Hospital Design Planning Workbook: Design and construction timeline

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Here's a breakdown of key points in the building process, and when they need to be completed. To download a PDF version of this checklist, click here.

30 to 36 months before move-in

Brainstorm motivations for building

• Identify your practice philosophy.

• Analyze your existing and future market.

• Estimate growth in income, staff, veterinarians, and services.

• Identify additional areas of potential growth.

• Develop a listing of project goals and needs.

• Gather information pertaining to the construction process.

• Attend the Veterinary Economics Hospital Design Conference.

24 to 30 months before move-in

Assemble your initial design team

• Management consultant

• Accountant

• Architect

• Real estate broker

Investigate your development options

• Compare and contrast building new, renovating your current space, and leasing space.

    Build new

• Identify your desired location based on the market and projected city growth.

• Identify specific sites in your target market area.

• Compare and contrast sites based on cost, development potential, visibility, and constructability.

• Investigate a specific site.

• Confirm site size and identify easements.

• Confirm the availability of utilities: sewer, water, power, and gas.

• Confirm that the site is zoned correctly.

• Identify constraints that may impact development: soils, wetlands, or hazardous materials.

    Renovate or expand your existing facility

• Determine the desirability of your existing facility in terms of community and market growth.

• Investigate the viability of renovating or expanding on the existing site.

• Confirm site size and identify easements.

• Confirm the availability of utilities: sewer, water, power, and gas.

• Confirm that the site is zoned correctly.

• Identify constraints that may impact development: soils, wetlands, or hazardous materials.

• Investigate the viability of renovating or expanding your existing building.

• Investigate the viability of existing structure, HVAC systems, roofing—architect or contractor can assist.

    Lease space

• Identify your desired lease locations based on the market and projected city growth.

• Identify specific leasehold spaces that are available in your area.

• Compare and contrast leasehold spaces based on cost, market, configuration, and visibility.

• Confirm that leasehold is adequate in size.

• Confirm that leasehold space is zoned properly.

• Confirm the availability of utilities.

18 to 24 months before move-in

Investigate your project feasibility

• Identify your project size and scope.

• Meet with your architect to develop a listing of required spaces and site needs.

• Cross-check your listing of required spaces with the available site, building, or lease space—architect can assist.

• Identify construction cost based on listing of spaces.

Identify balance of project costs

• Evaluate site acquisition, equipment, design fees, and development costs.

• Compare project costs with available funds.

• Review funding options with your accountant, management consultant, and lending group.

• Secure a preliminary commitment for financing.

• Review your available cash and verify your project timeline with required target dates.

Initiate site purchase or lease negotiation

• Note: If needed, initiate your planning and zoning applications. This process can require four to 18 months, so plan accordingly.

• Hold a preliminary meeting with city officials to identify issues, process, and timeline.

• Meet with your architect to identify upcoming tasks.

• Hire a civil engineer to assist in the application process.

• Civil engineer, architect, or planner develops required exhibits for application.

• Complete application for city or county zoning.

• City or county reviews application and requests supplementary information.

• Obtain zoning approval.

18 months before move-in

Begin schematic design process

• Architect develops initial facility design: schematic floor plan, exterior appearance, and site layout.

• Gather information to begin drawing production.

For a new or existing site

• Obtain a current metes and bounds survey.

• Complete an improvement and topographic survey.

• Conduct a soils test.

• Complete a level one EPA study to identify potential hazardous materials on site.

• Develop information on existing buildings to remain.

• Develop plans for structural framing, building systems, utilities, and sewer.

For a leasehold space

• Obtain accurate drawings for potential lease space.

• Obtain accurate information about existing utilities (power and sewer) and existing HVAC.

• Sign off on schematic drawings.

• Retain a civil engineer and landscape architect to develop site drawings.

• Obtain preliminary pricing from your contractor based on schematic drawings.

• Confirm project construction cost and viability—architect, accountant, and management consultant can assist.

12 to 18 months before move-in

Produce working drawings

• Authorize architect to proceed with working drawings.

• Provide additional detailed information to architect on equipment, cabinetry, HVAC, electrical requirements, and interior finishes.

• Architect forwards information to building consultants to produce structural, mechanical, and electrical drawings.

• Investigate retaining a contractor on a preliminary basis.

• Contractor reviews in-progress working drawings produced by architect for preliminary budget purposes.

• With architect, review drawings for compliance before release for bidding and building department.

10 to 12 months before move-in

Complete bidding, building application, and financing process

• Architect releases completed drawings for bidding and building department application.

• Architect gives final working drawings to contractor for pricing.

• Submit final working drawings to building department.

• Building department reviews application and requests additional information.

• Finalize financing requirements with bank.

• Work with bank on appraisal process.

• Building department releases drawings for construction.

• Contractor provides final bid.

• Owner and contractor review cost-saving alternatives.

• With contractor, finalize construction contract.

8 to 10 months before move-in

Oversee facility construction

• Review construction schedule with contractor and architect.

• Contractor begins construction.

• Architect approves pay requests to contractor on monthly basis.

• Architect and contractor develop punch list and wrap up construction.

• Contractor corrects punch list items.

• Architect executes certificate of occupancy.

• Take over utility bills and building insurance.

• Contractor gives owner warranty and service manuals for facility.

• Release final payments to contractor.

Move in to facility

Develop move-in and transition plan

• Move in.

• Retain HVAC contractor to provide ongoing service and maintenance.

12 months after move-in

Perform warranty walk-through

• Conduct warranty walk-through with architect and contractor.

• General contractor makes necessary repairs.