Commercial real estate development in New York City is a complex undertaking requiring careful planning and coordination. One effective way to navigate this complexity is by following a structured architectural design process. According to the American Institute of Architects (AIA), an architectural project typically progresses through five primary phases. In practice, we include a preliminary Pre-Design phase as well, making it six key stages in total. Understanding these architectural design phases (or project stages) helps developers and property owners anticipate what’s next, keep projects on track, and manage expectations. A phased process also ensures that critical decisions are made in the proper sequence – from initial concept and feasibility all the way to construction and occupancy – which is especially important in NYC’s high-stakes development environment.
In this guide, we explain each of the six major phases – Pre-Design, Schematic Design, Design Development, Construction Documents, Bidding & Negotiation, and Construction Administration – specifically tailored to commercial projects in NYC.
Pre-Design Phase (Programming & Feasibility)
Before any design drawings begin, the Pre-Design phase (also known as Programming or Feasibility Study) lays the groundwork for a successful project. This initial phase is all about information-gathering and defining the project’s goals, requirements, and constraints. The owner/developer and architect work together to establish the framework for the development – determining what will be built, where, and why. For a commercial project in NYC, Pre-Design often involves studying the site’s conditions and the project’s viability before committing to a design direction.
During Pre-Design, the team will typically conduct feasibility analyses such as site studies and zoning investigations. In a city like New York, a thorough zoning analysis is critical at this stage to confirm what can be built on the site (allowable floor area, height, usage, etc.) under NYC’s complex zoning codes. The architect will also help the owner clarify the project program – essentially, the list of spaces and functions the building needs to accommodate (e.g. square footage of offices, retail areas, lobbies, etc.).
Additionally, preliminary budget targets and timeline expectations are discussed so that everyone understands the financial and scheduling parameters from the outset. This phase may involve other due diligence tasks as well, like commissioning a land survey, reviewing any existing structures or environmental conditions on the site, and sometimes a pro forma or market analysis on the development’s economic feasibility. In short, Pre-Design is about uncovering all the key facts and constraints early on. Investing time in this planning stage will set the path for the entire project and help avoid costly surprises down the road.
Deliverables:
Typically, a feasibility report or program document is produced, summarizing the project’s requirements and viability. This might include a site analysis report (documenting site conditions, zoning allowances, and any restrictions), a preliminary building program (list of desired spaces with square footages), and sometimes massing studies or test-fit diagrams to explore development options. The architect might also prepare a high-level project budget estimate or yield study, and a preliminary project schedule (though at this stage, timelines are rough). All this gives the owner a “go/no-go” basis for proceeding.
Schematic Design (SD)
Once the project’s parameters are defined, it moves into the Schematic Design phase. This is the first step of actual design work, where the architect translates the project requirements into an initial building design concept. In Schematic Design, the emphasis is on exploring ideas and defining the general shape and layout of the project. The architect will develop several alternative design schemes for the client to consider, using sketches, diagrams, and maybe simple 3D models or massing studies. Through an interactive process of review and feedback, these options are narrowed down to one final schematic design that meets the client’s goals.
During Schematic Design, the architect establishes the basic form and floor plan of the building. Key decisions made in this phase include the building’s overall footprint and orientation on the site, the organization of interior spaces, and the look of the building massing (its height, volume, and general exterior appearance). There is a lot of back-and-forth with the client at this stage – Schematic Design is often quite exciting and creative, as the vision starts to take shape from the blank page. While schematic drawings are not highly detailed, they illustrate the fundamental design intent. Typically, the architect prepares a site plan, rough floor plans, and exterior elevations or massing views to communicate the concept. Critical technical considerations are also researched now: for example, the architect will revisit the zoning and building code analysis in light of the proposed design to ensure it’s feasible (e.g. checking building height limits, occupancy classifications, exit requirements, etc. in NYC’s codes). If the project is pushing any limits, adjustments are made while things are still fluid. By the end of Schematic Design, the goal is to have the owner formally approve a design direction – a clear concept to develop in further detail next. Along with that, a preliminary construction cost estimate is usually prepared (either by the architect, a cost consultant, or an early input from a contractor) so the owner can verify the concept aligns with the budget before proceeding.
