Project Overview

The Process

Here is a step-by-step overview of our collaborative process, from the first cup of coffee together to move-in day.

  1. Initial consultation

    This is an opportunity to see if we get along well and if we would like to work together. We’ll sit down and have a meeting to get to know each other and discuss your upcoming project. Topics of conversation are likely to include:

    • What your priorities are regarding time, budget, and quality.
    • What the workflow typically looks like.
    • Details specific to your project.

    During this initial phase, our goal is to develop a clear overarching vision of the finished product and of the individual phases that comprise the whole.

  2. Request for Detailed Cost Estimate + non-refundable retainer

    If we are both interested in working together, you’ll ask us to develop a Detailed Cost Estimate and submit a non-refundable retainer. Together we choose an estimation method to inform the Detailed Cost Estimate.

    • A Detailed Cost Estimate is a customized document that describes the details of each phase of the project, including information on the materials, labor and costs of each.  Making a detailed cost estimate involves reviewing plans, consulting with the architects, meeting with the subcontractors, obtaining quotes from suppliers, organizing it into a comprehensible package, and making revisions after your initial review. This process can take anywhere from 10 to 150 hours depending on the size and complexity of your project.
    • The non-refundable retainer is a nominal fee paid to Sacred Oak Homes which covers some of the time and expense involved in developing the Detailed Cost Estimate. In the event that we decide to work together, the retainer will be applied as a payment towards the signed contract. The retainer amount is commensurate with total cost of the project.
  3. Review Detailed Cost Estimate and make changes, if necessary.
  4. Select contract type

    There are several types of contracts to choose from:

    1. Fixed price—This type of contract is best when all of the work to be done is known and you are reasonably sure that you will have few change orders. We give you a fixed price for the work quoted.
    2. Time & Materials—This type of contract is best in the following conditions 1) The work is of an emergency nature and needs to be done a.s.a.p.  2) The nature of the work is not well-defined or will vary considerably as the job progresses.  3) The client knows there will be many change orders as the job progresses. In this type of contract we will give you our hourly rates for various types of work. Some of the subcontracted work may be done at a fixed price as long as the work is clearly defined, not immediate and waiting for pricing or is not a problem.
    3. Cost plus a fee—This type of contract is a modification of the first two. Sacred Oak Homes will offer you a fixed fee for managing your project. All direct job costs (labor, subcontractors, materials, etc) are billed to you at our cost with no additional markup. In this scenario, you can benefit by not paying markups on very expensive materials or subcontractors. If a job takes longer or costs more to do there is are no additional fees added to that work. The exception to this would be change orders for additional work.
  5. Review contract, sign and pay the deposit.
    We recommend you review our contract with your own attorney before signing.
  6. Create a joint escrow account for the final contract payment.
    The final payment for the contract after all work has been completed is placed in a joint escrow account at the beginning.  In order to remove money from this account both parties have to sign for it. Interest accumulated, before completion of the work, in the account is returned to the owner.
  7. Develop a detailed work schedule

    Sacred Oak Homes creates a detailed schedule which includes a job schedules, flowcharts, and payment timelines.

  8. Begin construction
  9. Progress review meetings with the you and the architect(s). Together we all review the work while it’s progressing, making adjustments as necessary.
  10. Adjust work and/or schedule, if necessary

    Sacred Oak Homes reviews and compares the job schedule to actual work progress and makes adjustments to the work, schedule or both and reports back to the you and the architect. This process continues until the job is near completion.

  11. Create punch lists

    Punch lists are simple lists of items that need attention/correction/completion. These can be created by Sacred Oak Homes, the architect and you. Sacred Oak Homes makes sure these items are finished or carried onto the next list. As the project progresses, punch lists are created with increasing frequency.

  12. Project reaches Substantial Completion

    This means that your project is very close to completion. All building inspections and safety issues are resolved. A final round of punch lists are created and acted upon.

  13. Final completion and final payment

    When you, the architect and Sacred Oak Homes agree that the final punch list is complete, you and Sacred Oak Homes release the final payment from the escrow account to Sacred Oak Homes.

  14. Move-in day!

    It’s finally here! You move into your beautiful and welcoming new space.

  15. Scheduled follow-ups

    Sacred Oak Homes follows up with you for review of your experience at 3 months, 6 months and 12 months, and we correct warrantied work as needed.