TABLE OF CONTENT 1.0 Preliminary
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2.0 Introduction 2.1 Company Profile 2.2 Project Background 2.3 Goal and Objectives 2.4 Key and Location Plan
8
3.0 Project Organisation Structure
10
5
9 9
4.0 Team Members of Project 4.1 Architect 4.2 Quantity Surveyor 4.3 Civil & Structural Engineer 4.4 Mechanical & Electrical Engineer 4.5 Land Surveyor
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5.0 Stakeholders
21
6.0 Implementation Phase 6.1 Inception Phase 6.2 Schematic Design Phase 6.3 Design Development Phase 6.4 Contract Documentation Phase 6.5 Contract Administration 6.6 Final Completion 7.0 Implementation and Measuring Tools 8.0 Monitoring Tools, Strategies & Management Techniques 8.1 Project Timeline 8.2 Project Progress Control 8.3 Site Inspection 8.4 Status of Defect 8.5 Site Progress Meeting 8.6 Submission of Material for Approval 8.7 Request for Information
13 16 17 19
23 25 26 32 40 45 60
66
68 69 70 71 72 73 73
9.0 Risk and Solution
74
10.0 Procurement
76
11.0 Success Criteria
78
12.0 Conclusion
80
13.0 References
81
1.0 Preliminary
1.0 Preliminary This project introduces students to the definition of project management by working on a model of a project as a case study. The students will be introduced to the roles of a project manager, client, project teams that consist of consultants in various fields and other stakeholders involved in a project life cycle. The objectives of this project is to allow the students to better comprehend the application of techniques in the control and management of project resources, the basic phases of project management as well as roles and responsibilities of the different consultants in the construction industry. By using of "Success Criteria" in evaluating a project, students will learn how to identify project objectives and goals while understanding the implementation strategies to achieve a satisfactory project completion. We would like to extend our sincere gratitude and appreciation towards Asas Reka Architects (ARA) for providing us detail informations regarding of the project which allow us to conduct our research and studies with abundant provision of required documents for this case study. Furthermore, we would also like to thank Ar. Sateerah for guiding us throughout this project, enlightening us on the aspects to improve with much patience. Last but not least, our very own team member who worked together to complete the project.
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2.0 Introduction
2.1 Company ProďŹ le
Diagram 2.1.1: Asas Reka Arkitek Sdn. Bhd. company logo
The company is registered with the Board of Architects Malaysia as an Architectural Consultancy Practice since 1994 and incorporated the practice in 2011 as Asas Reka Arkitek Sdn. Bhd. The word ASAS REKA is derived from the Malay words of 'Asas', which means 'foundation or principal'; and 'Reka', translated into 'create or design'. When combined, Asas Reka means the 'foundation of creation'. Asas Reka is specialised in huge range of projects from housing to service building, especially in medical center, education buildings, public amenities, and large commercial complexes. ARA is celebrating 25th year of establishment since 1994. Ar. Siti Norlina Abdul Malik is the head of company/ managing director, who had the qualification of B.Arch (Strathclyde), LAM, PAM, MIID. The team consist of 23 staff working for Asas Reka Arkitek, dedicated to enhance the built environment with high quality and aesthetically pleasing design.
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2.0 Introduction
2.1.1 About the Firm Asas Reka Architects Founded by Ar.Siti Norlina Abdul Malik in year 1994, the firm has grown into a team of 23 in 2019. Asas Reka Arkitek practices partnership which refers to partners owning the firm and have full responsibility to all debts and obligations related to the business. Their mission is to strive to add value to client’s life and business by creating and realising a sustainable built environment through their superior architectural services. Secondly the company’s goal is to enhance the built environment with high quality and aesthetically pleasing design and spaces while exceeding their client’s needs in the most cost effective manner. Asas Reka Arkitek Sdn. Bhd. are certified as ISO 9001:2015. Asas Reka Arkitek Sdn. Bhd. has established the Quality Policy that is appropriate to the purpose of their services. Their policies are: 1. 2. 3. 4. 5.
Strives to add value to clients’ satisfaction and business by creating and realising a sustainable built environment through their superior architectural service. Commitment to comply with client requirements, statutory and regulatory requirements, ISO 9001:2015 and continually improve the effectiveness of the Quality Management System. Provides a framework for establishing and reviewing Quality Objectives. Clearly communicated and understood by the employees. Reviewed for continuing suitability.
The staff here demonstrate strong supporting spirit who provides constant assistance to each other regardless of work or life. The aim has always been solving problems together and meeting deadlines which requires firm commitment between the members. Core services provided by Asas Reka Architects: 1. 2. 3. 4. 5. 6.
