week 4: heating & cooling

The third week, we had a little respite from the initial whirlwind of activity. We used the time to select the AV equipment, created the wall framing plan and details for the TV & speakers, respecified the wine cellar racking and cooling unit, refined the exterior paint scheme, and reexamined the interior colors and interior lighting.

In looking at the lighting, I had become concerned that the new ducting for the two-zones and the lighting would conflict, but as soon as Tom Anctil of Anctil Heating and Cooling arrived with his team at the start of week four, all my fears melted away. Minh and Ron reviewed the locations of the ducts with us, making sure that the supply and returns did not interfere with any lighting, cabinetry or architectural accents. They also installed the new ¾” gas line. Hopefully, in a little over a week, the new high-efficiency furnace will be fully installed. Relocating the furnace from the center of the basement to an exterior wall opened up the plan, improved the flow and increased the ceiling height where we needed it. We are very pleased with the work by Anctil Heating and Cooling.

Daniil of Anctil Plumbing, Inc. returned to reroute the existing plumbing and Ben installed the new water service. Lucas and his team from Rose City Contracting, Inc. removed the asbestos-covered ducts in half a day. Things were buzzing along.

The inspector stopped by and pointed out a few minor things from a previous remodel that will need to be addressed during construction. Yes, that is correct, the city inspector made a house call. This project is a part of Portland’s Field Issuance Remodel (FIR) Program. In this program, the inspector comes to the home before the start of the project to review and approve plans and troubleshoot potential code issues. On the subsequent visits, he performs the inspections and issues the permits. This single point of contact with the city allows for greater efficiency and project continuity. Ultimately, the FIR Program encourages code compliance in remodels and additions because the process is so smooth, easy and less costly for the home owner.

We also consulted Ron Cowan of Stellar Cellars about storage racks and a cooling unit for the wine cellar. We liked Ron because he is very knowledgeable of cellar systems and design, is extremely helpful, has an eye for detail and quality and is right here in Portland. Ron explained cellar design, lighting, insulation and weather-stripping, wood specie selection, millwork connections and detailing, cooling unit positioning (and camouflaging), among other things. The other companies we talked to were just area sales reps who did not really know the ins and outs their products.

We celebrated Earth Week by de-nailing and cleaning up the TNG boards for one friend so he could reuse it in his home and for another friend for picture frames. With the ample help of our buddies, we were able to salvage 2000-3000 lineal feet of the CVG Douglas Fir TNG v-groove board. Thanks guys, you are the greatest!

Tune in next time for framing & more rough-in plumbing!

weeks 1 & 2: deconstruction & rough-in plumbing

The deconstruction team from Premier Plus Construction, Inc. came out (the day after contract signing, no less) and gingerly removed the CVG Douglas Fir TNG v-groove board that lined the walls and ceiling. It took Daniel and Nick three days to remove nearly 4500 lineal feet. We gave it to a friend who will reuse the material in another improvement project. We are very happy it will go to a new home rather than a dumpster or as landfill.

The concrete slab was cut by Antonio and Jordan of Brothers Concrete Cutting, Inc. in a couple of hours, and the rough plumbing was installed by Andy and Daniil of Anctil Plumbing, Inc. in three days. After the rough-in was inspected, the concrete was poured by Michael Stearns and Gene of Accu-Pro. All this in two week’s time!

I am STILL tweaking the design and fine-tuning finishes. Architects make the worst clients. Granted, the design rework was due to an excellent idea that came about during the bidding phase and the reselection of some of the finishes was an effort to maximize aesthetic effect per dollar, but it makes me nervous to be doing this during construction as I do not want to adversely affect the schedule. Dawn Strout and Marc Stumpf over at ecohaus and Hilary Noah of Dal-Tile were extremely helpful in the selection of materials that give the most bang for the buck. Thanks, you guys are the greatest!

The one item that delayed the project was the window selection. I had a difficult time settling on a product style, but in the end selected Marvin’s Ultimate Wood windows. Mark Bell and Andrew Haslam of Classic Sash and Door Company did a marvelous and thorough job, and patiently explained all the available options. I don't know how we would have done it without all their assistance.

We are also looking at how to best layout the AV equipment, something that should have occurred much sooner, as it potentially could affect the framing plan. We talked at length with Teri Inman of Stereotypes about AV equipment and their requirements, and feel certain that everything is in order. Teri, you rock!

