What to Expect When Youre Expectingan AEC Review!

Architectural Review and Independent Cost Estimate: Review Process Outlined

By: Tiffany Kelly, AEC Division Project Manager

The AEC Review is comprised of three separate review processes: Architectural Review, Cost Estimate, and Submittal Document Review. These reviews are performed simultaneously by members of the D3G AE and Cost team: the Architectural Analyst, the Cost Analyst and the Project Manager. The Architectural Analyst reviews the plans and specs for code compliance, relative to the appropriate guidelines, and will communicate with the Architect throughout the process until complete construction documents are achieved. The Cost Analyst will perform an independent construction cost estimate, reviewing the General Contractors (GC) construction cost breakdown against the plans and specs. As part of the comprehensive cost review, the Cost Analyst will communicate any concerns with the project team, reviewing revised documents until final approval of the costs associated with the project is achieved. The Project Manager will coordinate the AEC Review process from beginning to end, communicating with the entire project team to ensure timelines are met, necessary documents are submitted, reviewed and approved, and the final reports incorporate all necessary elements. The first step of the AEC Review is a kick-off call with the Lender, Developer/Owner, Architect, GC and the D3G team. The kick-off call is an excellent opportunity to introduce the project team, obtain a property overview, discuss timelines, explain D3Gs review process and answer questions about the necessary submittals for review essentially getting everyone on the same page from the beginning, identifying expectations and devising the best plan to move forward through the process. But what really gets the ball rolling is the first submission of plans and specs, which undergo a Completeness Review. The Completeness Review is performed to determine if the plans and specs contain enough information to move forward with the full AE review. With an 80% complete set of construction documents, the AE Plan Review begins. The Architectural Analyst will compile a list of concerns and issue a formal letter to the Lender requesting resolution to those concerns and submission of revised plans and specs. These two steps submission of plans and specs, and issuance of the AE Plan Review comments are repeated until all concerns are resolved. The independent cost estimate begins with the submission of the GCs construction cost breakdown (Form HUD-2328), which typically occurs around the same time the Architect is responding to the Initial AE Plan Review letter with revised plans and specs. The cost analyst follows a similar path as the building code engineer, issuing review comments and requesting revised cost forms until all concerns are resolved. While both the AE Review and Cost Estimate are underway, the Project Manager is requesting submittal documents via a checklist created to fit the protocol. As the documents are submitted, the Project Manager updates the checklist and includes any relevant comments on those submissions. Again, there may be some back-and-forth as each document reaches its final submission. Once each review has reached significant completion, D3G will prepare and issue a draft AEC Review report to the Lender. As the AE Review and Cost Estimate are completed, D3G will request submission of the final signed and sealed construction documents and the final signed

construction cost breakdown. Once final approval is given for the AE Review and Cost Review, and all required documents have been submitted and approved, D3G will incorporate any necessary revisions within the draft report and issue the final AEC Review report to the Lender. The table below demonstrates the typical AEC Review timeline.
Start AE PLAN REVIEW Initial Submission of 80% (or better) plans and specs. Completeness Review issued. Initial AE Plan Review issued by D3G. Revised plans and specs submitted. Revised AE Plan Review issued by D3G. Kick-off Call COST ESTIMATE

Finish

Final Approval of plans and specs; requires a final fullsized set of plans and specs delivered to D3G. Lender will also request a number of sets to include with application.

Initial construction cost breakdown submitted. Initial construction cost breakdown Review submitted. Revised construction cost breakdown submitted. Comprehensive Cost Review comments issued by D3G. Revised construction cost breakdown submitted. Revised Comprehensive Cost Review comments issued by D3G. Final Approval of the construction cost breakdown; requires distribution of the original document to Owner, GC and D3G for signatures before submitting to Lender.

DOCUMENT REVIEW/REPORTING All submittal documents identified on D3G checklist, and required per the HUD MAP Guidelines, are sent to D3G for review and inclusion in the report. Checklists are updated periodically and issued to the Lender and project team, and will include dates of receipt and review comments. Documents are submitted as they become available, reviewed and commented on (if necessary); all necessary documents must be submitted to issue the AEC Report. Final Submittal Documents received & checklist completed. Draft Report Issued. Final Report Issued.

The AEC Review process is similar for both HUD MAP and HUD LEAN programs, while LIHTC projects will be reviewed pursuant to applicable simplified and accelerated processing guidelines. D3G will identify the particular needs associated with each individual project during the kick-off call; however, the AEC Review is always a team effort and will rely on communication with the project team to achieve final approval for each project submitted. For HUD projects, D3G has prepared an Instruction Manual, which details each process per the HUD MAP Guidelines and includes copies of necessary forms and documents. For a copy of this manual, please contact Tiffany Kelly at t.kelly@d3g.biz.