Deliverables:
At the conclusion of Schematic Design, the architect will produce a package of conceptual design drawings for the owner’s review. These typically include a site plan (showing the building’s location on the property and basic site features), floor plan(s) indicating room layouts and circulation at a notional scale, and perhaps building elevations or 3D perspective renderings to convey the architectural character. The drawings will be more diagrammatic than technical – they’ll show the general layout and massing, but not every dimension. In addition, the architect often provides an outline specification or description of key materials (for example, noting anticipated structural system, facade materials, major building systems in a summary form). Crucially, a preliminary cost estimate or order-of-magnitude construction cost is typically included as a deliverable of SD. This might be a cost per square foot analysis or a budget based on current market data. The purpose is to confirm that the design as proposed is financially viable before more detailed design work is done.
Design Development (DD)
After a schematic design is approved, the project enters Design Development, where that concept is refined and detailed to a much greater extent. If SD answered “what” the building will generally look like and contain, Design Development answers “how” it will all work and what it’s made of. In this phase, the architect and engineers dive deeper into the design, adding resolution to all aspects of the project. Key objectives of DD are to fix and describe the size and character of the building in terms of architecture, structure, and systems. This includes developing comprehensive floor plans, sections, and elevations with accurate dimensions, and selecting major materials and finishes.
One hallmark of Design Development is that engineering integration kicks into full gear. Whereas in Schematic Design the mechanical or structural systems might have been just conceptual allowances, now the engineering consultants fully join the effort. The structural engineer will design the structural framework in detail (e.g., specifying column placements, beam depths, slab thicknesses). Mechanical/HVAC engineers will lay out ductwork, machine rooms, and HVAC equipment. Electrical and plumbing engineers begin routing main runs and defining equipment spaces. All these systems must be coordinated with the architecture; part of DD is an iterative back-and-forth to ensure, for example, that the ceiling heights can accommodate ductwork, or that the electrical room is sized correctly. The architect’s role is to synthesize these inputs and adjust the design as needed so everything fits together.
During DD, the design is also fleshed out visually and materially. The architect will present the owner with options for materials and finishes – for a commercial project, this might involve decisions on the façade cladding (glass, metal panels, stone, etc.), the window systems, interior lobby designs, lighting fixtures, and so on. Many clients find this part enjoyable as the building’s aesthetic comes into focus, though it can be overwhelming given the number of choices. The architect will guide the owner through these decisions, balancing design quality, durability, and cost for each selection. By the end of Design Development, most major design decisions should be made and the project’s design should be essentially “locked in.” In fact, it’s common for the architect to have a formal owner sign-off at DD completion, indicating that the owner approves the developed design (which includes the specified materials and systems). This sign-off is important because changes beyond this point become increasingly difficult and expensive.
Deliverables:
Design Development produces a far more detailed set of design documents than Schematic. The architect will deliver updated plans, sections, and elevations now drawn to scale with dimensions, showing the building’s layout and form in a finalized way. Wall sections or construction details might be started to illustrate how key parts of the building will be built (for example, how a typical exterior wall assembly layers together). A door and window schedule might appear in this phase, listing proposed types and sizes. In addition, an outline specification is typically expanded – the architect will provide specifications or descriptions for all major materials, products, and systems (e.g. type of roofing, type of HVAC system, interior finishes for representative areas). Renderings or computer models might be updated to reflect the chosen design, giving the owner a realistic preview of the final product. Also, the cost estimate should be revised at the end of DD. With more detail in hand, the project’s estimated construction cost can be calculated more accurately than it was in SD. If the project is large, sometimes a professional estimator is engaged at this point to provide a detailed preliminary bid or probable cost report. The goal is to ensure the design as developed is still on budget, before committing to construction documents.
Construction Documents (CD)
The Construction Documents phase is where the project’s design is translated into the detailed instructions for construction. By this stage, the design is settled – now the task is to produce comprehensive drawings and written specifications that contractors and city plan examiners can rely on. In essence, the project team (architect, engineers, and other consultants) creates the “blueprints” for the building in exhaustive detail.
During Construction Documents, every aspect of the building is delineated, from overall plans down to specific details like wall sections, door schedules, and finish details. The architect coordinates closely with the structural and MEP engineers (and any specialty consultants, such as elevator, facade, or IT/security consultants) to ensure the drawings are fully integrated. This phase demands a rigorous quality control process, as inconsistencies or omissions in the documents could lead to confusion or change orders during construction. A well-executed CD set will minimize surprises in the field and allow contractors to price the work accurately during bidding.
