Selecting the right team members: Resources

In the CEA industry, like many others, when embarking on the process of design remember to select your team wisely.?There are numerous companies/firms that can help you obtain your goals.?Yet there are far more that will drag you down a rabbit hole that inevitably leaves you with mainly worthless documents and inflated bills.?There are several critical components to selecting the right team.?The criteria that should be evaluated includes experience, approach, resources (including in-house vs outsourced), and capabilities.?In my previous articles I addressed experience and approach.?This article will focus on resources.

RESOURCES. ?Different firms have different resources, and thereby different approaches to bringing the resources necessary to complete your project to the table.?Ensuring each team member has the experience necessary to bring value add to your team is extremely important as discussed in the previous experience article.?The blend of the firm’s use of in-house to outsourced resources is also important on many different levels.?In this article I’ll discuss the specific resources available, and the pros and cons of in-house vs outsourced.

Owner’s Representative. An owner’s representative is an individual who is aligned only with the Owner.?The role of the owner’s representative is to represent the owner throughout the various phases of the development process.?Many times, an owner hires an owner’s representative to assist in the initial phases while allowing the architect to lead the construction phase.?This happens when the owner believes the assistance and guidance is more necessitated in the early development of the project.?Since the owner’s rep is only aligned with the owner, he/she offers an unbiased opinion if conflict arises between other team members.?

• Resources.?The owner’s rep’s responsibilities include management of all aspects of the project and to be effective they must have an exceptional understanding of finance, programming, the architecture and engineering professions, delivery methods, procurement methods, codes, cost control, management of construction, scheduling, and contracts.?
• Staff.?To be successful, the Owner’s Rep must either possess the above skills or have internal resources who will assist them.
• Software.?Most Owner’s Reps will rely on the architectural and construction teams for software.?Based on their knowledge and capabilities they will many times require the use of specific industry standard software for use in managing and communicating throughout the design and construction phases.
• Licensure and registrations.?Owner’s Reps are not required to be licensed.?If retained, the owner should have a direct contract with the owner’s representative.

Architecture. Your architect should be the primary contract holder of all professional and design services.?The only reason an owner wouldn’t want to contract services through the architect is to save the 10 – 15% administrative fee the architect will tack on.?However, it’s important to understand, there are very good reasons this fee exists and why it’s well worth the expense.?

1. Liability.?If you contract directly with multiple consultants and/or vendors, you remove the singular point of liability.?You create the opportunity for finger-pointing if problems do arise.?Allowing your architect to hold all professional and design contracts provides you with one point of liability.

• Responsibility.?By contracting directly with multiple vendors, you create multiple lines of communication.?This can become a design and coordination nightmare.?Three of the greatest failures in design are lack of coordination, incomplete documents, and missing deadlines.?With a single source of responsibility and singular point of contact the above issues can be minimize and/or completely avoided.
• Delivery.?Allowing your architect to hold all professional and design contracts ensures they maintain control of the project.?This ensures your vision is maintained, schedule adhered, and quality work delivered.

Based on the above, a singular sourced agreement will give you piece of mind and ease the delivery process.

1. Resources.?The architect needs a variety of resources in development of your project.?The resources available, and utilized, will help define the success of your project.?The following are some of the resources that should be considered.

• Staff.?At a minimum your project will require a project manager, project architect, project coordination staff, and a construction administrator.?Some firms will utilize a project manager to serve dual roles which would include being the project architect.?Based on the size of the project, the schedule, and the capabilities of the individual one person could also serve all roles.?It is important to understand how a firm intends to staff your project from beginning to completion.
• Software.?There are numerous types of software an architectural firm can utilize in the delivery of a project.?These include software and systems for programming, visualization, drawing, specification writing, internal and external coordination/management, accounting/bookkeeping, and scheduling within the design and construction phases.?The specific software utilized will define the firm’s ability to share information, coordinate the documents, and properly manage all aspects of the project. The use of a 3d program, such as Revit, is highly recommended.?
• Licensure and registrations.?It is imperative your architect be properly licensed to do business in the state where your facility is being developed.?The business should also be registered within the state.?While individual licensure is straightforward, business registration is less so.?Some states require firms providing architectural services to have some level of percentage of ownership licensed in the state where the work is being accomplished.?These states generally require the firm to register with the Board of Architecture along with the standard firm registration with the Secretary of State’s office.?These registrations are easily verified through online searches.?Ensuring your architect and their firm are properly licensed is smart practice as a cease-and-desist order would mean your project would come to a halt no matter the stage of work.

Interior Design. The interior design team can work with you to integrate or establish your company’s brand within the design.?In a cultivation facility, your office area should reflect who you are and your core values.?In a highly competitive workforce market, the work environment will absolutely impact employee retention.?Your interiors team can be a part of the architectural team or an independent interior design team.

