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.
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.
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.
An RFP template included on the activities page.
It is best practice to open all simultaneously with the entire reviewing committee present. The reviewing committee ideally includes a Board member, the senior leader of your organization, and your finance person, including someone with experience with construction and/or contracting.
Ranking and final rating are best if reached by consensus.
Based on the results of your selection process, choose the architect who best matches your criteria. Once you have confirmed with the selected architect, they will prepare a legal contract outlining an agreement regarding the services to be delivered. There are several types of contract agreements. Each architect firm will use a contract format tend to use the one that they are most comfortable with.
To familiarize yourself with a standard contract and its content, refer to the Canadian Standard Form of Contract for Architectural Services, which is also found in the resource section.
“A Note on Standard Contracts The OAA recommends the use of standard contracts to expedite the Client/Architect contract process. The standard contract includes the services provided, the fee for those services, client responsibilities, and the terms and conditions which govern the contract. In addition to identifying the value and contribution of both parties, a standard contract is a balanced document, treating both parties fairly, and is designed to avoid conflict later on when it is discovered that the expectations of the parties to the contract may differ. One of the best investments of time is a careful, item-by-item discussion with the client to define the scope of services and other terms and conditions of the contract.” – Ontario Association of Architects
Note: Once an architect has been secured, apply for the Enabling Accessibility Fund through Employment and Social Development Canada (if applicable).
Expect the RFP process to take between 6-9 weeks – here is a draft schedule
| Event | Date |
RFP distribution to Vendors | Insert date of distribution |
Written confirmation of Vendors with bid intention (form attached) | 10 working days later |
Site visit by Architect(s) (if interested) | 1-2 days after the intention to bids are due – insert address, date and time |
Questions from Vendors about the scope or approach due by | 3 -5 working days after a site visit |
Responses to questions sent to all Vendors | 5 working days after questions received |
Proposal due date | 4 – 5 weeks after distribution date |
Anticipated decision and selection of Vendor | 3 weeks after the proposal’s due date |
Anticipated commencement date of work | To be determined |
Ask yourself | Why this might be important |
How much experience do you have working with architects? | If you have minimal experience, you may be more comfortable with an architect who has experience with licensed child care and can ask you questions you may not have thought about. |
How much influence do you want to have on the design of the building?
| It is best if you can explain your perspective and what is important to you clearly before the design starts. |
Are you comfortable explaining the CCEYA requirements for minimum space and other features? | As we know, the regulations are very specific. If an architect has not designed a licensed space before, can you support them? |
Building a strong relationship with an architect requires being an effective communicator and collaborator. It is vital to the project’s success to clearly define your vision, preferences, and requirements so that the architect and their team can thoroughly understand what you want to achieve.
Provide the architect with key information to support the development of the design. It will be imperative for you to provide the architect with a copy of the staff and children’s routines (indoors/outdoors) and timelines (this includes housekeeping and cook schedules), along with how the entrances and exits are utilized. This will assist in defining the spatial and operational requirements of your program, how the space is used, and the connections or points of contact made throughout the day. It will also serve as a method to identify potential constraints of the space.
Be honest about your budget constraints and set realistic expectations about what you can afford. You want to avoid spending time on design elements outside your budget.
Establish regular meetings to review progress, discuss ideas and concerns and address any issues promptly.
Respond to questions and inquiries within two business days so the team can stay on track.
The architect will work to satisfy all building requirements for the indoor and outdoor spaces. Expect your architect to present a few options, including your must-haves and other ideas.
The architect works on various projects simultaneously with yours. To avoid additional billing fees, know the conditions in your contract, and be prepared, clear and organized with your questions, suggestions and concerns.
As you move forward in evaluating the success of your project, ask yourself, is the architect:
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