In NYC, the Construction Documents phase also involves the critical step of obtaining a building permit. The architect will prepare a set of drawings specifically for permitting, often called the permit set, which is submitted to the NYC Department of Buildings (DOB) for plan review. This set must demonstrate code compliance (zoning, building code, energy code, accessibility, etc.). It usually includes the architectural and engineering plans necessary for DOB’s examination, but might not have every tiny detail that the full construction set will contain. In fact, many architecture firms produce two parallel sets of drawings: one for permit application and one “Issued for Construction” (IFC) that is completed thereafter.
The permit process can take some time in NYC, so submitting the permit set as soon as key information is available is wise – while the review is ongoing, the team can continue adding final details to the construction set. Once DOB reviews the plans, they may require corrections or clarifications; the architect responds to these to obtain approval. (It’s common in NYC to use a filing representative or expeditor to help navigate DOB procedures and paperwork.) By the end of the CD phase, the aim is to have a full approved set of plans and a ready-to-build package, so the project can proceed to contractor bidding and then construction.
Deliverables:
The outcome of this phase is a complete, coordinated set of construction drawings and specifications. This will be a hefty package that includes: Architectural drawings (cover sheet, code analysis sheet, dimensional floor plans of every level, roof plan, elevations, building sections, wall sections, enlarged plans of key areas, detail drawings for connections/joints, door and finish schedules, etc.); Structural drawings (foundation plans, framing plans for each level, structural details for beams/columns/connections, schedules for structural elements); Mechanical/HVAC drawings (equipment layouts, ductwork and piping plans, schedules for air handling units, etc.); Electrical drawings (lighting plans, power plans, panel schedules, one-line diagrams); Plumbing drawings (plumbing and drainage plans, riser diagrams, fixture schedules); and any other systems like fire protection, fire alarm, or specialty systems drawn out.
In addition to drawings, the architect produces a Project Manual or specification book that provides written specifications for materials, products, installation techniques, and quality standards (for example, spec sections will cover everything from concrete and steel to finish paints and door hardware). All these documents together form the technical instructions for the contractor. Another crucial deliverable is the permit application package submitted to DOB: typically a subset of the drawings focusing on code and zoning compliance, along with all required forms and filings (energy compliance statements, schedules of occupancy, etc.). Finally, if not already obtained earlier, any third-party approvals (like final Landmarks approval, if applicable, or elevator permits from DOB, etc.) must be secured during this phase. By the end of Construction Documents, the owner will have in hand the full set of plans that contractors will bid on and build from.
Bidding & Negotiation
With a complete set of construction documents ready, the focus shifts to procuring a contractor to build the project. In the Bidding & Negotiation phase, the project is presented to the marketplace of builders for pricing. For commercial developments in NYC, this phase is crucial to ensure you get a qualified contractor at a fair price – construction costs in the city are significant, so a well-managed bidding process can save money and time.
There are a couple of ways this phase might unfold: competitive bidding or negotiated contract. In a competitive bid scenario, the architect (on behalf of the owner) solicits bids from multiple general contractors. The architect will issue the bid package – usually the construction drawings, specifications, and any special instructions – to a list of pre-qualified contractors. Often, there’s a formal bid period (say 2-4 weeks) during which contractors study the documents, visit the site, and prepare their price proposals. The architect assists the owner by answering any RFIs (Requests for Information) that bidders have; if clarifications or changes to the documents are needed, the architect will issue addenda to all bidders so everyone bases their pricing on the same information. Sometimes a pre-bid meeting is held, where all interested contractors are invited to meet at the site and ask questions – this is common for public projects, but even private developers in NYC often do site walkthroughs with bidders for complex jobs.
When bids are received, the owner and architect review them together. This involves comparing the contractors’ proposed prices, but also their qualifications, assumptions, and construction schedules. The architect will help create a bid tabulation to evaluate each bid apples-to-apples. If one bid is significantly lower or higher, the architect might help investigate why (e.g., did that contractor misunderstand something or include a different scope?). At this point, the owner may choose to negotiate with one or more of the top bidders. For instance, if the lowest bid is above budget, the owner with the architect’s help can identify areas to cut costs (this may lead to a value engineering exercise where certain materials or features are adjusted).
