RIBA stage 0

This is where it all begins. Your initial enquiry can begin via email or over the phone where we can discuss your basic ideas. If you have any plans or photos to help explain your project, we would be pleased to see them. This would progress to a face to face meeting onsite as your brief begins to take shape. In advance of formal appointment, we will work to understand your project goals, budget and any special considerations. Discussions will include the nature of the project, the present site and whether considerations need to be made around listed building or conservation area restraints. We’ll be looking to understand how you envision the finished project will look and feel. We can then produce a tailored fee quote, specific to your project. 

Estimated timeframe: Anywhere from between 2-3 days to 4 weeks and beyond, depending on the scale of the project and the nature of ongoing discussions.

RIBA stages 1&2

Survey

Once formally appointed, work can begin on feasibility. We’ll conduct a measured survey of the existing property, or plot, and produce computer aided design (CAD) drawings which can be easily shared with other consultants who’ll be involved in the project further down the line. We need to consider existing floor plans, elevations and access to site.

The initial survey is effectively a site appraisal and will inform the steps necessary within the design phase. It’s also an opportunity for us to review any planning permission history and precedent for the site and the surrounding area.

This should take 3 – 6 weeks for survey to be carried out and to be turned into existing plans and elevations.

For some projects a planning policy and heritage consultant may also be required. As explained further in Stage 3, we will look at the requirements for your particular situation. We would brief each consultant and obtain quotes, however they may not necessarily be engaged at this stage.

Feasibility Design

Based on the drawings from the initial survey we’ll present our initial outline sketch proposals to you in a face-to-face meeting. These sketches will explore the best options for building or altering the property layout or site and can be revised further following our meeting to incorporate your feedback.

Further Design (General Arrangement)

Following the findings from the feasibility stage above we will further develop the design proposals to help satisfy your initial or revised brief. This will involve drawing up new proposals to produce accurate drawings in CAD.

Design

Armed with an understanding of your vision and having assessed the site we will aim to exceed your brief by developing creative solutions to the project at hand. We pride ourselves on offering a flexible and patient approach to ensure our clients are fully in control of bringing their developments to life. You can expect to be in regular contact to allow for real time response, reacting to your specific circumstances along the way.

We can also use the design sketches to gain ballpark costings from an independent quantity surveyor (QS) at this point and you can either choose the surveyor yourself or we can recommend one to you. A good QS can be invaluable in terms of managing the budget sensibly at this early stage, being able to help identify savings opportunities and offering guidance on the most cost-effective design direction. 

With the ballpark costing information from the QS, we will then look at the options to move forward through discussions with you.

RIBA stage 2

If your planning application is a simple one, then you probably won’t need pre-application advice. If you are building an extension that’s the same size and basic idea as extensions that have been accepted in neighbouring houses, then there will be no need to go for pre-application advice.

By now we will have a good idea of which application type we will need and if what we are proposing could be contentious with the planning department, and if it is advisable that we get Pre-Application Advice. An advantage of utilising this process is that the information will not reach the public domain and unnecessarily worry neighbours with your potential plans.

RIBA stage 3

Permissions

This is the stage where we update and collate all design information, including a Site Location Plan, Block Plan and a Design and Access Statement if required. This information will be submitted with the application form via the Planning Portal to the Local Planning Authority.

Naturally, work can only commence subject to all necessary permissions having been sought and granted. Some works may be allowed under Permitted Development (PD) rights which would negate the requirement for full planning permission from the local authority. However, in such instances a Lawful Development Certificate (LDC) should be applied for, effectively covering the works in the absence of planning permission being given.

You can find more information on what types of project would be covered by Permitted Development on the Planning Portal and if your project does not require planning permission we can submit the application for a Lawful Development Certificate for you.

This is also the stage at which we would need to consider applying for Listed Building Consent for projects involving listed properties. It is vitally important to fully understand the scope of any specific listed building protections as these can vary from property to property.

If you are a leaseholder then you will also need to apply for freeholders consent in order to make any alterations to your property and this would be your responsibility. There is usually a fee required in order to receive a formal licence for alterations from your freeholder however this fee should be “reasonable” as per Schedule 11 of the Commonhold and Leasehold Reform Act 2002. You have the right to challenge your freeholder over their fees should you deem them to be excessive.

There’s a timeframe of approximately 8 weeks for a decision to be reached for any form of planning application. You will be required to meet the statutory fee for the submission of your planning application which is separate from our fee. Full details on planning application fees can be found on the government’s planning and building portal. 

For certain works, (generally ground floor extensions over four and up to eight metres for detached houses, and over three and up to six metres for all other houses) you may need Prior Approval from the local authority, including Neighbour Notification. This involves your local authority consulting with your neighbours and inviting them to raise any concerns or objections. This application is also subject to a fee payable to the local authority and will take approximately 42 days for a decision to be reached. Studio 264 can prepare and submit all necessary documentation should your development require Prior Approval.

Throughout the Permissions Stage, we will continue to liaise with planners, negotiating and making any necessary planning amendments as appropriate until the outcome of the application is determined. We will also keep reporting back to you, detailing all the latest developments so you are kept abreast of the ongoing situation.