Specialised in Hospital / Medical Center projects Specialised in Public Amenities Specialised in Commercial Center Specialised in Education Center Residential consultancy Special Structures e.g. aircraft hanger, bunker, telecommunication building and etc.
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2.0 Introduction
2.1.2 Firm Organisation Structure
Diagram 2.1.2.1: Company hierarchy
7
2.0 Introduction
2.2 Project Background
Project Name: Multi-storey Car Park Building Project Function: Multi-storey Car Park and Commercial Project Location: Lingkaran Gemilang Satu, Precinct 4, Putrajaya Project Scale: 342,000sqft. Project Budget: RM30mil Project Duration: 36 month Client : Perbadanan Putrajaya Putrajaya is a planned city, located south of Kuala Lumpur, that serves as the federal administrative centre of Malaysia. As the Federal Administrative Centre, Putrajaya is to be a ‘City In Garden’. Putrajaya will be a city typifies the concept of a holistic and sustainable development, the creation of a city that would balance the needs of a vibrant, urban economy with the needs of a grouping population, and at the same time incorporating an environment that would ensure the best services and quality of the people. The comprehensive Putrajaya Masterplan and Urban Design Guidelines have been prepared to define and co-ordinate the land use allocation and spatial distribution. It is very definitive in the creation and use of an effective and extensive network of facilities to link and integrate all the Government precinct to the Cultural, Commercial and Residential Precincts of the new centre. The facilities identified in the Masterplan and Urban Design Guidelines for the Government Precinct include a major garden on the central hill - Taman Putra Perdana - and the Botanical Gardens located at the edge of the Wetlands Lake, north of the Prime Minister's Office and in close proximity to the various government institutions. The site is owned by Federal Land Commissioner (Pesuruhjaya Tanah Persekutuan). The total land area for proposed area is 2.64 acres, located at Precinct 4, Putrajaya. The proposed multi-storey carpark would celebrate the concept of the Putrajaya city to cater their citizens with public amenities. Especially targeting the staff in the Ministry of Women Family and Community Development.
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2.0 Introduction
2.3 Goal and Objectives Goal: The goal of this proposal is to develop a bus depot to provide comfortable public facilities for Perbadanan Putrajaya. Objectives: i. To provide an appropriate car park for users nearby. ii. To minimize the effects of on street parking on road safety and congestion. iii. To reduce dependence on the car, particularly in town center. iv. To help maintain the vitality of town centers and to minimize out of town developments
2.4 Key and Location Plan
Proposed Site
Diagram 2.4.1: Proposed Key Plan
Diagram 2.4.2: Proposed Location Plan
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3.0 Project Organisation Structure
3.0 Project Organisation Structure
CLIENT (Perbadanan Putrajaya)
ARCHITECT (Asas Reka Architect)
C&S ENGINEER (Perunding Karisma)
PLANNER (Urban Scale)
QUANTITY SURVEYOR (Jurukur Bahan Maju Bina)
M&E ENGINEER (Perunding IRMZ)
CONTRACTOR (Faqua Build Sdn. Bhd.)
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3.0 Project Organisation Structure
Contractor Organisation Chart
`
Azizy Bin Mohd Idris CEO
OFFICE SITE Syukri Bin Mohamed Project Manager
Raymond Seet C&S Engineer
Yusof Bin Sungit M&E Engineer
Siti Azlina CAD Officer
Hafiza Binti Dahuri QS
Maj. Bhagat Ram SHO
Isyazille BIn Ismail AQS
Michael Safety Supervisor
T.B.A Architect Supervisor
Mohd Zaki & Ah Low C&S Supervisor
Salleh Zaini Site Agent
Vincent Tham Site Coordinator
Abd. Rani Dahlan M&E Supervisor
Mohd Sufri IBS Supervisor
Subcontractor
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3.0 Project Organisation Structure
Client Organisation Chart
Ir. Hj. Mohd Ridzwan K. Othman Pengarah Jabatan Pembangunan Bandar Perbadanan Representative (PR)
`
Ir. Hj. Razali Jarmin Timbalan Pengarah Kanan Bahagian Bangunan Perbadanan Representative Assistant (APR)
ARCHITECTURE
C&S ENGINEER
M&E ENGINEER
QUANTITY SURVEYOR
Ar. Sateerah Hassan Ketua Penolong Pengarah Arkitek
Megat Ahmad Tarmizi Ketua Penolong Pengarah Jurutera Awam
Mohd Suzilan Sahak Penolong Pengarah kanan Jurutera Elektrik
Sr. Hj. Roslan Mohd Tawi Timbalan Pengarah kanan Bahagian Kontrak & Ukur Bahan
Harisfazila Ahmad Penolong Pengarah kanan Arkitek
Mohd Akmal Salleh Penolong Pengarah Jurutera Awam
Hafiz Shamsulhuda Penolong Pengarah Jurutera Mekanikal
Rodziah Ismail Ketua Penolong Pengarah QS
Md. Fuad Jamaluddin Penolong Pegawai Senibina
Hj. Roslan Ramlee Penolong Jurutera Kanan
Mohd Ferdaus Mohamed Penolong Jurutera
Rodziah Bujang Penolong Pengarah Kanan QS
Saiful Azhar Saubiran Juruteknik Senibina
Mazian Mad Rejab Pembantu Teknik 12
4.0 Team Members of Project
4.1 Architect 4.1.1 Basic Role Architect is a person appointed by the client, who develops a facility as per the design concept and the requirements specified by the client. An architect both artistic and functional mind for the design of structures. Once an architect is approached by a client or a sponsor, he calls a meeting to know the needs and the wants of the construction work or project. Then he start to design an edifice that satisfies the client, but the process may be repeated several times in order to find the exact point of convergence between what the client wants and the architect’s creation.
