The "best alternative" is described in a Facility Program, which is a document that guides the architect and engineering team in their work. Regardless of whether the facility will be in renovated space or new space, the structure of the Facility Program is the same.

The Facility Program has two main sections, The Summary and the Detail.

8a. Summary Program

The Summary Program states working assumptions, justifies need, defines the concept, lists the spaces to be included, and provides the foundation for an initial cost estimate. Certain basic information about each space is included ─ the name or type of space, the size of the space in square footage, the number of persons to be accommodated in the space (usually called "stations"), and a description of the space use.

The importance of the last item, space use, should not be underestimated! A Biology teacher, for example, knows exactly what her Biology prep room is for, but an architect will want to know exactly what activities she has in mind for the space, in order to design it optimally. OR: A Biology teacher, for example, knows exactly what her/his Biology prep room is for, but an architect will want to know exactly how she/he will use it in order to design it optimally.

The Summary provides an overview of the project. What is the total square footage of the project? How many of each type of space are planned?

Below is a SAMPLE Program Summary of a small High School Science Facility:

Note that the net assignable square footage (NASF) does not include thickness of walls nor space for circulation (hallways and stairs), public rest rooms, or mechanical support (boiler rooms, electrical closets, duct chases). The sum of these non-assignable spaces and the NASF is the gross square footage (GSF), the total size of the building. Normally for new construction the ratio of NASF to GSF is between 60 and 63 percent. Science buildings would be on the lower end of the ratio due to increased mechanical space, and math space on the higher end.

Building costs can be estimated once there is agreement on the number and sizes of the spaces involved. To estimate the cost for new construction, the gross square footage is multiplied by a dollar amount determined by the quality of building desired and the complexity of the individual space elements.

Renovation cost estimating is less clear-cut, but follows the same procedure. The gross area of the building to be renovated can be used with a multiplier that reflects the percentage of work that needs to be done. Or the cost can be determined with specific dollar per NASF multipliers. This method lends itself to situations where the renovation is on a room-by-room basis.

Construction cost is the amount a contractor is paid to perform a specified amount of work. Other costs are incurred, however, in any new construction or renovation project. The total cost is called the project cost, and includes the construction cost plus money for such things as architectural and engineering fees, standard furniture and equipment, site development, and a contingency. Usually the project cost adds 25 to 35 percent of the construction cost.

With the size of the building identified and the cost estimated, the administration or school governing body has the information necessary to approve the project. If the cost exceeds the budget, there are three solutions. The size of the project can be decreased, the budget can be increased, or the project can be phased.

If the size of the project must be decreased it should be planned at this stage. One way to de this is to assume a more efficient NASF to GSF ratio. At this early stage of planning such an optimistic assumption, which might be impossible to achieve, is usually not recommended.

Reducing the assignable square footage is the obvious course of action, but must be done in ways that will not undermine the academic program and therefore the success of the project. For example, if there is a space that can be shared, a duplicate space might be eliminated. If two or more spaces can be consolidated, efficiencies might be realized that would decrease the necessary square footage. The Planning Committee, representing both teachers and administrators, should determine the appropriate strategy for matching facility needs to budget.

Once the administration approves the Summary Program in terms of size, cost, location, and concept, it can be expanded into the Detailed Program. Please go to Detailed Facility Program.