HTK
Architects
Professional Practice DESN30117 Josh J Wickens [N0365892]
[ Lenton Flats Fee Bid ] In response to the requirements set out in the brief for Nottingham City Council’s Lenton Flats redevelopment phase one, using the RIBA stages of work 2-4 as a guideline in the Professional Practice module (DESN30117) at Nottingham Trent University.
Contents HTK Professional Obligations Page1
0.1 Executive Summary Page2
0.2 Consultant Breakdown Page3 0.3 Planning Application Page 5
0.4 Schedule of Works Page 15
0.5 Concept Design Page 18
0.6 Developed Design Page 19
0.7 Technical Design Page 20
0.8 Appendices Page 23
0.9 Acknowledgements Page 26
1.0 Glossary of Terms Page 26
0.0 Foreword – HTK Professional Obligations & QA Process
HTK Professional Obligations Dear Nottingham City Council, We are pleased to respond to you with our summarised report describing our fee bid for the Lenton Flats redevelopment stage 1. HTK is committed to providing clients with a responsible solution to their design needs, addressing the ever increasing importance in dealing with issues from; energy consumption of the building, to the responsible disposal of waste from the site. In accordance with the RIBA code of professional conduct, HTK is obliged to uphold standards of Integrity, Competence and Relationships. Therefore will not undertake any work without first ensuring they have the skills required to carry out a project on any scale, while maintaining quality, and also respecting and understanding the client’s requirements, and eventual user’s needs. HTK shall provide a full and detailed risk assessment and health and safety plan for the eventual proposal, and any changes throughout the design shall be communicated clearly in meetings and correspondence with yourselves. Please find attached our fee’s, as well as our consultants fee’s with their roles, a programme of our works, and other official documentation for this stage of our bid. Also please see attached a copy of my own curriculum vitae for your reading. We look forward to your next correspondence,
Josh Wickens HTK Architects
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0.1 Executive Summary
The Total Charge for the Services of HTK will surmount to (an additional) 2.5% of the total building works cost, at £5 million, as below. This fee is to be paid 50% prior to building works commencing on site, and 50% upon finish of building post snagging. The Fee allows for the time, and quantities set out, any further engagement by HTK will incur additional cost. £125,000 (One hundred and twenty five thousand pounds sterling) The Additional Cost for consultants fee’s, also additional to this cost, and payable by yourself will amount to 3.46% of the total building works cost, at: £173,000 (One hundred and seventy three thousand pounds sterling) This will bring the total cost payable by Nottingham City Council: £5,275,000 (Five million two hundred and seventy five thousand pounds sterling) This budget figure is subject to change should the client see it fit to alter the contract in any way, to add work and materials to the building. Additionally to this, the client is expected to pay charges incurred during Planning Application (statutory authority fee) These figures are based on the comprehensive layout below, and are for a stage of works spanning twenty weeks leading to building work commencing on site.
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0.2 Consultants Breakdown
A Number of consultants will be required within this project, their involvement in the design process, and cost to Nottingham City Council, is broken down below:
Consultant’s role within the design process: Building Surveyor To study the existing area to determine an appropriate design response in relation to the client brief, and to assist in upholding good quality practices within the process. Quantity Surveyor (Cost Consultant) Enables the design to more easily fulfil the budget set by Nottingham city Council (of £5 million building cost) and to give advice to HTK Architects, as to what alterations could be made to produce a more cost-effective building. Health and Safety Consultant (CDM Coordinator) Involving the Construction Design and Management (CDM), specifically the HSE at the design stage, will allow a more thoroughly safe design proposal as many potential accidents that could be caused by the design may be eliminated at this stage. Graphic Designer To assist in making comprehensive posters, leaflets and flyers to communicate the design proposal to the community to help avoid cases of surprise and therefore immediate objection by residents surrounding the project. To work specifically with the nominated community liaison for this project from within HTK’s practice. Mechanical & Electrical Building Service Consultants 3
Term includes heating and ventilation, and electrical engineers. These will work at the design stage to form a plan for the ventilation strategy within the building, including the way heat will be transferred into the building, electrical engineers will be able to facilitate this, and allow for lighting and power points over the building. Both will work closely with HTK to provide a desired response to the brief as a whole. HTK will advise the use of Hurley Palmer Flatt in the tender (unless otherwise advised) as they maintain a strong working relationship with this reputable company. Lift Engineer (Otis Lifts) The lift engineer will be involved at this stage to provide a detailed, workable solution for a roomless elevator within the development, before implementing this design at the construction phase on a separate invoice. Otis lifts will be used as the global reputation is positive and they have the proven capability to deal with a project of this size. Fire Engineer The fire engineer will determine specifications for the design to be fire resistant, in accordance with building regulations part B – Fire Safety. The advice of the fire engineers will be heeded by HTK to help ensure a quality, safe design proposal. Structural Engineer The role of the structural engineer within this project will be to assist HTK in realising the technical aspect of the design, carrying out structural calculations that allow for a safe structural environment. Environmental Consultant An additional environmental consultant will be employed to ensure that the building meets HTK’s high level of environmental awareness, the consultant will consider energy requirements for the building set out by HTK’s energy assessor, and consider how the impact on the environment can be minimised by employing renewable energy sources.