4.1.2 Types of Service The architectural consultancy practice shall provide any or all of the following types of services: a. Basic Services b. Supplementary Services c. Additional Services
4.1.3 Supplementary Services a. b. c. d.
e.
f. g. h.
i.
Ascertaining the client’s objectives, brief and constraints for the project and advising the client on how to achieve the objectives Inspecting and advising the client on the selection and suitability of proposed sites, and conducting or taking part in negotiations connected therewith Preparing and refining the brief in consultation with the client and interpreting the client’s objectives to arrive at an agreed brief for the project Preparing an outline project plan which may include a preliminary estimate of construction costs, a preliminary project planning and implementation schedule, a preliminary cash flow projection and a resource plan Preparing a master plan for housing development or other schemes, including preliminary layout plans, for discussion with the relevant approving authorities that leads to the preparation of detailed development plans based on the layout plans as approved by the relevant approved by the relevant approving authority to enable the project to be implemented Preparing the drawings for sale and purchase agreements, where relevant Certifying and issuing certificates of stage completion under the sale and purchase agreement between the client and the purchasers Providing interior design services, including preparing sketch layouts, working and construction drawings, detailed and tender documents, managing the contract, supervising the works during the stages of implementation, issuing certificates of payment and accepting on behalf of the client such works upon its completion. Designing graphics and signage in connection with the project and providing all the necessary services for their execution 13
4.0 Team Members of Project
4.1.4 Basic Services Schematic Design Phase ( Phase 1 )
a. b. c. d. e.
Design Development Phase ( Phase 2 )
a. b. c. d.
Contract Documentation Phase ( Phase 3 )
a.
b. c. d. e. f.
Taking the client’ instructions and analysing the project brief Preparing preliminary conceptual sketch proposals to interpret the project brief Developing the preliminary conceptual sketch proposals into sketch design to a stage sufficient to enable an application to be made for planning approval or approval Preparing preliminary estimates of the probable construction cost costs based on the current area, volume or other unit costs Where applicable, preparing and submitting drawings and other necessary documents to the relevant approving authorities for either town planning approval Upon approval of the sketch design by either the relevant approving authority or the client, developing schematic design drawings to stage to enable other consultants to commence their detailed design work Preparing working drawings and submitting the same together with all the necessary particulars to the relevant approving authorities to obtain building approval Updating the preliminary estimates of construction costs and submitting the same to the client for his approval Updating the project planning and implementation schedule and submitting the same to the client for his approval Upon approval by the client of the updated preliminary estimates of construction costs and the project planning and implementation schedule, preparing and finalizing detailed drawings and other particulars necessary to the stage of completion sufficient to enable bills of quantities to be prepared In collaboration with other consultants, preparing all documents necessary for obtaining competitive tenders for the works Inviting, on behalf of the client, tenders for the works or collaborating with other consultants engaged by the client to do so Evaluating the results of the tenders and submitting a report and recommendation to the client Awarding the contract on behalf of the client Preparing the building contract documents, either alone or in collaboration with other consultants appointed by the client, fo signature between the client and the contractor
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4.0 Team Members of Project Contract Implementation and Management Phase ( Phase 4 )
a. b. c. d. e.
Final Completion Phase ( Phase 5 )
a. b. c. d.
