seismic upgrade?"

Set arealistic time-frame for obtaining a permit. In SF over-the-counter permits are typically obtained within 1 to 3 days while permits that require neighborhood notification take a minimum of 6 months.

For many projects it is not possible to determine the design fees for the remaining phases until after this phase and the scope of work has clearly been defined.

At the end of this phase you should have a schematic set of floor plans that show existing and proposed floor plans. The plans should show work that is roughly in-line with the available budget. A rough time estimate on permitting should be noted and discussions with Contractors can start.

• Design Development Phase
Finalize wall layouts.
Finalize floor, wall, roof, deck finishes.
Complete most elevations and sections.

Estimate of door, window, railing, counter, cabinet etc types.

Engineer to provide schematic lateral and vertical framing plans. Engineers start at slightly different times depending on each project. Typically earlier the better though it really depends on if the project is to be submitted for a Site Permit.

At the end of this phase you should have a Bid Set for contractor to bid and/or a Site Permit that that can be submitted to the City. Please note these aren't final plans and another round of bidding will have to be done after the CD set is complete. I recommend getting two and no more than three bids. Site Permits are done for projects where the building envelope changes including additions and new homes. Once the building envelope is approved the remaining plans including structural, mechanical, grading etc are completed. Often the City approves the Site Permit with small changes but even small changes would result in a complete redesign of the other plans. Thus a Site Permit is an attempt to save the owner and designers time and money.

• Construction Documents Phase
Finalize arthictectural, structural, electrical, mechanical, grading, etc plans. Attach and prepare any and all related documentation for submittal to City.

Finalize all details.
Finalize all calculations.

At the end of this phase you have a set ready to submit to the City and/or final bidding.

• Bidding Phase
Send files and/or hard copies to Contractors for bidding.
Each contractor's question and the designer's response should be maintained such that every bidding contractor can see all questions and responses.

At the end of this phase you should have found a contractor that has provided a bid within your budget.

• Permitting Phase
Provide City, HOA and neighbors all required plans and documentation to obtain construction approval.

Some work is exempt from Permits, see San Francisco Building Code 106A.2: Work exempt from permit

Obtaining a permit is a multi-step process that requires approval by many departments. The following is for San Francisco Permits. For over-the-counter permits the final department is the payment counter. Bear Design typically obtains signatures from all departments and will then hand the approved plans and documents to the Client/Contractor to pay for the permit.

Before Permitting Starts
Bear Design will need an estimated cost of the job. This cost is one of the primary numbers used to determine the permit fee and is also added to the value of the property which will be assessed for property taxes. If this is a revision to a previously obtained permit Bear Design will need the previous Plans and Jobcard. A revised permit is entered into the system as a new permit and given a new number. This is often confused with "revisions" which are done during permitting to resolve comments by the City and are generally indicated on the plans using bubbles with revision dates. Also, by default Bear Design will not get street space as it is often desirable for contractor to obtain this later.

Paying for Permit
The Client has two choices on how to pay for the permit. Regardless of Method you need the following:
• Approved plans (you should have 2 copies of plans, 2 copies of calculations, 1 pink permit application)
• Check made out to SFDBI or credit card

(1) Permit can be designated as "By Owner". Client needs to go to 1660 Mission St, 5th Floor and sign in at the Payment counter. Client needs:
• Drivers License (fax copy to Bear Design if we are doing this)
• Filled out Property Owners Package (fax copy to Bear Design if we are doing this). Client needs to inital this document twelve times and sign twice!
• If Client has taken possession of the property within the past year you need a copy of the Grant Deed.

(2) Permit can be designated "By Contractor". Contractor needs to go to 1660 Mission St, 5th Floor and sign in at the Payment counter. Contractor needs:
• To be in the San Francisco system as a valid contractor. If you aren't you need to obtain a Temporary Business Registration
• If Bear Design is doing this we also need a signed letter with Contractor's letter head stating...
"I hereby authorize Daniel Barringer or Tim Le of Bear Design to act as my agent(s) to apply for, sign, and file the documents necessary to obatin a permit at (fill out address) for the following work (add quick description)."
Email or fax this to Bear Design at 415-946-3345. If we are physically at DBI waiting to pay and we tell you to fax it to DBI the number is (415) 558-6216 (this is the fax machine on the 5th floor of SFDBI).

• Construction Administration Phase
Perfect drawings do not exist. Errors, omissions, unknown or unforseen existing conditions, changes in the scope of work, etc will need to be corrected during this phase. Hire your designer to come to the site!!!

Start this phase with a pre-construction meeting between client, designers and contractors. This meeting should define the overall plan and role each person will have in the process. It is recommended that all clients hire their designers for at least periodic reviews of the project during construction. Failure to have designer(s) involved during the construction phase will likely result in poor construction.

You will always need inspections by the City. This should be scheduled by the Contractor.

Typically Special Inspections (SI) will also be required. SI's are in addition to the inspections required by the City. SI's are associated to each project during permitting and are indicated on the drawings by an 11x17 form stapled to the front page of the drawing set. Currently the form lists 25 discrete inspections with a check box next to each one. The City checks the boxes for the inspections they want done. SI's are done by third party registered inspection agencies and/or the Engineer/Architect of Record. Typically the Engineer of Record does most of the inspections while the inspections that require laboratory work are done by outside agencies.

Both City Inspections and Special Inspections are done just prior to covering anything. Before you put up gypsum board (which covers framing, plywood, insulation, electrical, plumbing) before you add plywood (same as gyp), before you pour concrete (which covers the rebar and size of footing), before you epoxy anchor bolts (which covers the hole and what type of epoxy you used). Basically if you are doing work that conceals other work it should be inspected.

At the end of this phase your permit should be CLOSED (sometimes referred to as complete)!!!! This should be done automatically after the City's Final Inspection and any/all Final Compliance forms for the Special Inspections have been submitted. In SF you can check online to verify that a permit has been closed. If you don't do this the City assumes the work wasn't done.

Additions/Expansions timeline

• Typically a Pre-Application is required. The linked document discusses which projects are required to go through this process. 2 to 4 weeks

• Submit Site Permit along with Neighborhood Notification. A Site Permit contains only the Architectural sheets. The other sheets including structural, mechanincal, electrical etc are submitted later so that if the drawings need to be revised the other sheets aren't designed twice thus saving money. Typically I recommend this for additions though on smaller projects it may make sense to submit all sheets. 3-4 months

• Pick up and pay for approved Site Permit and submit Addendum.. The Addendum are the remaining areas to be designed left off the Site Permit Set. 1-3 months.

• During the process the progress should be monitored: SFDBI tracking system to keep the City moving along.

• If your building expansion falls outside the allowable areas permitted by the City Planning Code than you must fill out a Variance Application.

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