Process
From first conversation to keys in hand — and beyond
A deliberate four-phase process. Owners stay close throughout. Surprises during construction are rare because the work happens upstream, in design + pre-construction.
Phase 1 — Discover
Months 1–2
- 1Step 1First conversation30-minute call. Tell us about the project. We tell you whether we think it’s a fit. If yes, we schedule a site visit.
- 2Step 2Site visitWe walk the property. Read the site — light, water, neighbor sightlines, mature trees. Often this changes the brief.
- 3Step 3One-page memoWe write a short memo describing what we’d propose. Scope, approximate budget, schedule, design approach. No commitments yet.
- 4Step 4Mutual go / no-goIf we both want to keep going, we sign a pre-construction agreement. If not, we part as friends. Many of our future projects come from clients we declined the first time around.
Phase 2 — Design
Months 3–8
- 1Step 1Schematic designArchitect develops massing, floor plans, and site organization. Two formal owner reviews. Usually 6–10 weeks.
- 2Step 2Design developmentMaterial palette, elevations, mechanical systems, structural strategy. Builder team feeds in constructability + cost throughout. 8–12 weeks.
- 3Step 3Construction documentsFull drawings + specs ready for permitting + bidding. Final value-engineering pass. 6–8 weeks.
- 4Step 4PermittingBuilding, zoning, conservation (where applicable), historic review. Hartwell handles the permitting process; some projects need 1–4 months.
Phase 3 — Pre-construction
Month 9
- 1Step 1Final cost estimateGMP (guaranteed maximum price) finalized. Aligned with the design and your budget. Surprises happen here, not during construction.
- 2Step 2Schedule lockDetailed schedule with milestones. Subs committed, materials ordered, deliveries scheduled.
- 3Step 3Subcontractor + craft teamWe work with the same 12–14 specialty trades project after project. Carpenters, masons, plasterers, finish carpenters, mechanical, electrical, plumbing — known quantities.
- 4Step 4Owner orientationFinal walkthrough of plans + materials before construction begins. Communication cadence + decision-making protocols agreed.
Phase 4 — Build
Months 10–22
- 1Step 1Site mobilizationSite organization, protection of mature trees + landscape, temporary services, access routes. Site looks like a craftsperson’s site, not a chaotic construction zone.
- 2Step 2Daily supervisionHartwell project manager on-site daily. No subcontractor self-supervision. Daily progress photos uploaded to client portal.
- 3Step 3Owner walkthroughs every 2 weeksScheduled walkthroughs let you see the work + ask questions. Decisions get made on-site, not in email chains.
- 4Step 4Punch list + closeComprehensive punch list completed before move-in. Final walkthrough. Warranty packet delivered. Stewardship period begins.
What stays consistent
Through every phase
Owner stays close
We don’t hand the project off to a junior PM. Lead architect + lead builder are the same people from first call to final punch.
Same craft team
We bring the same specialty trades to every project. They know our standards. They know each other. Quality compounds.
Daily site supervision
Hartwell employees on-site every day. Subcontractors don’t self-supervise. Quality + schedule both stay tight because someone is watching.
Honest communication
Bad news early is better than bad news late. If something is slipping, you hear it from us before you ask. We don’t hide problems.
Documentation
Daily progress photos, weekly written updates, monthly financial reports. Client portal lets you see everything in real time.
Stewardship beyond move-in
30-day, 6-month, 1-year, and indefinite check-ins. We’ll come back for adjustments long after the warranty ends.
Process questions
What people ask
- We use GMP (guaranteed maximum price) contracts after design is complete. Pre-construction services are billed hourly during the design phase. Cost-plus is available for projects where the scope is genuinely undefined; rare.