Performing all functions and duties of the architectural consultancy practice under the terms and conditions of the building contract Advising the client on the site staff required for the project and estimating the cost and duration of their employment Providing information and issuing instructions to the contractor as required under the terms and conditions of the building contract to enable the contractor to proceed with the works Examining the works programme submitted by the contractor and to be satisfied that the works can reasonably be completed within the contract period Inspecting the works at periodic intervals so as to ensure that the works are being executed in accordance with the building contract and to issue a certificate of practical completion Issuing a certificate of completion and compliance for building after being satisfied that the building is fit and safe for occupancy Certifying as-built drawings and submitting maintenance manuals together with all warranties to the client Issuing a certificate of making good defects after being satisfied that all defects to the building have 'been rectified” Preparing final accounts for the contract and issuing a final certificate of payment to the contractor
4.1.5 Additional Services The additional services that may be provided by the architectural consultancy practice under a separate appointment shall be any or all the following a. Advisory Services b. Survey and Investigation Services c. Planning and Development Services d. Financial Advisory Services e. Exceptional Negotiations or Protracted Involvement Services f. Project Management Consultancy Services g. Miscellaneous Services h. Appointment of Specialist Consultant to Work in Collaboration with Architectural Consultancy Practice
4.1.6 Roles and Responsibility Architects are usually the first that the client approach and let architect to do rest of the work. After knowing the needs and wants of client, architect will start design and prepare for the project once it is approved, the constructions begin, architect is not only the designer but also a spectator and consultant to the project. Architect need to review detailed plan from smaller construction team just to make sure they stay true to the original design and certify that work has been completed in a correct manner. Even the project is done, architect still need to make an “owner’s manual” and recommendations for future maintenance and repairs. The architect bring their creativity and use their responsibility to create wonders for their surroundings and provide a functional space.
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4.0 Team Members of Project
4.2 Quantity Surveyor 4.2.1 Job Scope The appointed Quantity Surveyor of our site is Jurukur Bahan maju Bina Sdn. Bhd. They are involved in both the stages of Pre-Contract and Post-Contract Stage. Their job scope are as follows : During Pre-Contract Stage 1. 2. 3. 4. 5.
Preparation of Feasibility Studies including Cash Flow Preparation of Preliminary Cost Estimates, Cost Plans and Life-cycle Costing Preparation of Bills of Quantities,Tender Documents necessary for calling tenders Pricing the Bills of Quantities for an estimate Evaluation of tender, preparation of cost analysis and tender report
During Post-Contract Stage 1. 2.
3. 4. 5. 6. 7. 8. 9.
10.
Preparation of Contract Documents Preparation of Tender Documents, Tender Estimates, Tender Reports and Contract Documents for works allowed under Prime Cost and provisional Sums other than those under the charge of Mechanical and Electrical Consultants Valuation of Works in progress and preparation of certificates for Interim Valuation/ Claims Measurement, valuation of variation works and preparation of all related documents for Variation of Work other than those under the charge of mechanical and Electrical Consultant Preparation and settlement of contractual claims Advise on cost control system and preparation of report on anticipated final cost Preparation and settlement of Final Account Preparation of Final Costs for Contracts based on Provisional Bills of Quantities Remeasurement of the whole part of the works due to either replanning of internal layout arising from a change of use or repositioning of the building if remeasurement is required and redesign of structural element in the works Financial and Technical Project Audit
4.2.2 Roles and Responsibilities Quantity surveyor is highly trained professionals in delivering an expert advice and guidance on construction project cost. He or she helps to ensure that the construction project is completed within its projected budget. He or she deals with managing and estimating the construction costs to ensure value for money, while meeting the required building standards and quality at the same time.
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4.0 Team Members of Project
4.3 Civil & Structural Engineer The role of the civil & structural engineer is a key component in the construction process. Part of the wide discipline of civil & structural engineering, C&S engineer is concerned with the design and physical integrity of buildings and other large structures, like tunnels and bridges. Unlike architects, who must focus on the appearance, shape, size and use of the building, C&S engineers must solve technical problems in projects such as building bridges, expressways, high-rise buildings and more and help the architect achieve his or her vision for the project. C&S engineers have wide range of responsibilities - not least a duty to design, inspect, and evaluate the safety and durability of the project on which they are working. C&S engineers must have a strong grasp of physics, three-dimensional conceptual skills and creative problem solving. Outside of an ability to apply principles of mechanics, mathematics and physics to construct safe, sustainable buildings, the roles and responsibilities of structural engineers include: Design: Many C&S engineers deal primarily in the design of structures - calculating the loads and stresses the construction will have to safely withstand. C&S engineers should be able to factor in the different qualities and strengths delivered by a range of building materials, and understand how to incorporate support beams, columns and foundations. Investigation: Before work can begin, structural engineers are involved in the investigation and survey of build sites to determine the suitability of the earth for the requirements of the upcoming project. Communication: C&S engineers will be required to co-ordinate and consult with other members of their projects, including engineers, environmental scientists, architects and landscape architects. They may also be required to assist government bodies in their own inspections relating to the project.