At this stage a lot will depend on the scope of the project, however you can expect preparation of applications for planning permission or Lawful Development Certificates to take approximately 3 weeks. Then you’ll want to allow a further 8 – 13 weeks for a decision to come back from the local authority, depending on the type of development and specific application made.

Generally, unless your permission says otherwise, you have three years from the date it's granted to begin the development. If you haven't started work by then, you will probably need to reapply.

RIBA stage 4

Building Regulations

Once the planning application has been approved it’s time to prepare all of the drawings, notes and technical specifications required to satisfy Building Regulations. At this stage, we will also be liaising and coordinating with your appointed structural engineer who will advise on the optimum structural requirements for the build. We can advise on recommended Structural Engineers if required.

To achieve Building Regulations approval, it will be necessary to involve the Local Authority Building Control (LABC) or an Approved Inspector. We would submit the full plan of works to the LABC or inspector for approval before works can commence and will deal with all subsequent queries resulting from the application.

Additional specialist consultants may need to come on board at this stage too. Such consultants may include acoustic, infrastructure, sustainability and energy efficiency consultants, flood risk assessors and party wall surveyors. Again, Studio 264 would act as liaison between all consultants to ensure a smooth one-point-of-contact approach.

As with the planning application, Building Regulation Applications are also subject to a charge from the local authority which you would be required to meet. There will also be a need for subsequent site visits from the council’s appointed building control officer and likely costs for this would be known following submission of the plans.

It should take approximately 5 weeks (unless it's extended to 8 weeks with your written consent) to determine a Building Regulations Application decision following the validation and registration. Preparation of the application can take 3 – 6 weeks depending on the other consultants involved.

Approval of Building Control plans lasts for three years and if you don’t start work in that time your council may serve you with a notice declaring your plans to be “of no effect”– meaning you will need to submit a fresh application. 

RIBA Stage 5

Tender  

To form the tender package, we will prepare a scope of works with all necessary drawings, pricing documents and formal letters required to allow building contractors to price up their quotes. We would then research and put forward an appropriate number of appropriate building contractors to tender for the work. Though we have some trusted builders we work with on various projects, we don’t rely on a limited pool of talent and are always seeking out new partners as best suited to each individual build project.

In selecting building firms to put forward we carry out due diligence to ensure a company’s suitability and ability to carry out the work to the required standard. Part of this process may involve visiting a contractor’s previous works in the local area in order to assess their credentials and we invite you to join us on such visits to help in selecting the right contractor.

Upon the return of all tenders Studio 264 will compile a tender analysis to help guide your ultimate decision, whether that’s an agreement with your preferred contractor or opening of further negotiations with any you have shortlisted.

It may be worth considering using the services of a QS to value the project at this stage to give an unbiased base line figure to compare tenders to.

Estimated timeframe: We require approximately 3 weeks to prepare the full schedule of works and specifications for the tender package and then allow the contractors 4 weeks to come back with their proposals. Thereafter it is down to you how much further back and forth may be required in coming to the final agreement with your preferred contractor.

Valuing  

Where the tender submissions prove to be beyond the available budget the next stage is to identify opportunities to make cost savings across the project. Such savings might include the use of different materials or reducing the scope of certain aspects of the design. Our work would be to aid you in understanding where specific savings can be made and then amending the technical drawings and scope of work documents accordingly.

If you have a preferred contractor at this stage, we would submit the revised plans to them for a new quote. Alternatively, we can enter into a further round of the tender process, potentially inviting new contractors to join in. This could be subject to additional fees.

Estimated timeframe: If amendments to the schedule of work are required, we would require a minimum of 4 – 6 weeks to complete these changes, then a further 2 – 4 weeks should be allowed for the contractor(s) to put forward revised proposals.

Contracts

With the building contractor approved Studio 264 will draw up the appropriate build contract, with all contract particulars, and issue all contract documents along with necessary project drawings and documentation to client and builder.

At this point the contractor is legally bound to deliver the work as agreed and you as client agree to pay the contractor for said work. Studio 264 would oversee this contract’s administration, ensuring works are carried out in accordance with the drawings and schedule of work.

We would generally advise that the contract should take no more than 2 weeks to draw up and issue to the approved contractor.

Build

This is where the ground is broken and the physical realisation of your beautifully designed dream home can start to take shape. Studio 264 will administer the building contract and deal directly with the chosen building contractor, attending site meetings and carrying out regular site inspections as required. We are effectively offering a quality assurance role at this stage, providing you with peace of mind, safe in the knowledge that the project’s development is being carried out to the very highest spec.

Studio 264 will manage the valuation of interim payments, all relevant invoices from contractors and consultants and any necessary variation instructions as your contract administrator.

As the project’s designer, we are best placed to work with the contractors to iron out any potential kinks or tackle any unexpected complications which can arise, particularly when working with existing buildings of a certain vintage. By remaining an active and engaged part of the project throughout the build you enjoy the added value of Studio 264 being on hand to personally deliver the first-class service we pride ourselves on providing every client that we work with.

Smaller house extensions should generally be completed within 3 – 6 months, whilst a more complex complete new-build home may take 12 months or longer before handover.