Conceptual Design Estimating for Museums and Exhibit Designers (draft)

One of the of the most onerous tasks in designing exhibits is the conceptual design process,
This article will layout some basics of conceptual estimating.


Heuristics is defined in chess as moves dictated by learned chess boards.  This is why chess students study the board play move by move of chess masters.  The more boards you learn the more intuitive your play becomes.
The same can be said for conceptual estimating if you see enough projects you eventually become more intuitive in budgeting and understand the line between what has been designed and what will be added to make a complete design.
Most designers make use of historical square foot numbers.  These can be useful but in context of developing a working budget they are for the most part a disaster.  In this article I will outline a methodology for establishing square foot budgets that are more accurate and will move your team into a scope defining mode.  This method of estimating also creates a critical heuristic which can be used in future design estimating.  Solomon once said, "there is nothing new under the sun".  When you use a method approach you will see patterns emerge that will inform future design budgeting efforts.
For conceptual bids I start with general 20,000 foot questions and work my way down to details I need to complete the estimate.  The questions I ask at beginning of estimating project are all geared to give context to scope of work.  Below are my Yellow Pad questions,(please see article yellow pad).  I use a Yellow Pad as an example of project organization, really any electronic tools can be substituted for it.  These questions are to evoke scope discussion and help to define who is doing what in terms of contract.
Yellow Pad scope questions first pass.
What is the GC providing in terms of space preparation?
Establishing this scope is critical early in the project even before GC is hired.  When the project is underway architects and GC's will often push items that remain undefined into exhibit designers scope.  The reason for this is simple when, (notice I did not use word if), overruns  occur in building they are pushed downhill to last guy in the door,  exhibit budgets.  Scope creep will occur unless a clear definition or delineating line is established at an early phase of design.
Walls
Mechanicals
One of the things I look for in defining mechanicals is special spaces such as butterfly houses and water play areas.  These spaces usually require a balancing calculation by HVAC engineer and add significantly to HVAC load calculations.  
If mechanicals are not provided to the exhibit space then the exhibit designer needs not only to consider the cost of extending service into space but cost of designing these extensions by appropriate professional.  
Floor treatments 
One of the most common errors is to double dip the project budget by both the exhibit designer and the architect carrying allowances for flooring.
I also examine in flooring if I need to provide raised flooring for mechanical or if I have special weight considerations for scenic flooring or heavy objects that would require special reinforcement of the floor.  Examples of weight considerations would be water exhibits, large artifacts such as tank or plane.
Ceiling Treatments and Lighting
Special considerations for scope would be any scenic ceilings or fabric ceilings and extensions for weight as well as fire suppression extensions.  
Most exhibit designers work with lighting designers.  Most lighting designers know exactly what their design cost if based on square footage and can inform the scope of design on special circumstances for gaffing.
Conceptual Exhibit Design
I will work with design team to define common areas by theme.  The best way to eat an elephant is a bite at a time.  The same goes for exhibit estimating by delineating common themed areas a square foot number can be established based on density of exhibits.  
Then I look for areas of special consideration with complex design considerations.  I generally pull these out and estimate them as line item.  Look for budget busters like complex interactives, glass curtain walls and water play areas.  Large ticket items should always be budgeted in concept by either applying a larger square foot value or doing a little estimating of larger components.






When estimating you need to know exactly what is being provided to space in terms of mechanicals.  A black box in theater consists of a simple, unadorned performance space.  In the exhibit world this word, "Black Box" is used loosely to define a museum space in which exterior walls are provided.  Everything in the BB including preparation of space is under the scope of the exhibit designer to provide.  

The following is a list of questions I go through with every conceptual bid

What is going to be provided to the exhibit space in terms of walls.  The subquestion to this is what is the finish of the walls provided to the exhibit space.

In this a design team needs to know what is being provided to exhibit space in terms of power, HVAC, fire and alarm.  Black boxes typically provide mechanical to exhibit spaces and it is up to the designer to specify extensions of system needed for exhibit space.  



Floor treatments in a black box are usually a clean level floor to which the designer must specify a specific floor treatment.  Floor treatments can run from painted floor to scenic flooring.  In scope the design team needs a good understanding of what will be provided by base building.  



In costing ceiling treatments, I look at special considerations or concerns for hanging objects and infrastructure planned by the architectural team for suspension points.  I group lighting in this as well because any required lighting needs to hang on structure.  Its critical to know if the design budget needs to accommodate lighting as well as unistrut of gaffing to suspend lighting.



When I feel I have a good handle on what is in scope and what is out, I begin looking at exhibit design estimating.


For example lets say I have a large curtain wall of low iron glass shaped in octagon.  The glass wall is 9 feet tall and encloses a large led sign hung fro  the ceiling.  To do this I would price the SF of the glass and a rough number allowance for AV hardware and software.  I would then add this as a line item to my budget and generally lower my square foot for exhibits.  

Article in progress........ Hey were building here.