• Resources.?The interiors team needs a variety of resources in development of your project.?The resources available, and utilized, will help define the success of your project.?The following are some of the resources that should be considered.
• Staff.?Based on project size and complexity, it is important to understand the experience and availability of team members for your project.?It is extremely important to understand the deliverables of your interiors team.?Many times, branding companies provide visual and written data that conveys a design intent, but does not include documentation that can be utilized for permitting, bidding, and/or construction.?If this is what you’re provide you will need to retain an interior design team and/or architectural team to develop the bidding, permitting, and construction documents.
• Software.?There are numerous types of software an interiors firm can utilize in the delivery of a project.?These include software and systems for visualization, drawing, specification writing, accounting/bookkeeping, and internal scheduling within the design and construction phases.?Generally, an interior design firm is a consultant to an architectural firm or part of the architectural firm’s team.?Thereby, the project management software is by the project lead firm.?The specific software utilized will define the firm’s ability to share information, coordinate their documents, and properly manage all aspects of their scope. The use of a 3d program, such as Revit, is highly recommended.?
• Licensure and registrations.?To provide services of any kind a firm must, at a minimum, be registered with the Secretary of State’s office in the state where the project will be located.?Additionally, if the interior’s firm is providing documents for permitting and construction then team members are required to be licensed within the state where the project is located.?Further, based on the state’s regulations, the firm may also be required to register with the Board of Architecture and Interior Design. ?

MEP/FP Engineering. Your MEP/FP team is responsible for the design of the mechanical, electrical, plumbing, and fire protection systems.?This team can sometimes do your low-voltage systems such as security, data, and communications.

• Resources.?The MEP/FP team will design some of the most important systems on your project.?The mechanical system’s ability to maintain the stipulated environmental parameters can mean the difference between success and failure.?The proper design of electrical and plumbing systems can mean the difference between hundreds of thousands of dollars.?Considerations related to resources are,
• Staff.?Based on project size and complexity, it is important to understand the experience and availability of team members for your project.?If the firm has a fire protection engineer, they’ll provide drawings illustrating the system’s design.?If not, they’ll provide a performance specification for design by the low-bid subcontractor.?The latter has less control over cost.?On the mechanical side, the team should have a head mechanical engineer with cultivation experience utilizing a variety of different systems.?Your team should be presented with options which is only possible with experience.?Based on size, your project will generally require a project manager, who is the architect’s primary point of contact, along with a lead mechanical, electrical, and plumbing engineer.?Larger projects will require support staff, especially if time is of the essence.
• Software.?There are numerous types of software an MEP/FP firm can utilize in the delivery of a project.?These include software and systems for drawing, specification writing, accounting/bookkeeping, heat tracing, and scheduling within the design and construction phases.?If performing services as a consultant to an architect, then the project management software will be selected and provided by the lead firm.?The drawing software should align with that of the lead design professional and includes programs such as AutoCAD, Revit, or similar.?The specific software utilized will define the firm’s ability to share information, coordinate their documents, and properly manage all aspects of their scope. The use of a 3d program, such as Revit, is highly recommended.?The use of 3d software, when utilized by the lead design firm, helps ensure a well-coordinated design which minimizes the opportunity for change orders and project delays in construction.
• Licensure and registrations.?To provide services of any kind a firm must, at a minimum, be registered with the Secretary of State’s office in the state where the project will be located.?Additionally, team members are required to be licensed within the state where the project is located.?Further, based on the state’s regulations, the firm may also be required to register with the Board of Engineering.?Some states require firms to be owned by registered engineers.

Civil Engineering. Your Civil team is responsible for the design of the site and all site systems.?

• Resources.?The civil team is required to design the site to meet local, state, and federal regulations.?Requirements for site design differ drastically from state to state.?Thereby, it is generally preferred to have a local civil engineer if one is available.?Considerations related to resources are,
• Staff.?Generally, your civil team will include one or two members.?The team should be well versed with the local and state regulations at the project location.?
• Software.?There are numerous types of software a civil firm can utilize in the delivery of a project.?These include software and systems for drawing, specification writing, accounting/bookkeeping, contour mapping, and scheduling within the design and construction phases.?As with other consultants, the specific project management software will be provided by the lead design firm.?The drawing software can align with that of the lead design professional, but it isn’t necessary with civil engineering.?
• Licensure and registrations.?To provide services of any kind a firm must, at a minimum, be registered with the Secretary of State’s office in the state where the project will be located.?Additionally, team members are required to be licensed within the state where the project is located.?Further, based on the state’s regulations, the firm may also be required to register with the Board of Engineering.?Some states require firms to be owned by registered engineers.

Structural Engineering. Your structural team is responsible for all structural aspects of your project.?This can range from simple systems, such as foundations and slab for a pre-engineered metal building to structural design of a conventional steel building.?In addition to the building, your structural engineering team is generally responsible for all site structures such as retaining walls and structural equipment slabs.