Tune in next time for the new furnace installation!

hiring the contractor

It was a tough choice as all the contractors we interviewed were great, and we felt we would be happy with any of them. In the end we hired Erik Ostmo of Ostmo Construction. During the bid process, Erik was extremely customer service-oriented and willing to work with us on refining the design and the bid. Communication was very easy and clear, and he took the time to explain things. He gave us a thorough and complete bid. The bid was also “open book” which made it easy to reevaluate some design and material choices. Having visited one of his projects, we were impressed by the quality and craftsmanship of Erik’s work and his attention to detail. He gave us confidence that he had the necessary skills and was the best man for the job. We also felt that he was a very good value. He wanted the job and he made us want him to do the job. Simply put, we liked him.

After we hired Ostmo Construction as our contractor, there was a month dedicated to “project start up” items when the contractor scheduled his crew and subs, ordered materials and the like. We used this time to tweak the design a little. During the bid process, other design opportunities came to light. We decided that moving the furnace to an exterior wall, placing the water heater in the laundry, rotating the wet bar and family room, and creating an AV Storeroom was best.

To recap the schedule, the below outlines a realistic timeframe for a similar project:

1 month: interview and hire architect
4 months: design
1 month: get bids and interview contractors
1 month: review bids and select contractor
1 month: pre-construction project start-up
4 months: construction
1 month: post-construction move-in

As some of these phases can overlap, the total time for a full remodel from start of design until the end of construction is about 6-12 months.

We can't wait for the deconstruction to begin. Whoohoo!

comparing the bids

Having a finished design and complete set of drawings and specifications ensured that we got more accurate bids that could be directly compared with each other. The contractors took about a month to put together their respective bids. Each contractor presented their bid in an hour-long meeting. During the meeting, we:

• Skimmed the bid to get the gist of the proposal (note: the bottom line number is not really the bottom line).
• Asked questions.
• Reread the bid and looked for what was included and not included, or included as a line item or option. For us, these items were plumbing and electrical options, HVAC equipment, light fixtures and appliances.
• Asked about the options or line items.
• Asked how change orders are handled.
• Asked about the payment schedule.
• Asked what happens if something were mistakenly omitted from the bid.
• Added the desired options and items that were not included. This became our revised bottom line number.

Keep in mind that the bid is really a ballpark figure. During construction, there will be change orders due to materials or finishes being discontinued or unavailable in the project’s time frame, client changes, better construction techniques, pre-existing conditions and surprises inherent in older homes. It’s best to think of the bid as the financial starting point of the project.

What we most appreciated was that the bids were transparent and open-book. They indicated what and how the contractor was thinking about the project. Because they were itemized, we knew exactly what we would be paying for each service or material. In essence, we knew what the subcontractors’ had quoted to the general contractors. This allowed us to make educated decisions on where we could shave costs.

Despite the transparency, it was difficult to compare bids directly as each contractor bundled the numbers slightly differently. I ended up creating an Excel spreadsheet based on construction industry standards established by the CSI to decipher the differences between bids. In doing so, I was able to identify areas where the contractor was a little high or low, and then ask the contractor about the discrepancy. The most common reasons for cost variations were: (1) my misunderstanding of the bid, (2) the contractor’s or sub’s misinterpretation of the drawings, specifications or scope or (3) omission or oversight by the contractor or sub.

Creating the spreadsheet was well worth the effort to better understanding the bids. At first glance, the bottom line numbers looked like they differed only by 4%. After doing the detailed analysis through the spreadsheet, we discovered that the spread between the three bids was more like 11%. This was not too surprising given the varying experience levels, sizes of company and amount of overhead.

It was clear that we would be happy with any of the contractors as the client references all spoke highly of their respective contractor. Having visited completed projects, we were confident that each contractor could produce the level of quality we desired. All the contractors and their subs were licensed, bonded and insured. Everyone seemed likable and trustworthy. It was difficult to have to select just one.

Tune in next time for hiring the contractor!

interviewing contractors

With the drawings and specifications complete, we solicited bids from several contractors in order to get different perspectives of the project and potential cost. I identified three residential remodeling contractors whose general philosophy and approach seemed most inline with our own. We asked each contractor several questions:

• What is your specialty?
• How long have you been in business?
• Are you licensed, bonded and insured (see below)?
• How many employees do you have?
• How many crews do you have?
• How many projects do you complete a year?
• How many projects do you work on at any given time?
• What is the average size or type of project?
• Is my project similar to projects you typically worked on?
• How long will my project take?
• When can you start my project?
• What are your fees? payment schedule?
• Do you have a list of references (see below)?
• May I see finished a project (see below)?
• May we meet some of the project managers/lead carpenters?