The architect then might issue a revised drawing or addendum reflecting those changes and ask bidders to adjust their pricing accordingly. Finally, the owner will select a contractor (not always the cheapest, but the one that offers the best value and capability). The “Negotiation” part of this phase refers to finalizing the contract terms with that chosen contractor – things like confirming the construction schedule, any clarifications in scope, and formally agreeing on the contract sum or guaranteed maximum price. Once both parties are satisfied, a construction contract (typically AIA’s standard owner-contractor agreement or similar) is signed, and the contractor is given the green light to proceed.
Deliverables:
The primary deliverable of this phase is the selection of a contractor and an executed construction contract. Leading up to that, several interim deliverables are involved: the architect will prepare Bid Documents (which may simply be the construction drawings and specs plus a cover letter or an Instruction to Bidders document outlining how to submit bids). The owner or architect might also include a bid form that contractors fill out, ensuring they all provide the information in a structured way (e.g., listing key subcontractors, confirming they have included all alternates, etc.). During bidding, any Addenda (written or drawn clarifications) issued become part of the bid documents. After bids are received, the architect typically provides a bid analysis report or recommendation letter to the owner, outlining the differences between bids and any considerations.
Finally, once a contractor is chosen, the Contract Award happens – the deliverable is the signed construction contract along with a detailed schedule of values or breakdown of costs, and possibly early submittals like a preliminary construction schedule or insurance certificates from the contractor. In summary, by the end of this phase, the project team will have in hand: the contractor’s final offer (bid) accepted, a formal agreement in place, and the project ready to mobilize for construction.
Construction Administration (CA)
The final phase is Construction Administration, which spans from the start of actual building work through project completion and close-out. In this phase, the project shifts into the hands of the contractor for execution, but the architect and engineers remain involved to observe the work, address issues, and support the owner in making sure the construction conforms to the design intent and quality standards. For a commercial client, this phase is where your vision becomes reality – steel is erected, concrete is poured, and spaces take shape – so it’s exciting, but it also requires diligence to manage time, cost, and quality.
It’s important to note that under a standard AIA contract, the architect is not the construction supervisor and does not direct the contractor’s means and methods. The contractor is solely responsible for site safety and construction techniques. Instead, the architect’s role during Construction Administration (often termed contract administration) is to act as the owner’s representative on design matters: reviewing the work for conformance with the drawings, and processing the paperwork that accompanies construction.
At the start of construction, typically a kick-off meeting is held with the contractor, owner, and architect to establish communication protocols, submittal schedules, and site visit schedules. Throughout construction, the architect will make periodic site visits – for example, weekly or biweekly – to observe progress and to check that the work generally adheres to the plans. After each visit, the architect issues a field report noting any observed deficiencies or deviations from the drawings.
If an issue is found, the architect communicates it to the contractor and owner, and assists in finding a solution (for instance, suggesting a fix or confirming an acceptable alternative). The architect also handles submittals: the contractor will submit shop drawings, product data, and material samples for the architect’s review. These submittals are the contractor’s detailed interpretation of the design (e.g., drawings from a steel fabricator showing exactly how the steel will be cut and connected). The architect reviews them to ensure they meet the design requirements and either approves or provides comments. This submittal review is crucial in a commercial project because it’s the last chance to catch inconsistencies or errors before fabrication and installation.
Another key part of CA is managing changes. Despite the best efforts in earlier phases, changes during construction can occur – perhaps due to unforeseen site conditions (e.g., unexpectedly poor soil requiring a foundation redesign) or owner-driven changes (like a new tenant improvement or revised finish). When a change is needed, the architect may issue a CCD (Construction Change Directive) or ASI (Architect’s Supplemental Instruction) or formally draft a Change Order in conjunction with the contractor. A change order will adjust the contract sum or time if needed, and it must be agreed upon by owner and contractor. The architect’s job is to document the change (often with revised drawings or details) and ensure the owner understands the cost/time implications as provided by the contractor.