• Resources.?The creativity and innovation of your structural team can save you money.?This isn’t the case with a pre-engineered metal building, but with all other building types the statement holds true.?Working in existing buildings can be extremely challenging on the structural front as cultivation system can create the need for additional structure. Considerations related to resources are,
• Staff.?Generally, your structural team will include one or two members.?The size of the team can be impacted by the type of building system utilized, the complexity of the site, and the amount and location of equipment.
• Software.?There are numerous types of software a civil firm can utilize in the delivery of a project.?These include software and systems for drawing, specification writing, accounting/bookkeeping, and scheduling within the design and construction phases.?Again, like other consultants, the project management platform is provided by the lead design firm.?The drawing software should align with that of the lead design professional.?3d modeling, such as Revit, that is integrated with the architectural Revit model helps ensure a well-coordinated design and thereby minimizes change orders.?The specific software utilized will define the firm’s ability to share information, coordinate their documents, and properly manage all aspects of their scope. The use of a 3d program, such as Revit, is highly recommended.?
• Licensure and registrations.?To provide services of any kind a firm must, at a minimum, be registered with the Secretary of State’s office in the state where the project will be located.?Additionally, team members are required to be licensed within the state where the project is located.?Further, based on the state’s regulations, the firm may also be required to register with the Board of Engineering.?Some states require firms to be owned by registered engineers.

Cultivation System Design. Your cultivation systems will need to be designed and documented based on your specific needs.?There are many consultants, along with manufacturers, who will work with you to design your systems.?However, not all will produce documents that can be utilized for permitting, bidding, and construction.?It is imperative to the successful completion of your project that the team you select have the ability to produce documents aligned with the schedule required by the architect in order to properly plan and coordinate all aspects of the project.

• Resources.?Cultivation system design includes water treatment, fertigation, benching, lighting, fans, and environmental controls.?Your team’s ability to offer a variety of options meeting your cultivation vision will be important to your success.?The team must also be able to produce documents in-house while also adhering to schedules.
• Staff.?The team members you work with should be versed in a wide variety of systems.?You may have a head grower who is comfortable with one system, but this shouldn’t deter you from investigating others.?Your cultivation design team should be able to discuss the pros and cons of systems while providing you with the necessary information to make an informed decision.?When selecting a team you should also consider the number of staff members you’ll work with.?It is much easier to coordinate cultivation systems when the team is led by one individual.?The more individuals that are required, the more likely coordination will become an issue.
• Software.?There are numerous types of software a civil firm can utilize in the delivery of a project.?These include software and systems for drawing, specification writing, accounting/bookkeeping, estimating, procurement, and scheduling within the design and construction phases.?The drawing software should align with that of the architect.?The use of a 3d program, such as Revit, is highly recommended.?The use of 3d software, when utilized by the lead design firm, helps ensure a well-coordinated design which minimizes the opportunity for change orders and project delays in construction.
• Licensure and registrations.?To provide services of any kind a firm must, at a minimum, be registered with the Secretary of State’s office in the state where the project will be located.?Cultivation system design team members are not required to be licensed.

Contractor. The contractor is a critical component to the success of your project.?The contractor’s ability to maintain the project cost, coordinate critical components, and maintain the schedule are necessary to meeting the established vision.

• Resources.?Resources of contractor’s vary based on size of firm and approach to delivery.?You should ensure the team selected has the resources necessary to meet your vision.
• Staff.?The contractor’s staff should include, at a minimum, a project manager, estimator, and superintendent.?Others, based on project size and approach could include a foreman, assistant superintendent, and/or project engineer.?The experience and knowledge of the team with the specific type of project being developed is critical to success. ?The greater the experience the greater the ability to ensure proper coordination and inclusion of all components and needs.
• Software.?Contractors utilize software specifically developed for construction.?These programs track schedules, change orders, requests for information (RFI), pay applications, shop drawings, and all other project data.?Drawings are stored on the site as well.?The capabilities of the software will define the ease by which the project is tracked and maintained.
• Licensure and registrations.?State by state regulations vary for contractor licensure and registration.?Before hiring a contractor, state compliance should be verified.

Others. Other team members that could be required include security, low-voltage, acoustics, odor mitigation, traffic, attorney, application writer, and/or extraction/infusion (manufacturing).?The need for these additional consultants’ ties into the capabilities and resources of the above noted team members.?The resource needs of each are anchored in the project vision and the firm’s ability to provide aligned delivery.?

The success of your project relies on your ability to convey your vision to a team fully capable of delivering on it.?It also requires you to specify each team members role in process and hold them accountable for delivery on their specific area.?It requires the team members to communicate and coordinate throughout through the integration of a detailed and proven process.?With these puzzle pieces in place, you’re on the road to success.