Besides the answers, we were attentive to how and what they communicated. Sometimes their behavior or what they did not say was just as important as what was said. It seemed as if some contractors were not particularly interested in the project or in us as clients, which was highly unusual given the current economic conditions (it’s winter 2008-09). We liked the contractor whose general philosophy mirrored our own values and whose demeanor set us at ease. Like-ability is key, as he and his crew would be in our house almost all day, everyday for several weeks if not months.

Each contractor requested a separate, two-hour walk-through with their sub-contractors. We fielded questions from the subs and asked some of our own. The subcontractors that impressed us most were the ones that were asking questions and making suggestions. They demonstrated that they were thinking beyond what was drawn in plan, were actively engaged in the project and wanted to do what was best, as if it were their own house. When possible, we asked the general contractor to stagger the subs’ visits so that we, the general contractor and the sub-contractor could have an uninterrupted opportunity to look at the house and ask questions. It was difficult when there were several subs looking at the space and asking questions at the same time.

We checked out each contractor with the local CCB to verify that they were licensed, bonded and insured. It is best to check this each and every time before hiring anyone. In the past, I've had several contractors tell me they were LBI when they were not.

We obtained references from each contractor, contacted at least three of them and asked:

• Did the project come in on time and under budget?
• Was it easy to communicate with the contractor?
• Was he prompt and responsive?
• What were some of the challenges in the project?
• What were some of the challenges in working with the contractor?
• Were you happy with the work when it was first complete, and are you still happy?
• Would you hire the contractor again?
• What would you do differently?
• Do you have any other suggestions or words of wisdom?

As our project was relatively sizeable and involved, we asked the contractor to see a finished project that was similar in scope. We paid close attention to the finish work (carpentry), cabinetry, paint job, tile work, intersection of different materials and their transitions, and door thresholds. At each project, we asked the contractor:

• How long did this project take?
• Did the project come in on time and under budget?
• What were some of the challenges this project posed?
• What would you do differently in this project?
• What did you learn?
• Will you use the same subs in our house that worked on this project?

It was surprising that some of the projects we saw weren’t the best examples of the contractor’s work. Didn’t they know that this was an interview and that they should put their best foot forward? I mean, did they want the job or not?

Tune in next time for comparing the bids!

the design process

The design process below is specific to our own basement, but may be used as a general guideline for any project.

First, we established and prioritized our goals (or scope or program) for the project. This ensured focus during design and discouraged scope creep. Our goals were simple: we wanted two bedrooms, a family room, one full bath, finished laundry room, wine cellar, wet bar and unfinished storage. We did not want the spaces to feel like they were in the basement, so natural light and air, quality materials and detailing were important. We intended to stay in the house well-after the remodel, and viewed the project as a long-term investment. We would live in the house while the construction took place. The project needed to be code-compliant and city-permitted.

Second, we had in mind a budget, or an amount of what we wanted to invest. The budget flexed during design as options came and went. The budget informs what is possible, the level of finishes and attention to detail, and refines the project scope. If you intend on staying in your home for a long time (i.e. at least ten years) and your budget does not allow for the entire project scope to be executed at one time, consider phasing the project into manageable chunks or wait until you have enough funds. In this type of scenario, any remodeling should be viewed as a long-term investment; the worst thing would be to cheap out in order to do the whole project and then be unhappy with the design or material palette.

Third, we measured the entire house, top to bottom, inside and out (see above). This included all site elements, secondary structures and utilities. From this data, I produced the as-built drawings (see below); that is, the plans and elevations of the house and property as they stood before any work was done.

Fourth, I laid out several schematic options investigating how the rooms might fit in the given space. I used the structural bays, existing window locations, chimneys and utilities to define and locate the different spaces, and the layout easily fell into place. In general, it’s best to create simple spaces with a logical flow.

