TL;DR: Comparing architect proposals fairly means putting them on the same footing first — same scope, same phases, same deliverables — then comparing fees, then weighing fit and communication. The lowest number often hides missing scope. Build a simple scorecard and decide on value.
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When homeowners send us a competing proposal to “match,” the proposals are rarely comparing the same thing. One includes construction administration; another doesn’t. One assumes a structural engineer; another leaves it out. Price looks like the difference, but scope is. Here’s how to compare proposals on equal terms.
Step 1: Normalize the scope
Before you look at a single dollar figure, list what each proposal actually covers. Put them in a column-by-column grid:
- Project scope and approximate size
- Which phases are included (schematic design → design development → construction documents → permitting → construction administration)
- Deliverables (floor plans, elevations, permit set, specifications)
- Consultants included or excluded (structural, civil, energy)
- Number of design revisions
- Permitting support
If one proposal is missing a phase the others include, you’re not comparing like with like. Add the missing item back in (even as an estimate) so the comparison is honest. Our guide to proposal red flags covers the gaps to watch for.
Step 2: Decode the fee structures
Architects price work differently — percentage of construction cost, fixed fee, or hourly — and you can’t compare a percentage to a flat number without context. Convert each to the same basis if you can. A 10% fee on a $600,000 project is $60,000; a “$48,000 fixed fee” may look cheaper but could exclude CA or permitting. Read our breakdown of how architects charge in Seattle to translate the structures.
Step 3: Score fit and communication
The cheapest proposal from a firm you can’t reach is the most expensive in the end. Rate each firm on:
- Relevant Eastside / project-type experience
- Responsiveness and clarity so far
- Who you’ll actually work with day to day
- How they handle problems and changes
- Whether the proposal itself is clear and complete
These “soft” factors predict your day-to-day experience over a year-long project more than a few percentage points of fee.
Step 4: Build a simple scorecard
Score each proposal 1–5 on the factors that matter to you, weight the ones you care about most, and total them. A rough example:
| Factor | Weight | Firm A | Firm B |
|---|---|---|---|
| Scope completeness | 25% | 5 | 3 |
| Fee value | 25% | 3 | 5 |
| Relevant experience | 20% | 5 | 3 |
| Communication | 20% | 5 | 4 |
| Deliverables clarity | 10% | 4 | 3 |
The exercise forces you to weigh value, not just price — and often the “more expensive” firm wins once missing scope is added back to the cheaper one.
Common mistakes
- Comparing on price alone. Scope differences usually explain the gap.
- Ignoring exclusions. Excluded consultants and CA become real costs later.
- Underweighting fit. You’ll work with this firm for months — communication matters.
For the broader decision, see how to choose an architect in the Seattle area.
Want a proposal that’s easy to compare — clear scope, phases, and fees with nothing hidden? Request one from Piper Cole Architects.
Red Flags in a Seattle Architect Proposal — and Green Flags to Look For
After two decades of practice in the Seattle area, I’ve reviewed a lot of proposals — both my own and ones clients have brought to me for a second opinion before they signed. Certain patterns show up again and again, and I want to share what I look for so you can protect yourself before committing to a multi-year working relationship.
Red Flags I See Regularly
Vague scope language. Phrases like “design services as required” or “architectural services through permitting” are warning signs. A proposal should spell out exactly which deliverables you’ll receive at each phase — site analysis, schematic design drawings, design development drawings, construction document set, permit submittal package. If those words aren’t in the proposal, the architect hasn’t committed to producing them.
Hourly billing with no not-to-exceed cap. Hourly billing isn’t inherently bad, but without a cap, you have no budget certainty. I’ve seen homeowners receive invoices three times the verbal estimate because no ceiling was ever written down. Insist on a maximum fee or a fixed fee tied to a defined scope.
No construction administration phase included. CA is when your architect reviews shop drawings, visits the site, and catches the contractor’s interpretation errors before they’re built into your walls. A proposal that ends at permit approval is leaving you alone during the most consequential phase of the project. Ask specifically: “Does your proposal include construction administration, and what does that service include?”
No mention of liability insurance. Ask for a certificate of insurance showing errors & omissions (E&O) coverage before you sign anything. An architect who hesitates to provide this is waving a red flag.
References only from projects completed more than five years ago. The market, the code, and construction costs have changed dramatically. You want to speak with clients from recent projects of similar scale and type — a 1,200-square-foot ADU client is more relevant than a reference from a commercial project ten years back.
Green Flags Worth Paying Attention To
Phased scope with clear deliverables. A well-structured proposal lists what you’ll receive at each milestone so you can evaluate progress before authorizing the next phase.
Fixed fee or percentage with a written cap. Either structure is fine — what matters is that the maximum dollar exposure is in the contract.
Construction administration explicitly included. Even better if it specifies a minimum number of site visits per month.
E&O insurance at $1M or higher. For residential projects in the Seattle market, I consider $1M the reasonable minimum given project values.
Recent references from projects like yours in scale and type. A kitchen remodel reference tells you little about how someone manages a full custom home. Ask for the closest match they have.
Washington state license verifiable at dol.wa.gov. Takes two minutes. Search “Architect” under Professions. You’ll see license status, expiration date, and any disciplinary history. Never skip this step.
At Piper Cole Architects, we provide every prospective client with a written scope document before anyone signs or pays a retainer. You should be able to read it, ask questions, and take it to another architect for a second opinion. That transparency is how we want to start every project.
FAQ
Should I always choose the lowest architect proposal? No. The lowest number often excludes phases like construction administration or consultants. Normalize scope first, then compare value.
How do I compare a percentage fee to a fixed fee? Convert the percentage to a dollar amount using the estimated construction cost, then check that both proposals cover the same phases and deliverables.
What matters besides price? Scope completeness, relevant experience, deliverables, revision limits, permitting support, and how clearly the firm communicates.
Sources consulted: AIA owner-architect agreement fee-structure conventions; Seattle-area construction cost references; Piper Cole Architects proposal practice.
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