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0.3 Planning Application The Planning Application process is likely to cost £385.00 GBP When requesting planning permission, in this design it is key to understand that the sheltered housing scheme being applied for is part of Halsall Lloyd Partnership’s redevelopment scheme, and therefore the design should fit in with their visions to create the most successful overall scheme possible. Prior to the submission of a planning application form, it will be imperative to consider the Building Regulations approved documents. • ‘Approved Document A’, relating to structural safety will be adhered to with HTK staff in cooperation with Structural Engineer consultants. It will be HTK’s responsibility to conform to this guidance. The ground conditions; concerning the state of the substrate conditions, primary structure (in accordance with BS EN 1993-1-1: 2005, steel structures) and further to this the thickness of the actual walls. This may relate to physical locations and corresponding weather conditions (BS EN 8103-1:2011 relates to the design of low-level building structures). • Of particular importance is ‘Approved Document B’, which relates to fire safety. To ensure that the criteria for this section of planning is successfully managed, a Fire Engineer has been employed by HTK. The Fire Engineer will be employed from IFE (The Institute of Fire Engineers) whom will assess hazards and suggest direct improvements in design. • HTK employees are familiar with dealing with ‘Approved Document E’ - Resistance to sound. This is a very relevant section for this design, in the context of a sheltered housing situation, there will need to be insulation between group areas and accommodation. It will therefore be necessary to include certain sound insulation products in the specification. • ‘Approved Documents F and J’ (Heating and Ventilation) are dealt with by HTK in conjunction with the Heating and Ventilation engineers. It will be the engineers job to ensure ideal conditions are created for the inhabitants. Calculations for room volume will be carried out in order to work out the heat output required, and air changes required; this will create an equipment specification to fulfil requirements. • ‘Approved Documents G and H’ (Water & Drainage), are to be fulfilled by in-house drainage specialists, the waste is to be carefully dealt with to help with the building’s environmental values. This will be solved in partnership with HTK’s usual environmental consultants, whom will also be required in dealing with Part L - Conservation of fuel and power. It may be decided to use a method of renewable energy etc. • ‘Approved Document P’ in relation to electrical safety (BS EN 7671:2008), will be a combination of HTK in-house staff and consultation with the Electrical Engineer.
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To apply for Planning Permission, follow the guide below: Fill in your details in the applicant name and address. Agent name and Address also to be filled out. The agent shall be either ourselves as HTK or the chosen Project Manager A description of the proposal i.e. Residential - sheltered accommodation for the use of the elderly. (To be warden aided) This application follows the first phase (demolition) and therefore a change of use planning application should have begun, however this is not a retrospective planning application, therefore tick no in the following boxes.
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Next, for point 4, enter the Lenton Flats address detail, with no requirement for a grid reference Although this scheme is part of a city development plan, this does not qualify as preapplication advice, therefore tick no in the pre-application advice box, and move to the next section. Tick no in all box 6 options, as a site access is already present For waste storage and collection, an area has been designated for the storage of waste, so tick ‘yes’ here. In details mention a concealed unit for the storage of waste bins and detail the fact that this area has vehicular access. Answer section 8 as appropriate.