To make the most of the natural light, the bedrooms were located to the south at the existing windows. A single “wet zone” was created by stacking the baths, then placing the laundry and wet bar close by. To avoid large thermal swings, the wine cellar was not positioned at an exterior wall but at the interior. The unfinished storage went next to the cellar to operate as the thermal sink. At the center of the basement is the family room which functions as the “hub” for all the activities on the lower level. The main issue was the existing stairs; although the width and rise and run were grandfathered in (complied with a previous code), the head height was a bit too low. I reconfigured the stairs and in the process gained more kitchen storage. This layout will go through one more interation before construction.

We discussed the pros and cons of each scheme, then selected the layout we liked best. I refined the design by investigating different details, materials, finishes and fixtures. I visited local showrooms often. I consulted structural engineers, HVAC specialists, carpenters, painters, cabinet makers, metal smiths, stone fabricators, flooring specialists, plumbers, electricians, window and door manufacturers.

Last, I tighten up drawings and specified all details, materials, finishes and fixtures. All site, demolition, framing, finish, mechanical, electrical and plumbing plans, elevations, details, interior elevations and perspectives were drawn and notated. All finish and fixture schedules were completed. The whole design process took 2-1/2 years, worked on at night or on weekends and holidays.

Normally, the design process for a project of this scope would be 4-6 months. Although even this may seem long to some, the time and effort spent thinking through the entire project, selecting all finishes and determining the details before the contractor starts will result in a cheaper, better executed, more refined project with a shorter duration and less headaches. Or at least we hope it will.

Tune in next time for interviewing the contractors!

hiring an architect

Ok, so we’ve established that design should occur before construction, but do you need to hire someone or can you design it yourself? Do you need an architect?

Before embarking on any home improvement project, it’s a good idea to define the project. Ask yourself:

• What am I remodeling? Is it just new finishes for a face-lift or a whole room or several rooms? Am I moving any walls or adding on?
• Why am I remodeling? Is it for personal enjoyment and long-term investment or to sell?
• Who will be doing the construction work? Me? A contractor?
• When is the project to be done? Next week, next month or next year?
• How much do I want to invest (budget)?

Most larger home improvement projects are complex enough to hire an architect. Smaller projects such as new finishes in one room may not need the skills of an architect or designer, but if you work full time, or do not have the inclination, patience, desire or aesthetic sense, it would be worthwhile to employ a professional. An architect will suggest several design alternatives, propose a better utilization and flow of the rooms and help you to visualize and understand the new spaces. He will help clarify the project scope and keep it within budget. He is knowledgeable of the local codes, requirements and building techniques and can stamp the drawings if required. He is familiar with the different finishes and fixtures and can help you wade through the myriad of options. And he can refer you to contractors that will fit your personality and needs.

So how do you find an architect? The process of searching for one is similar to searching for any professional. Ask friends, neighbors and relatives for referrals. Read the local paper and magazines. Search online. The local chapter of the American Institute of Architects (AIA) offers a class in hiring an architect and can assist you in finding a qualified professional. Go to open houses and home tours and ask for business cards of projects you like. In a few months, the HBA will be hosting their annual Tour of Remodeled Homes in which you can see the projects firsthand and talk to the professionals who designed and built them.

Interview at least three architects. Ask each of them:

• What different services do you offer?
• What is your specialty? (residential, commercial, historic, sustainable, etc.)
• How long have you been in business?
• How many employees do you have?
• How many clients do you work with in a year?
• How many clients do you work with at any given time?
• What is the average size or type of project?
• Is my project similar to those that you’ve done in the past?
• How long will it take to design my project?
• When can you start?
• What is your general design philosophy?
• How do you approach a design problem?
• What is the design process like? What will happen during the design phase?
• What is my role during this time?
• How many people will work on my project?
• What are your deliverables?
• Do you monitor the project during the build phase? What tasks do you do during construction?
• What are your fees and what do they include? What is the payment schedule? (Note that fees are usually hourly, lump sum, dollar per square foot or a percentage of construction cost.)
• Do you have a list of references?
• May I see a portfolio?

Look for someone who shares a similar aesthetic sense and whose design ideas are in keeping with your own values. Although he is trained to design in any architectural style, make sure he has done work that you love. Of course, the architect should be someone that you get along with easily. Be clear about your needs and ready to actively engage in the design process. Carefully reviewing the architect’s proposals and providing thoughtful feedback will help the process go smoothly.

Now that we’ve touched upon the general topics of whether or not to design and how to hire an architect, we will return to the normal programming of Bungalow Remodel PDX.

Tune in next time for designing the basement!