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4.0 Team Members of Project
4.3.1 Roles and Responsibilities Scope of services provided by C&S are as following : Civil & Structural Engineering To provide C&S Consultancy Services for the buildings in the development, but not limited to the following: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13.
Foundation system. Underground structures, basement and sub-basement. Reinforced concrete. Flooring structure. Prefabricated and prestressed structures. Proprietary standard beams, column, wall and trusses. Portal frames and space frames. Steel structure and connections. Other structures of conventional design. Ancillary structure (surau, substation, refuse chamber, etc.) Vehicular and pedestrian bridges. Temporary structures as required. Coordination works with other disciplines (M&E works, Landscape works, IT works, etc.)
Civil and Engineering Infrastructure To provide C&S Consultancy Services for the external infrastructure works in the development, but not limited to the following: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13.
Earthworks, site clearing and bulk handling. Retaining wall and embankments including slope treatments. Preparation of Building Platform level. Major irrigation, retention pond and drainage structure system. Access Road and internal road for vehicular and pedestrian leading to the Project. Water reticulation network and services. Sewerage system (include wastewater treatment plant) and water tunnels. Subsoil drainage and turfing. Pumping station (if applicable). Underground structure (if applicable). Road pavement, drainage, finishes, furniture and etc. Temporary infrastructure as required including but not limited to slit traps, silt fences, temporary drainage, etc. Liaison with relevant Authorities for obtaining necessary approvals.
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4.0 Team Members of Project
4.4 Mechanical & Electrical Engineer Mechanical and electrical engineers are responsible for the mechanical or electrical components of different services in the building such as elevators, air-conditioning, gas and water supply and more. Mechanical systems can include elements of infrastructure, plant and machinery, tool and components, heating and ventilation and so on. Electrical systems might include, power supply and distribution, telecommunications, computing instrumentation, control systems and so on. M&E engineer ensure that buildings are equipped with relevant services with a safety operating system from the stage of installation to testing, operation, maintenance and repair. Basically, M&E engineers are the fundamental requirements of modern construction projects, they will make a huge difference to the expected construction projects. M&E engineer in this project is Perunding IRMZ. Their job of scope is to provide M&E Consultancy Services for the buildings in the development are : ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ●
The lighting, power and electrical distribution system and landscape lighting The air-conditioning and mechanical ventilation system The fire-fighting and prevention system Consideration of use of Green Technology The stage system in particular the stage lighting system the stage PA (public address system), and the stage curtain and mechanism The hot and cold water system The gas distribution system The telephone distribution and Intercommunication system The lighting protection system The electrical substation The public address system, personnel location and call system The radio and television system, MATV system The security management system including card access and CCTV The lift, hoist and escalator The standby generator The soil and waste water piping system The plumbing system within the building The pumping installation within the building The integrated building management system
4.4.1 Roles and Responsibility M&E engineers are responsible for all the functional characteristics of a building that take it from being an empty shell to a comfortable living space. In their work, they need to consider: health and safety features, such as emergency procedures and security; sustainability; and cost effectiveness. M&E engineering projects can vary from designing the air filtration system in a forensic lab to engineering the flood lights in a sports stadium. In short, M&E engineers are responsible for ensuring that the electrical, mechanical and telecoms aspects of new buildings perform effectively and efficiently. 19
4.0 Team Members of Project
4.5 Land Surveyor A Land Surveyor is one of the first few consultant client or architect to make contact with; to measure and determine the property boundaries. Surveyor also provide relevant data like the perimeter, contour of land, location, and dimensions of the land or the land features on. Then, the earth’s surface for engineering, land evaluation and placement of roads were studied, examined, and evaluated by surveyor before the actual construction take part. In this project, the assigned Land Surveyor is Jurukur Budiman.
4.5.1 Job Scope The land surveyor provides professional services in land surveying and consultancy in land development. Types of services provided are, engineering survey on the placement of roads, water pipeline, sewer connections, drainage, electricity transmission line, retaining walls and buildings nearby. Land surveyor also provide construction services on setting out survey on earthwork, buildings and infrastructures.
4.5.2 Roles and Responsibilities ●
Confirm and establish legal boundaries for properties, based on legal deeds and titles.
●
Record the results of surveys, including the perimeter shape, contour, location, elevation, and dimensions of land or land features, and calculate the required site information.
●
Search legal records, survey records, and land titles in order to obtain information about property boundaries in areas to be surveyed.
●
Keep a good maintenance on surveying instruments in order to maintain their accuracy.
●
Determine boundaries in survey areas, using theodolites, transits, levels, and satellite-based global positioning systems (GPS).
●
Survey on water bodies to determine navigable channels and securing datas for breakwaters, piers, and other marine structures. (Naval Construction)
●
Coordinate and report all the findings result with other engineers, architects, clients, and other project consultants.