For projects in NYC, an additional layer of oversight comes from the city’s inspection requirements. The NYC Building Code mandates that certain inspections be carried out by the design professionals or special inspectors as construction progresses. These include things like concrete strength testing, structural stability checks, plumbing inspections, energy code compliance inspections, etc. The architect will perform or coordinate Progress Inspections (for instance, checking that insulation and lighting meet energy code on site at the appropriate time). There are also Special Inspections that may be done by a third-party agency (for example, welding inspections or soil compaction tests) – the architect helps ensure these are scheduled and that reports are filed. All these inspections result in documentation (Technical Reports such as TR1, TR8 forms in NYC) that must be submitted to DOB before the project can be signed-off. The architect plays a critical role in assembling and submitting these close-out documents alongside the contractor.
As construction nears completion, the architect will do punch list inspections – walking through the building to list items that are incomplete or require correction. The contractor then addresses these items to the architect’s satisfaction. Finally, the architect assists the owner in obtaining the Certificate of Occupancy or final sign-off from DOB, which legally allows the space to be occupied. This might involve providing the DOB with final papers, such as the architect’s certification of completion, and ensuring all inspections (including elevator, fire alarm, sprinkler tests, etc.) have passed. Once everything is in order, the project is essentially finished from a design and regulatory standpoint. Construction Administration concludes with the architect issuing a final Certificate for Payment (if under an AIA contract) indicating the contractor has fulfilled their obligations, and the owner making final payments including release of any retainage to the contractor.
Deliverables:
Unlike other phases, Construction Administration doesn’t produce a single package of drawings at the end, but it generates many ongoing deliverables and documentation. Key items include: Field Observation Reports (the architect’s written reports after site visits, noting progress and any issues); Submittal Responses (stamped “approved” or “revise and resubmit” notations and comments on shop drawings, etc. – these become part of the project record); RFI Responses (written answers to any Requests for Information that the contractor submits when something in the drawings needs clarification); Change Documentation (sketches or drawings issued to describe any changes, along with formal Change Orders that adjust cost/time as agreed); Meeting Minutes (often, if regular construction meetings occur, either the architect, contractor, or owner’s rep will record minutes to track decisions and issues); Pay Applications (the architect typically reviews the contractor’s monthly payment requests and certifies the amount to be paid based on work completed – these certifications are a deliverable that the owner’s finance team relies on); and Close-Out Documents.
Close-out docs include the final punch list and its sign-off, warranty information and manuals for the owner (often compiled by the contractor, but the architect may review that they are complete), as well as the all-important regulatory close-out documents. In NYC, this means completed Technical Reports for all required inspections, a final sign-off from the architect and engineers that the work met the plans (often via a form or letter to DOB), and assisting the owner in obtaining the Certificate of Occupancy or a Letter of Completion. Essentially, the deliverable at the very end is an officially approved, occupiable building. The architect may also provide the owner with a set of “as-built” or record drawings if that was part of the agreement (these would reflect any changes made during construction, based on markups the contractor kept).
Conclusion
Navigating the architectural design process in New York City’s commercial real estate scene can seem daunting, but breaking it into these standard phases makes it far more manageable. From Pre-Design due diligence to Schematic Design’s big ideas, through the detail refinement of Design Development and the technical rigor of Construction Documents, and finally into Bidding and Construction Administration, each phase has a distinct purpose. By clearly understanding what each stage entails, commercial clients can better plan their projects, anticipate requirements, and actively participate in the process at the right times. Importantly, following the AIA-recommended phases ensures that no critical step is skipped – this structured approach helps align expectations between the owner, architect, and contractors. It also facilitates smoother coordination with city agencies, which is crucial in a place like NYC with its formidable regulations.
For New York City developers and property owners, appreciating these phases means being prepared for the journey of a project. You’ll know, for example, that significant design decisions (and cost confirmations) happen early in Schematic and Design Development, that detailed coordination and permit approvals occur during Construction Documents, and that having the architect’s oversight during construction is vital to handle issues and secure final approvals. Each phase builds on the previous, and when executed well, leads to a successful project delivered on time and on budget.
Our firm has guided many clients through this entire process – from the first sketch on paper to the day the doors open. We understand the unique challenges and opportunities of commercial development in NYC, and we tailor our services to meet those needs at every phase. Ready to turn your development vision into reality? Contact our firm today to discuss your project. We’ll expertly lead you through all the architectural design phases, ensuring a smooth and efficient journey to a completed building that achieves your goals.