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The ‘materials’ section of the planning application shall be filled out as per tthe specification (as yet undecided). The client will be advised as to the wording of this section. Providing full details will increase the chances of the planning application being awarded. Parking will be for the use of visitors, and the wardens, plus additional service persons, and is likely to be in the region of 15 car space, and a light goods vehicle space for daily deliveries. This will be clearly specified by HTK after the initial design phase.
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Foul sewage is to be disposed of via the nearby mains sewer, as already in place. Tick the ‘yes’ box indicating a connection to the existing drainage system. Drawing references will be provided when available for the existing drainage system Flood risk is not applicable in this area. Tick ‘No’to all boxes, then check soakaway, which will be created on the site. Post-survey you will be able to answer section 13, it is likely given the previous use of the site, you will need to check the ‘No’ box to all of the options in this section.
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In stage 14 - Existing Use, describe the plot of land in place, and check ‘Yes’ for vacancy. Then in the next box describe the previous Lenton Flats that were demolished, and the date residents were removed. Select ‘No’ for the following three boxes concerning contamination. In section 15, tick the appropriate box, which is as yet unknown. The following box should be answered ‘Yes’ with a full site plan and survey provided. Section 16 regarding trade waste, should be answered, ‘No’.
In respect to section 17 of the planning process, tick ‘Yes’ in the first box. Then tick sheltered housing, with 4+ bedrooms under proposed housing. No need to enter any information under existing housing, as planning has been granted for the demolition. 10
Section 18 can be dealt with by answering ‘No’ in the first box. Then answer C2 with the total number of rooms proposed. Skip to section 19 after this. Section 19, enter proposed employees, for the number of full time employees required in the small sheltered housing, as set out by yourselves in the design brief. Section 20 can be answered by placing the proposed visiting hours in the boxes provided. Section 21, enter the site area, as determined by the site survey.
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Section 22 may be left blank after having ticked the box ‘No’ for a waste management development. Section 23 must also have the box checked; ‘No’ with regards to any of the elements being stored on site.
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ď ś Neither of the following two pages are applicable (in relation to a site’s agricultural past)
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The final page is a declaration of application for planning permission. They should be filled out in full with your, and your agents details. The last section, section 29, should be filled out as follows: The site can be seen from a public road, so the first box should be ticked ‘Yes’. They should contact the ‘Applicant’ (yourselves) for a viewing of the site, and that is the form completed.
Please note; the forms may be filled out in the shape of an online application or hand written. The hand written must be in block capitals,and black ink. It should be clearly legible. For further details on the submission of the filling out of the planning application please visit the council’s website for ‘Nottinghamshire County Councils Guidance Notes’ that provide more notes on this process. The councils website advises this stage to take up to 8 weeks, therefore, to fill out, send off and recieve the application, ten weeks have been allowed in the programme of works. 14
0.4 Schedule of Works HTK Architects will provide the client with 9 number of working drawings for this building, and 9 number of types of details & components. Any further drawing requirements will incur additional cost to the client. The Drawings to be provided are as follows: Survey Drawings Feasibility Proposals (For Client only) Plans of all floors Roof Plan Elevations (from all aspects) General Sections Drainage Drawings Electrical Layout Drawings Primary Structure Layout The Detailed Drawings to Be provided are: Ventilation Strategy Stairwell Drawings Fire Escape Details Component Drawings (applicable to design) Window Details Door Details Eaves Details Floor Details Ceiling Details At HTK we have a stringent quality checking (QC) process, which enables the best possible accuracy in all documents leaving the office. This is in line with BS EN ISO 9001:2000 Quality Management Systems. A brief example would be one member of the team would draw up a detail, this would then be checked (usually by a supervising team member) before being approved, or suggested alterations, and then this would, once correct go into the document of drawings, see fig below. As a ‘medium sized practice’ with between 11 and 49 members, HTK is obligated to use the RIBA QM Toolkit. The toolkit involves forms that may be used by architects and consultants to aid in the 15
process of eliminating mistakes in the design process. The forms are electronic forms in MS Word format in order to ensure that they can be used universally.