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5.0 Stakeholders of Project
5.0 Stakeholders Stakeholders are parties or individuals that are prone to impact the or get affected by throughout the course or the completion of the project. In the development of Kompleks Letak Kereta Perbadanan Putrajaya, i. The Key Stakeholder The Client automatically becomes the Key Stakeholder of the project and has the highest influence on the project outcome.
ii.
Stakeholder Type
Position
Company Name
Impact
Key Stakeholder
Client
Perbadanan Putrajaya
High
Internal & External Stakeholders The Consultants and Contractors appointed by the client would also have a moderate amount of impact on the outcome of the project. These members that are running the project are the internal stakeholders of the project whereby the outcome of the project are able to be directly influenced by them .They would also high liability when issues occur to the project as they are the ones running the project. Internal Stakeholder
Position
Company Name
Impact
Consultants
Architect
Asas Reka Architect
Medium
C&S Engineer
Perunding KARISMA
Medium
M&E Engineer
Perunding IRMZ
Medium
Quantity Surveyor
Juruukur Bahan Maju Bina Sdn. Bhd.
Medium
Soil Investigator
Kumpulan IKRAM
Medium
Environmental Consultant
AK Environment Management Services
Medium
Main Contractor
Faqua Build Sdn.Bhd.
Medium
Contractor
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5.0 Stakeholders of Project
The External Stakeholders in this project consist of mainly the Authority and the Public. External stakeholders are usually indirectly affected by the project. The impact of external stakeholder varies in different level due to the authorisation level of different parties involved. But due to the nature of this project, the Client of the project is from the same company as the City Council and the Town Planning Department. Therefore, they too have a high influence and impact on the project outcome.
External Stakeholder
Position
Company Name
Impact
Authority
City Council
Perbadanan Putrajaya
High
Board of Architects
Lembaga Arkitek Malaysia
High
Town Planning Department
Perbadanan Putrajaya
High
Electrical Supply
TNB
Medium
Sewerage
IWK
Medium
Water Supply
SYABAS
Medium
Fire Fighting Department
JBPM Putrajaya
Medium
Public Transportation
PAPSB
Medium
Telecommunication
Telekom Malaysia Berhad
Medium
Postage
POS Malaysia
Medium
Gas District Cooling
Holding Sdn. Bhd.
Medium
Pedestrian
-
Low
Public
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6.0 Implementation Phases
6.0 Implementation Phase According to Lembaga Arkitek Malaysia (LAM), any Architectural Consultancy Practice (ACP) should provide the minimum basic services which include these five implementation phases: 1. Schematic Design Phase 2. Design Development Phase 3. Contract Documentation Phase 4. Contract Administration Phase 5. Final Completion Phase In this project, Asas Reka Arkitek provides complete basic architectural services to client by covering all five implementation phases, together with other consultant teams. The overall job of scopes of each phase are elaborated as follow:
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6.0 Implementation Phases
6.1 Inception Phase Inception phase is the first phase of the project where the client establish the basic requirements, cost range and the overall time table for the project. The architect will be appointed at this stage, which is when the Memorandum of Agreement (MOA) is given to the architect.
Diagram 6.1.1: Memorandum of Agreement
Asas Reka Architects was appointed by the Client, Perbadanan Putrajaya in this project as the Consulting Architect for the project. The Memorandum of Agreement (MOA) includes the conditions of agreement for professional services and schedule of fees. After Asas Reka Architects was appointed as the consulting architect, site visit was carried out and the client’s brief for the project was continued to be refined. Starting from this stage of the project, Asas Reka Architect is responsible for creating an overall project planning and implementation schedule for the project the estimated amount of time that is allocated for each phase before the deadline that was set by the client, in order to have a clear outline of to how the project will run.
Diagram 6.1.4: Letter of approval from Perbadanan Putrajaya
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6.0 Implementation Phases
6.2 Schematic Design Phase 6.2.1 Appointment of Consultants After the inception phase, Asas Reka Architects has appointed the Urban Scale Studio Sdn. Bhd. as the planner for the project. Jurukur bahan Maju Bina was also appointed as the quantity surveyor at this stage by the architects after obtaining the approval from the clients. The letter of recommendation that was sent by Asas Reka Architects, and the letter of approval by Perbadanan Putrajaya are as follows :
Diagram 6.2.1.1: Letter of recommendation from Asas Reka Architects Diagram 6.2.1.2: Letter of approval from Perbadanan Putrajaya
Diagram 6.2.1.3: Letter of Verification from Urban Scale as the appointed planner for the project.
