Every architectural design will include both drawings and specifications. The specifications are written instructions detailing the techniques, materials, and performance standards to be utilized during construction. However, there are no industry standards that dictate the completeness of the specifications. With the architect’s help the owner must decide how the architect should present the specifications. The architect will prepare specifications for the project based upon the complexity of the design, the requirements of bidders and permit authorities, and the type of construction arrangement between the owner and the builder. The architect may provide a combination of three types of specifications as needed.

On a project where the church will be soliciting lump-sum bids from several builders, the plans may specify the manufacturer and model number of every light fixture, faucet, door knob, etc. This insures that every bidder is furnishing the same products and the owner can compare “apples to apples.” This limits brand competition, however, and therefore may increase construction costs.

A second option is the “performance specification”. The plans may say, “Furnaces to be Brand X, Model Y, or equal.” This allows the bidders to submit proposals for other brands of equal performance. The architect and owner then must compare each bid carefully. This option works well when the builder has already been selected by the owner.

A third option is to specify an “allowance.” Allowances are included in the project manual or on the plans along with other specifications. Allowances are utilized when the scope of the work is not known at the outset. For instance, the owners may not know what light fixtures, sound system, flooring, or pews they want to utilize on the church project. In this case, it is best to establish a dollar value to allow for this work.

All bidders on the project would include the allowance in their proposals. The church benefits by knowing that money is included in the project to cover the anticipated cost of the work. The church also gains time to “shop around” before deciding which products to use.

However, there are some potential pitfalls to allowances. Allowances inject some uncertainty into the project, which translates into risk. If the kitchen oven is not yet determined, it is difficult for the cabinetry, electrical, ventilation, etc., to be determined. More coordination and communication is required of all parties on the project. Inadequate allowances can result in a shortfall in funds at the end of the project. In the end, the use of allowances is often necessary, and does allow the church to take advantage of the best deals on products even after getting the project underway.

Getting funding for affordable housing can be a tricky business. Most low-income housing developers seek a variety of funding options, knowing not all of them will come to fruition, and even some that do won’t provide 100 percent of the money requested. The result is that developers spend hours and money submitting applications, gathering supporting documentation and follow up. Though the complex multiple application process is rarely a direct deterrent, it can indirectly prevent developers from submitting applications because they simply don’t have the time. Streamlining the process would help tremendously.

This summer, that’s exactly what New York State tried to do. Officials announced a new initiative aimed at encouraging economic development, which is much-needed in a state that’s been hard hit by the housing and economic crises. The initiative includes not only a streamlined application process, but also a significant amount of funding.

Historically, the application process in New York has been – like in so many other states – murky and cumbersome at best, and an outright disincentive at worst. In an effort to correct that, Governor Cuomo announced a new Consolidated Application Process, or Consolidated Funding Application (CFA). The CFA allows multiple agencies to pool their resources, while simultaneously sparing developers and other business partners the complication of having to navigate multiple agencies in order to get project approval and funding.

In conjunction with the simplified application, the state has made $1 billion available for a variety of projects, including affordable housing, community revitalization, historic preservation and infrastructure improvements. Ten Regional Economic Development Councils, recently created to support the Governor’s development goals, are responsible for designing an overall development model for their respective regions. The councils will then use the CFA to fund projects that meet regional goals.

Nine state agencies are working together to encourage development, each providing funding for projects related to their specific areas of responsibility. Despite the fact that funding comes from multiple sources, the new CFA allows developers to fill out just one application that is disseminated to all agencies and Development Councils.

Developers seeking funding through New York’s CFA must first register their projects. The CFA is a web-based application, and everything happens either online or via email. Once the project is registered, developers receive a list of funding programs for which the project may qualify. This simple step significantly reduces the amount of time developers have to spend researching funding programs and attempting to determine which programs fit the scope and criteria of their project. Just this one step could save developers several hours.