Our process

How the Day-Zero Diagnostic works

Six to ten weeks. $2,500 flat. Sixteen written deliverables across three phases. Here's exactly what each phase produces and what a finished deliverable looks like.

Duration

6–10 weeks

Investment

$2,500 flat fee

Output

16 written deliverables

Designed to run alongside your architect, not replace them. Credits apply if you continue into Owner Representation.

1

Phase 1 · Weeks 1–2

We learn your property before you commit to anything

The front-loaded discovery phase. Most renovation surprises come from things the homeowner couldn't have known to ask about. We pull the records, walk the property, and surface what's actually in play before any design decisions get locked in.

What we do

  • Property records pull — deed, survey, prior permits, code history, comp sales
  • On-site property walk (or detailed remote walk for out-of-area diligence)
  • Town code review for your zoning district + applicable overlays
  • Septic, well, wetlands, slope, and tree assessment via address-specific records
  • 2026 Westchester market budget calibration for your scope tier
  • Initial vendor landscape scan + conflict-of-interest watchlist

What you do

  • 90-minute kickoff call (Zoom or in person)
  • Share anything you already have — architect drawings, contractor quotes, lender pre-approval, inspection reports
  • Tell us your goals, constraints, and timeline

What you get

  1. Market-tested budget range. Basic / Standard / Premium tiers with line-item breakdown.
  2. Code & regulation trigger map. Every approval your scope triggers, organized by approving authority.
  3. Site constraint analysis. What your lot allows, what's blocked, what's borderline.
  4. Vendor strategy. Categories of professionals you need, in what order, and how much each costs.
  5. Conflict-of-interest watchlist. Prior relationships in your vendor pool to disclose.
  6. 30-day action plan. Week-by-week to-dos to move the project forward.
2

Phase 2 · Weeks 3–5

We pressure-test the design before construction documents

Once your architect produces schematics, we review them independently. The job isn't to redesign — it's to catch the things that would have been expensive to fix once the construction documents were drawn.

What we do

  • Independent design review of architect's schematic packages
  • Budget pressure-test against the schematics (designs shift scope)
  • Re-run the trigger map against the proposed design
  • Redline the drawings with written comments
  • Working session with you (architect optional)

What you do

  • 60-minute review meeting
  • Share schematic packages as they come in
  • Bring questions or concerns about the design direction

What you get

  1. Independent design review report. What works, what concerns us, what's missing.
  2. Budget pressure-test. Revised cost range if the design has shifted scope.
  3. Updated trigger map. Approvals newly introduced by design changes.
  4. Redlined drawings. Written comments on the architect's drawings.
  5. Working session notes. Decisions made, open items, owners assigned.
3

Phase 3 · Weeks 6–10

We set you up for construction with a vetted team and a contract you understand

The final phase is about getting your project ready to actually break ground. We vet contractors, coordinate the bid process, and review the construction contract line by line before you sign anything.

What we do

  • Design development review (deeper than schematic review)
  • Vetted GC shortlist build — 3 to 5 contractors we've worked with or screened for your scope
  • Bid coordination — running the package out, normalizing the responses on apples-to-apples terms
  • Contract review on the winning bid
  • Optional handoff to Owner Representation

What you do

  • Final design approval decisions
  • GC interview meetings (we sit in)
  • Contract negotiation participation

What you get

  1. Design development review. Final read on architect's plans before construction documents.
  2. Vetted GC shortlist. 3 to 5 contractors with explanation of why each made the list.
  3. Bid coordination report. Normalized comparison of contractor quotes.
  4. Contract review. Line-by-line review of construction contract before you sign.
  5. Owner Rep handoff. Optional bridge into continued representation through construction.
Sample deliverables

What a deliverable actually looks like

Three representative excerpts from prior client engagements. Names, addresses, and specifics are redacted; format and substance are real.

Deliverable excerpt · #1

Code & regulation trigger map

Client: New Castle homeowner planning a 350 sf rear addition with one new bedroom.

Triggered approvals:

  • Building permit — New Castle Town Building Department (4–6 wk review)
  • WCDH septic capacity review — bedroom addition triggers system-rated capacity recalculation under WCDH 2022 OWTS Rules
  • Wetlands buffer review — Town Code Chapter 137; proposed footprint encroaches 100-foot adjacent area
  • Tree preservation — Chapter 121; two protected oaks within disturbance footprint
  • ARB referral — not required for rear-facing addition outside historic overlay
Critical path: WCDH review is the longest single approval (60–120 days). Run in parallel with permit application, not after.

Deliverable excerpt · #2

Budget pressure-test

Client: Armonk homeowner with a GC quote of $385,000 for a 400 sf primary suite addition.

GC quote breakdown:

  • Foundation: $42,000
  • Framing & roofing: $68,000
  • Mechanical (HVAC + electrical + plumbing): $75,000
  • Finishes: $130,000
  • GC overhead + profit: $40,000
  • Permits + contingency: $30,000
  • Total: $385,000

Pressure-test:

  • Foundation: appears low for site conditions (assumed slab; actual conditions support crawl). Likely range $52K–$68K.
  • Mechanical: assumes existing HVAC has headroom. Manual J load calc not included in quote. Add $8K–$15K if zone capacity confirms upgrade needed.
  • Allowances on finishes: tile and lighting set 30% below 2026 Westchester market. Review allowance schedule before signing.
Realistic 2026 range: $410K–$465K, not $385K. Budget shortfall: $25K–$80K.

Deliverable excerpt · #3

30-day action plan

Client: New Castle homeowner, kickoff week of Day-Zero Diagnostic.

Week 1 (Days 1–7):

  • [Owner] Pull current homeowners insurance dec page; share with us
  • [Owner] Sign WCDH septic-records release form
  • [DAB] Submit septic-records request to WCDH
  • [DAB] Generate town code summary for your zoning district

Week 2 (Days 8–14):

  • [DAB] Schedule on-site property walk with you
  • [Owner] Gather existing architect drawings (if any) and prior permit records
  • [Joint] Initial vendor scan — categories needed, timing

Week 3 (Days 15–21):

  • [DAB] Deliver site constraint analysis
  • [DAB] Deliver vendor strategy with name recommendations
  • [Owner] Begin interviewing architects from our shortlist

Week 4 (Days 22–30):

  • [DAB] Finalize trigger map + budget range
  • [Owner] Architect selection decision
  • [Joint] Kickoff Phase 2 (Schematic Review)

After the Diagnostic

We can stay with you through construction

If the Diagnostic surfaces a project worth doing, Owner Representation is our full advocacy engagement through construction. We manage vendors, review change orders, run weekly oversight, and protect your interests when things get complicated. The $2,500 Diagnostic fee credits toward the first month of Owner Rep.

Read more about Owner Representation →

Ready to see what's actually in your project?

Book a free 15-minute call to talk through your project before you commit. If it's a fit, we'll send you a Diagnostic proposal within one business day. If it's not, we'll point you somewhere useful.

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