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6.0 Implementation Phases
6.2.2 Design Process As both the consultants are already appointed in the schematic phase, they are responsible for providing advice to the clients and the architect in order for them to have a clearer vision on the constraints that are present in the project that is not yet taken into consideration by the other consultants. Following is the phase where the design of the building is being worked out through a series of studies which include context massing, contextual relevance, estimation of cost, traffic flow and a series of design strategies.
Diagram 6.2.2.1: Site Massing Study.
Diagram 6.2.2.2: Contextual Response for Views to and fro site..
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6.0 Implementation Phases
Diagram 6.2.2.3: Preliminary Cost Estimate
Diagram 6.2.2.4: Site Analysis
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6.0 Implementation Phases
Diagram 6.2.2.5: Design Strategy
After a series of considerations were taken into account, Asas Reka Architects and Urban Scale Sdsn. Bhd. have came up with a preliminary design. The design was refined to the likes of the client regarding the material texture, colour and form of the building by going through a series of meetings.
Diagram 6.2.2.6: Process of Revising the Design
3D models are rendered to allow the client to understand the project easier. Hence, the client would give feedbacks to the architect. Asas Reka Architect then starts to produce drawings for development order submission. Before Design Order submission by the Asas Reka Architect, the Quantity Surveyor, Jurukur Bahan Maju Bina Sdn. Bhd. would provide a basic cost estimation of the overall project on the components of the project. With the completion of a clear design intention attached with the documents stated above, the architect prepares the layout for the planner in preparing the Kebenaran Merancang (Planning Permission) plans for approval from the local authorities – Perbadanan Putrajaya. 29
6.0 Implementation Phases
Diagram 6.2.2.7: Rendered 3D Graphics for Client’s Reference.
Diagram 6.2.2.8 : Proposed Elevation for Client’s Reference
Diagram 6.2.2.9 : Proposed Elevation for Client’s Reference
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6.0 Implementation Phases
6.2.3 Development Order Approval The design development phase commences when Development Order (DO) submission is being approved. Usually DO takes about 3 to 9 months to be approved, depending on the project scale. However, as this is a small-scale project, the Development Order was approved in 3 months time. During this time, Asas Reka Architects started to develop the design to enable other consultant teams to start off their design detailed works. Simultaneously, Asas Reka Architects will also have to update all the necessary drawings to be superseded with other drawings produced by consultant teams.
Diagram 6.2.2.10: Approval document from authority. Kebenaran Merancang.
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6.0 Implementation Phases
6.3 Design Development Phase 6.3.1 Drawings Preparation As the design development is progressing, Asas Reka Architects would constantly revise the drawings with elaborated floor plans, sections, and detailing according to the client’s comments. The elaborated drawings will be updated and forwarded to other consultant teams for further amendment according to their scope of work. The civil & structural engineer, Perunding KARISMA input the infrastructure drawings and the structural plans of the building. Based on Asas Reka Architects and other consultants’ drawings and detailings, the quantity surveyor would draft out an overall cost estimation to tally with the budget given by the client. Once the specifications of the materials were confirmed, the quantity surveyor started to quote the materials and products from respective suppliers for the best price.
32 Diagram 6.3.1: List of preliminary cost estimation by the Quantity Surveyor.
6.0 Implementation Phases
6.3.2 Client’s Approval With the completed drawings and a set of preliminary cost estimation, Ar. Siti conducted a Technical Meeting between the architects and the consultants, which discusses the technicality aspects of the project. Later on as the client is involved in the meeting, Client-Consultant Meeting (CCM) is held between the client and all consultant teams to update the project’s progress and to obtain approval. Aspects from status of design, building plan drawings, and other consultants’ job progress will be discussed during the meeting. Amendments and cost adjustments were modified for agreement between the client and the architect.
33 Diagram 6.3.2 : Technical Meeting - Minutes of Meeting.
6.0 Implementation Phases
6.3.3 Building Plans Submission Upon approval of drawings and specifications from (Developer), the building plan (BP) drawings were ready to be submitted to the local authorities to obtain building approval and permit on safety, as well as to obtain approval regarding rules, regulations, and building codes under the Uniform Building By-Law. This has included the need to submitting the Borang A by the architect as a checklist for drawings in compliance with Uniform Building By-Laws 1984. Different building materiality were highlighted using colour code based on layering and colouring scheme set by local authorities, such as Electronic Submission Standard ESS2-APPENDIX AIII (version 4.0).
Diagram 6.3.3 : Layering and colouring scheme reference from authorities.
34
6.0 Implementation Phases List of drawings were drafted and submitted for Building Plan Submission by the Architect : 1. 2. 3. 4. 5. 6. 7. 8.
