Hi Daryl,
There are several ways to handle this situation. I've been here before. It is easier to do so when the Owner has been forewarned throughout the process that there is a contractual limit on duration and if the project schedule is extended additional fees will be required. When it is hidden in the lines of a contract, and they were not updated along the way, they often feel surprised, and not the good kind.
Part 1:
So, if the Owner has been kept informed, the conversation is one of:
a) The additional time.
b) Additional fees incurred.
c) The additional services proposal.
My guess from your note is that the Owner is not expecting this conversation. Then I would approach this a bit differently.
1) Create a mental story about how you would like this conversation to happen. We designers and architects know that everything is created twice, first an idea or thought before it's a thing, and yet seldom do we apply this knowledge outside our building or design projects. Rehearse this mental movie of how easy, simple and well this conversation goes. (Stephen Covey calls this beginning with the end in mind.)
2) Review your metal movie, firmly convince yourself that this is easy and works out in the best interest of all parties concerned. Then have a preview conversation with your client, before asking for the additional services. Let them know that the schedule extended beyond the contracted duration and you are preparing additional services to meet with them. Remind them (subtly) if needed of the contract clause.
3) Then, follow the ABC's above, just the facts. Be transparent and show them the hours and fee breakdown. You and your professional services are worth it.
I realize this may sound rudimentary, but item #1 makes all the difference in successfully executing 2 and 3.
I did this with a client who was seeking compensation for an $6000K oops on a project last year where there lighting fixtures had to be purchased twice and the client was left with attic stock. The client wanted my engineers to pay for the extra. On the drive to the meeting, a colleague and I loosely discussed how we wanted the conversation to work out, and let it go. We had a great meeting with the client and was never asked to pay.
Don't underestimate the power of what you know as an architect. Everything is created twice, even a contract negotiation.
Part 2:
Our additional services template is a word document, laid out Memo style and describes:
Header:
Project information (project name, number, etc.)
Additional Service number
Date requested
Person requested by
Estimated start date
Requested date of completion
Body:
Description of Additional Service (narrative)
Compensation (table or number)
T&C's (ask your attorney)
Signature lines
As you see, it gets awkward when additional services begin without authorization. I hope this helps.
Sincerely,
Tara
Tara Brown,
Senior Project Manager
Devenney Group Ltd., Architects
Phoenix-Los Angeles-Oakland-Dallas
201 West Indian School Road
Phoenix, AZ 85013
T: 602.343.0049
M: 602.316.2514
tbrown@devenneygroup.com
Leading the transformation of healthcare delivery through value-driven innovation
www.devenneygroup.com
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