B2C2 Expansion Toolkit

Who is responsible for what?

Whether it’s a new build or a renovation, once the architect has worked with you on your concept, it’s time to move on to the project’s next phase: schematic design. Ensuring all your goals and aspirations are met during this stage is crucial.  Consult, research, and reflect on your choices and decisions. 

What is needed:

• Site evaluation includes – any testing or reports you have obtained, zoning information, indoor and outdoor space size, etc.
• Visualize your space! – Create a bubble for each room: kitchen, administration, staff, janitor, laundry, storage, lobby, electrical/mechanical, and additional rooms like art rooms or playgrounds. 
• Define routines and activities – Map out each age group’s daily routines and activities. Identify entry and exit points for children, staff, and families. Review a typical schedule to ensure smooth flow and movement throughout the day.
• Create flexible spaces – Think strategically—design flexible spaces that adapt to different activities, age groups, and future needs. 
• Initial cost estimate (Class D): Is prepared by the architect when a project is at the “Conceptual Design” stage. Conceptual design is defined as the beginning of a project when preliminary spatial needs have been identified and a space program is being developed. It takes into consideration the size of the building and whether current structures, layouts, elevations and materials used for the building need to be demolished. It also includes current market trends and labour costs.  
• Internal project team – Confirm your project team, who is the lead, and who is authorized to sign off on documents and financial decisions.

Room Design by Age 

According to the Child Care and Early Years Act, 2014, each program room must have a minimum of 2.8 sq. meters of unobstructed floor space per child. Obstructions include counters, sinks, cubbies, pillars, etc. The recommended space calculation above the minimum can be done using the B2C2 space calculator. [link]

 In Ontario, the Ministry of Education’s framework, How Does Learning Happen? (HDLH), is your go-to resource. This pedagogy is essential for child development and can help shape design.

What does HDLH look like in practice? 

Belonging: Use Universal Design principles for inclusivity. Consider a fob system for the centre, allowing staff and families to easily access the centre and give a sense of ownership and connection.

Well-Being: Win hearts with food! Design a separate dining area where children and staff can see the kitchen and interact with the cook. Create quiet, cozy spaces with soft lighting for children who need breaks. 

Engagement: Let’s get moving!  Maximize free space in program rooms. Add space to build structures, tumbling mats, and areas for dancing and creating masterpieces. Provide comfy spaces for families to hang out during drop-off and pick-up times and a quiet place to nurse.

Expression: Keep it quiet, keep it creative! Use high-quality sound-absorbing materials like ceiling tiles, carpets, and acoustic panels. Create an art studio with easy access to supplies and plenty of outdoor space for climbing, running, gardening, and sand/water play.

Success depends on the expertise of an experienced architect– the question is, where do you find one? 

Seek an architect with experience designing child care centres and knowledge of the Ministry of Education requirements. A child care centre will be classified as a small school in the Ontario Building Code Act. You will need an architect to ensure your design, retrofit, or new building meets all requirements.  

Make a Short-List of Architects

• View our Architect Directory – Our directory has a listing of architects that have expressed an interest in working on child care centre projects.
• Seek recommendations – visit newly built or renovated child care centres and ask about the architect. 
• Search the Internet for Architects in your area and visit their websites to see if they have experience with child care.
• Conduct telephone enquiries to seek out architects interested in submitting a proposal for your project.
• Search the Royal Architecture Institute of Canada directory or other provincial directories  – The Ontario Association of Architects.
• Invite a minimum of three and a maximum of five architects to apply to your call for proposals.

One of the best ways to find an architect is to get referrals from other child care organizations. Ask about their experiences, the process of working with the architect, and the design outcome. Take a tour of their facility to compare the design with your ideas. If you are impressed with the design, call the architect and ask for information about their portfolios. It is important to also request references from past clients.

Selecting the right architect to work with you is key to the success of your project. Knowing what is important to you and your vision for the project are central considerations.

Request For Proposal (RFP) Process for Selecting an Architect

Another way to get an architect is through an RFP process.  The call document must include a clear, defined vision for your project. It becomes an effective tool for reviewing and vetting proposals so you can be confident that you are selecting the best partner to bring your vision to life. 

Organizing focus groups to gather information will result in fewer mistakes and a more economical, efficient, and well-designed space.

• Involve people familiar with a child care centre’s day-to-day activities and functioning. 
• Gather ideas from families who might use the service. 
• Get input from people with industry experience who are familiar with universal design.

We have provided you with the following tips that may assist you through your own design process. Of course, this is not a complete list, as every project is different.  

This stage includes refining the details of the schematic drawings.  This will involve: 

• Precise details about the space and finishings for the final design. 
• Coordinate the structural, mechanical, and electrical specifications. 
• The Architect works with consultants, engineers and other professionals to assess and review the plans.
• Ensure all provincial and federal building codes are met. 
• Throughout the construction phase, specific information and instructions for bidding purposes, as well as cost and documentation, will be used. 

Your role in this stage is to work together to make final decisions regarding; 

• Program space requirements.
• Playground space requirements, gate locations and sizes of equipment sheds.
• Location of entrances and exits. 
• Spaces support a mix of quiet and active play.
• Ceiling heights and the type of materials that will be used to reduce noise are noted.
• Lighting drawings are reviewed to ensure a mix of soft and adequate lighting in each room, particularly in high-traffic areas such as educator prep counters and other workspaces such as the kitchen and offices.
• Door sizes and finishes are checked.
• Window sizes and coverings and natural ventilation options.
• Location of carpeting and tiling.
• Storage spaces.
• Tiling and backsplashes for kitchen, bathrooms, and educator prep spaces.
• Consensus on finishes for educator and office workspaces.
• The location of all washrooms and their accessibility.
• Confirm the number of cubbies needed for each age group, as well as for educators.
• A conversation with the architect to understand the heating and cooling systems chosen for the building.
• Paint colour selection for all rooms.
• Child-sized sinks and toilets are noted clearly in the plans.
• Review IT needs passcard/fob system.
• Security needs.

Class D 

• This is the first cost estimate that you get after you initially estimated a budget.
• This preliminary cost estimate is based on the initial concept of your project, including floor plans.
• This will help you make some early decisions.
• Accuracy of this estimate is +/-  30%.

Class C

• Intermediate estimate at the schematic design phase that helps refine initial cost predictions.
• If significant changes occur since the class D estimate, a class C will be necessary as the design is refined.
• At this point, the design is set with a plan, elevations, and an approximate palette of materials.
• Accuracy of the estimate is +/- 25%.

Class B

• Completed before the construction, the documents are fully detailed. 
• Provides a more detailed breakdown based on the progress of the design.
• May want to adjust and confirm the project budget by identifying potential cost-saving opportunities.
• Sets the stage for finalizing the design and preparing the final estimate.

Class A

• This is the pre-tender estimate based on completed construction drawings.
• This estimate is critical for finalizing the budget and securing approval to proceed with the tendering process. 
• Contractors will use the estimate to prepare their bids. 
• Accuracy of this estimate is +/- 5%.