Below is a preview of the programme timeline, a full version of which can be viewed in appendices of this document.
Failure of HTK to adhere to the timings of this programme (with significant external influence) will result in a penalty fee for the practice, and as such will be avoided unless advised it is acceptable by the client.
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Health and Safety File Content As mentioned within the cover letter to this fee bid, HTK will create a full Risk Assessment and Health and Safety sheet. This comprehensive guide to minimising injury within the building shall take the following format: 1. Previous Health and Safety information will be uncovered in relation to the site, this will determine such things as probable materials to find during excavation, ground conditions etc. 2. Details of a representative of Nottingham City Council, along with other professionals involved are to be held on file. 3. Pre-tender construction information, with full risk assessment in relation to materials (also used for the planning permission stage) 4. Construction methods to be used and including possible scenarios these involve. 5. Load capacities, and risks associated with reaching beyond this limit. 6. The way to maintain features of the build, including risks associated with its maintenance.
Community Consultation HTK is committed to creating responsible design solutions for all parties affected. It has been decided that the community consultation (necessary in this project) will take two formats. The first of which is a renting of a segment of the Lenton Centre (a suitable place for the catchment of local residents with its gym facilities etc.) within which there will proposals as visuals, where people can vote for their favourite, with a small feedback comments box for their opinions. There is to be a period, within a client meeting to relay this feedback, at which stage it will be up to the client as to whether s/he wishes to adhere to some of these points and suggestions, or continue as planned. In any case, time is factored in the process for further changes after this second client meeting. The second community consultation will be more formative (i.e. this is what will be happening in your local area) with images (not plans) of the proposed building. This is to assist in avoiding objections at the planning stages which are to shortly follow.
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0.5 Concept Design
The Client by this stage will have looked at the company portfolio, and as such is familiar with the ability of HTK to work in a professional manner to produce results required. The first stage of inception for these projects is Concept design. Concept design (standard procedure within the HTK practice) will follow the initial meeting with the client. In the initial two weeks, after a meeting with the client, a written brief will be developed by HTK, and the document sent to the client for improvements and amendments until a suitable brief is found - this is subject to change throughout the design process. Within this HTK will create a written summary of the infrastructure required for the building’s use (in this case a residential project to replace Lenton Flats, for which there is now an available site post demolition) It is important for HTK to regard the view of Halsall Lloyd Partnership in this instance, with one of their principal aims of increasing energy efficiency - which will increase the longevity of any building created. The team of designers will meet to formulate an initial design and this will ground the project. This starting point will be a number of possible approaches to the project (as used in the community consultation previously described) and put forward to the client for feedback. HTK will also be influenced at this stage by the planning consultant whom will provide advice based upon experience and training as to how best achieve planning permission, to try and avoid a lengthy planning application process. This is also known as a feasibility study. This feedback will be verbally communicated by the client, and once more written documentation is to be produced by HTK. As a summary of the design processes taken thus far (at the end of this stage) a project book is to be created by HTK which will step by step show changes of the design, and document clearly the client feedback within this such as minutes of meetings. Minutes of meetings are required to take the format 1.1 etc. and to be dated with a list of those present at each meeting. To Summarise The document at this stage will include: Site Maps (local and in context of the city) Survey Findings Written Brief - including notes where relates directly to client comments Client aims (a brief hierarchy of importance for the design) Initial Designs Graphics for community communication Written summary of infrastructure requirements Notes from Planning Consultant (Feasibility Study) Copies of written communication between Client and HTK 18
0.6 Developed Design
This stage will commence following a meeting with the client, and at this stage there should be a community input. This means the first stage of community consultation should have taken place the results of which should be analysed and documented. A lot more consultant input will occur also, as at this stage it is expected that HTK will be following a detailed design brief, and working towards an application for planning permission. To Summarise The document at this stage will also include the following: Suggested input for planning application (for client approval) Results from community consultation (Part I) Alterations through Design Phase (Part II) Alterations post consultant advice (Part III) Produce Drawn Details and Plans in preparation for penultimate client meeting Further Copies of written communication between client and HTK
Please Note: HTK will suggest the document contents for planning permission, however the cost of which is not covered in there fee’s this must be covered by the client.
