A great landscape design doesn’t just happen: it’s the result of a process. In our last post we discussed the Design Development phase; now here is the fifth in a series of six posts describing our process:

The Construction Documentation Phase

The purpose of construction documentation is deceptively simple: tell the landscape contractor what to install, where, and how. Comprised of two types of content, visual drawings and verbal specifications, they are technical documents—not concerned (as the Preliminary Design was) with evoking emotion, but rather with conveying information.

As the realization of all the research and design thinking that has come so far, and the tangible product that allows installation to happen, the Construction Documentation phase is the king of the process. The “CDs” may also be called contract documents, because they form the basis for the installer’s bid and contract with the owner. They define what the contractor is to (“shall”) provide in exchange for their price, no more and no less. As a result, it is imperative that the documents be as comprehensive and clear as possible. Any misrepresentation, mistake or misunderstanding can lead to frustrating delays, expensive change orders, or even damages.

In California, an unlicensed landscape designer is legally allowed to provide only specific planting plans, in addition to conceptual plans for the rest of the landscaping. A licensed landscape architect can go further, also defining specifications and construction methods for hardscape, irrigation, drainage, and grading. The CD sets we provide our clientele usually comprise plans for demolition, site grading and drainage, hardscape layout and materials, construction details (such as for a pergola or outdoor kitchen), irrigation, planting, landscape lighting, and even amenities such as site furnishings, vessels, statuary, and other amenities.

If a landscape contractor has already joined the team—perhaps they were able to provide a negotiated-fee contract, based on our Preliminary Design, which the owner accepted—then we can tailor the contents of our construction documents to the contractor’s expertise. (There’s no need for us to draft details telling an experienced landscape contractor how to plant a tree, for instance.) This can make quick work of our CD phase, as long as we have a good working relationship with the contractor and well-established systems for determining and documenting solutions throughout installation.

On the other hand, if we don’t know who will be installing the project—and especially if the owner wants to solicit bids to find the lowest price for equivalent work—then we’ll pack the contract documents with as much detailed information as we can think of. We’ll specify makes and models of products, dimensions of features and structures, cross-section drawings depicting how to install hardscape, “elevation” drawings showing heights and vertical faces. In this way, every bidder receives the same data on which to base their pricing, allowing the owner to compare apples to apples assuming all bidders have similar qualifications.

Detailed construction plans are also required in order to receive building permits (which usually are “pulled” by the contractor but applied for by the owner or their agent, us). Cities and counties are primarily interested in protecting the health, safety and welfare of their citizens, and want to know that our landscape will respect established building codes (which you’ll recall we researched in our Pre-Design phase). Most landscape architects have horror stories of “dealing with” the “nightmare” of “ridiculous” codes and interpretations; while we’re no exception, we also find that most plan-checkers mean well and are willing to help us work through anything questionable. A little flexibility goes a long way on all sides, and we make sure our clients understand that just because something seems reasonable, it’s not guaranteed to be approved.

With permits and (perhaps revised) construction documents in hand, we’re ready to begin the final phase of our process: Installation Support. The contract documents undoubtedly will evolve along the way, but we will ensure their spirit endures.