Process, from initial design to built project

This is the typical process when working with a landscape architect (like us) or designer who does not install landscapes. If you’re working with a design and build firm, you’ll normally work with the same company from initial design through completed project.

step 1. Meet

DESIGNER + CLIENT

We normally meet with a consult. Sometimes people just want to see how we think, what we like or something not specific to a project. For consults, we set up a meeting and do quick sketches and concepts for a fee. For those who want to simply “kick the tires”, we meet somewhere socially distanced, outdoors - typically a coffee place with a nice patio.

step 2. Decide

CLIENT

Once you get the concepts and sketches, it’s time to move forward. Take the parts you like, add more ideas, simplify or enrich. Some people do this on their own, others call on us to provide more complete services.

step 3. Develop

DESIGNER + CLIENT

This is where the design comes together, information may be added, the design takes form. We communicate via renderings, sketches, plan updates in an iterative cycle until you’re happy with the design and ready to move to the next step.

step 4. Prepare plans

DESIGNER

The previous plans were to define the concept. These plans communicate the information to whoever will build the project. Typical plans include layout and dimensions, elevations of walls and structures as needed, planting and lighting. The contractor typically does the irrigation plan.

step 5. Check the plans

DESIGNER + CLIENT

We send a you copy of the construction plans, just to ensure that all the elements are as you like them. Sometimes the engineering side of things results in minor changes to the design, generally to make it easier to build or function better. At this point there should not be any surprises, since we’ve already gone through the design development process and you know what’s being proposed.

step 6. Bid the project

CLIENT

You can’t compare contractors’ costs unless they’re all working from the same set of drawings. That’s where bidding comes in.

You take our plans and give them to contractors, typically by sending them a .pdf file that we supply. Sometimes a contractor will contact us directly for a paper copy - but they have to pick them up here (we don’t mail plans). If we already know the contractor, we can arrange to have plans for him or her.

If you need paper copies, pretty much any reprographics service can print them for you. Black and white is cheaper than color if you’re doing photocopies, and is good enough for bidding projects.

The contractors’ license board recommends getting at least three bids.  Most people go out and shop the drawings at this stage, although some accept to wait for availability of a preferred contractor. This can take months, but it’s often worth it.

A good way to find contractors is to walk around your neighborhood and look for well-built projects. Get the builder’s name and number, ask if they accept bids and repeat as necessary. Asking friends around town works, too.

step 6. Review bids

CLIENT

Compare the bids you received, make sure everyone is doing the same amount and quality of work. See who just submitted a number and who actually itemized things. Of the people who itemized, are their estimations of square feet and cost per square foot similar? Did they include the same things - like demolition, footings, foundations, warranties on work and plants?

step 7. Choose your builder(s)

CLIENT

You choose a builder, after reviewing bids. Kinda like homework, but you need to be in charge of this taks. You might pay a deposit and get a (tentative) start date. Start dates are subject to weather, supplies and the project they’re working on before yours.

Make sure your builders coordinate with each other as much as possible, especially if a pool is involved - poor coordination between separate contractors is a common problem and unfortunately not as rare as it should be. You need to stay on top of them unless you hired an overall general contractor to keep everyone in line.

There may be more than one builder, especially if there’s a swimming pool involved. Landscape contractors can’t build pools unless they get a pool contractor’s license in addition to their C27 landscape license. All of them need to be on the same page at each step of the process.

step 8. Build it!

CLIENT + CONTRACTOR

You should still be fairly hands on in the process, since you can see exactly where things will go as the forms are placed. Small tweaks are acceptable, but this is an expensive time for a redesign. Although there are almost always some change orders, you want to keep them to a minimum.

step 9. Walk-through

CLIENT + CONTRACTOR

Once your landscape is built, planted and irrigated most contractors will want to do a walk-though. Create a punch list of things that need finishing, such as missing plants (usually because they weren’t available yet), touch-up painting or other generally minor, easy to correct details.

step 10. Break-in

CLIENT (+ CONTRACTOR)

You might have a warranty - you should have a warranty on the plants at a minimum, along with whatever you negotiated with your builder(s). Equipment - gas grills, parts, pool equipment, pumps, etc. generally is warranted as well, typically for one year. Some companies get out of this by saying the installer was not correctly certified to install whatever it was, so that’s another thing to check before you sign.

step 11. Watch it grow.

CLIENT

Plants normally take about 3 years to grow in, and should look sparse at installation time. Some trees are slow growing and may take longer. Materials will age, and you’ll want to either let them show character or increase maintenance in an effort to keep them looking new.

step 12. Maintain

CLIENT (MAINTENANCE SERVICE)

At some point, things are at a steady state. Plant maintenance will be limited to regular pruning and weeding, equipment maintenance will be whatever the manuals say, and you can generally relax and enjoy your outdoor spaces.