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0.7 Technical Design The technical design segment of the process will be a conglomeration of both consultants and HTK involvement. Throughout the phases of design an approximate measure of HTK’s involvement is summarised in the table below:
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Professional’s role within the process: Architect The role of the architect is to both create and assist in realising a concept for the design, having attended a client briefing with other members of the HTK team. An associate architect is likely to only become involved when major decisions are required to be made, or when their experience/ knowledge must be drawn upon. Both architects, are to be helped with the architectural assistant whom is capable of drawing up plans, formulating bills of quantities etc, but will have little influence upon the eventual outcome in the design process. Planner The planner will help the scheme in becoming more effective in its urban context. Employed inhouse the planner at HTK will work closely with architects, ensuring that the needs of the client are met. The involvement of a planner is also helpful in creating a more sensitive design, thus receiving better feedback from members of the public when applying for planning permission. Architectural Technologist The AT will assist in the communication of the design, working closely with the contractor to achieve succinct details, that are easily understood by all parties. They will help with much of the more technical aspects of the design process, and will be present in meetings with all structural consultants. Urban Designer The Urban designer will assist in creating a responsive facade with respect to the buildings surrounding area, will fully understand the requirements of both client and local population in Lenton, and what they require from the building. The urban designer will also help to reduce impact on land prices around the site, as this would be detrimental to both client and site neighbours. Graphic Designer The Graphic designers job will be two fold. The first is in communicating the design visually to members of Nottingham City Council, and the second of which is to communicate the design through visual boards, leaflets etc. to members of the public. This will include materials for an event, where HTK will consult with local residents about their feelings for the future of the site. (This will help avoid BANANA’s and NIMBY’s (as previously described). Please Note: Should the amount of time required for the project require significant further involvement by HTK’s team, due to changes in the design by the Client, HTK will ask that Nottingham City Council cover the additional charges.
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Tender Document Signing Procedure for HTK By this stage a Client should have been provided with all of the following by HTK: Written Brief A complete set of DWG’s for the Lenton Development A complete correspondence between Client and HTK Consultants advisory documents Design Development Document Planning Application Documents Graphics At this time a tender document will be sent out to various contractors (to be confirmed with client), at which point responses will arrive back to HTK with a deadline set (18 weeks into the procedure).
Please Note: Contractors may wish to have their own independent surveyor inspect the site in order to more accurately calculate a cost, time should be made available for site access.
In order to create a fair environment, all bids to win the work by contracting services will be viewed at one time, and then a decision will be made by the client as to who will win the work, or further negotiating may take place (which can hold up the commencing date significantly). Bids should include a tender sum based on the contractors estimate which will be a sum of plant cost, labour and material cost, and also management fees, overheads and profit margin. Once the document is signed, Contractor and Client will enter an agreement for both payment and workmanship - this varies across different methods of payment, and HTK cannot be responsible for payment issues. After this point HTK’s Clerk of Works may be employed to ‘snag’ the building work and ensure good build quality is maintained on site at all times (for an additional Sum).
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0.8 Appendices 0.81 – Programme Timeline
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0.82 - CV
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0.9 Acknowledgements http://www.jtp.co.uk/public/uploads/images/lenton_flats_site_boundary_web.jpg http://www.architecture.com/Files/MembersOnly/QMToolkit/Guidance.pdf www.nottinghamshire.gov.uk ‘Managing the Building Design Process’ by Gavin Tunstall ‘Estimating and Tendering for Building Work’ by R C Smith
1.0 Glossary of Terms AT - Architectural Technologist, a specialist in drawing of building elements, and the more technical side of the architectural process BANANA - Build Absolutely Nothing Anywhere Near Anything CIAT - Chartered Institute of Architectural Technologist DWG - A drawing format standing for ‘drawing’, also used as an abbreviation for drawings in general - could be a hard copy. HTK - Heuvel, Tunstall and Kruczkowski Architects Practice IFE - Institute of Fire Engineers NIMBY - Not In My Back Yard QA – Quality Assurance, the process used to ensure a high standard of work is produced within the practice at all times. QM - Quality Management, the term which defines consistent quality within an organisation. RIBA - Royal Institute of British Architects 26
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