Site plan Layout drawings Elevations Sections Drainage installation drawings General structural arrangement drawings Structural detail Fire protection plans
Diagram 6.3.4 : Building Plan Submission - Site Plan
35
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36 Diagram 6.3.5 : Building Plan Submission - Ground Floor Plan
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Diagram 6.3.6 : Building Plan Submission - Elevations
Building services are the systems installed in the buildings to make them comfortable, functional, efficient and safe. The working drawings produced by an M&E engineer are as stated as below: 1. Building control systems 2. Energy distribution 3. Energy supply 4. Escalators and lifts 5. Fire safety, detection and protection 6. Heating, ventilation and air conditioning (HVAC) 7. Lighting (natural and artificial) 8. Lightning protection 9. Security and alarm systems 10. Water, drainage and plumbing (including sustainable urban drainage systems (SUDS) 11. Carbon emissions calculations and reduction
37
6.0 Implementation Phases
In this project, different type of drawings were submitted to different authorities which can be summarized as follows:
38 Diagram 6.3.7 : Development Control Application Submission Procedures by Electronic Submission Standard (version 2.3).
6.0 Implementation Phases
Diagram 6.3.3.6 : One-Stop-Center (OSC) submission checklist.
6.1.3.4 Approval of Building Plan In most of the times, there will be requirements to be complied as the first BP submission to the local authorities. The approval letter further indicates that the tender work begins, and where the contract documentation phase starts.
Diagram 6.3.3.7 : Letter of Building Plan Approval.
39
6.0 Implementation Phases
6.4 Contract Document Phase 6.4.1 Tender Documentation Upon obtaining approval from local authority, Asas Reka Architect proceeded with preparing tender document and drawings. Drawings are the illustrative component of construction documents, whereas specifications are written requirements pertaining to building materials, equipment, and construction systems that outline the standards to be met in the construction of a project. When the construction drawings are complete, the client will have sufficient information to secure contractor bids and obtain the required permits. In this phase, Asas Reka Architect was responsible to ensure that other consultant applied the latest drawings and tally with each other to produce the final tender drawing during CCM meeting. The quantity surveyor, Jurukur Bahan Maju Bina produced a tender document which consists of bill of quantities, accompanied with tender drawings ready for tender. Invitations in the form of contract documents which include tender drawings, bill of quantities and scope of works offered was sent out by Asas Reka Architect. There are few types of tendering process, like Open tender, Selective tender, Negotiate tender and Design and build. In this project, Open tender are selected for tendering process and invitation in the form of contract document were sent out by Asas Reka Architect.
Diagram 6.4.1: Tender Drawing - Cover page
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6.0 Implementation Phases
Diagram 6.4.2 : Tender Drawing - Content page
Diagram 6.4.3: Tender Drawing - Specification of window schedule
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6.0 Implementation Phases
Diagram 6.4.4: Bills of Quantities (BQ)
42
6.0 Implementation Phases
6.4.2 Contract Agreement Contractor that are interested in the project will offer their quotation and submit their priced tender documents and drawing to the client. In this project, Faqua Build was awarded tender as main contractor and will be offered a letter of award indicating date of commencement and completion of work as well as other terms and conditions. Faqua Build was required to pay a tender deposit when collecting the tender documents. This tender deposit from successful tenderer is utilized to sometimes, cover the cost for preparing contract documents. With the contractor selected, the quantity surveyor, Jurukur Bahan Maju Bina from the client side will analyze the contractor quotation based on the initial cost plan and draw a conclusion on the final costing for client reference. Contract documents later will eventually be sign off by the contractors and the client, Perbadanan Putrajaya upon the agreement on the terms and conditions offered to allow the construction phase to be executed.
Diagram 6.4.5 : Letter of Award from Client
Diagram 6.4.6: Acceptance letter for Client
43
6.0 Implementation Phases
6.5 Contract Administration After the contract agreement was signed between Perbadanan Putrajaya and Faqua Build, contract administration stage comes in next. The contract administration phase takes place during construction of the project. The main aim of this phase is to keep track of the construction process in order to optimizes efficiency, effectiveness and economy of the of the construction or relationship described by the contract, balancing expenses against risks and actively managing the client and service provider relationship. It includes proactive management in envisioning future requirements and responds to the circumstances that emerges during the construction phase on site. The contract administration stage can be divided into two phases which are: i.
Pre-commencement of Work (Project Planning) -Assembling Production Information -Initial Project Meeting -Clerk of Work Briefing
ii.
Commencement of Work (Operation on Site) -Construction Phases -Site Inspection and Site Progress Report -Site Meeting -Request for Information (RFI) -Extension of Time (EOT) -Financial Statement
iii.
Authority Inspection -Defect List Report
iv.
Issuance of Certificate of Practical Completion (CPC)
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6.0 Implementation Phases
6.5.1 Pre-commencement of Work (Project Planning) The pre-commencement of work stage can be further subdivided into three stages, including assembling production information, initial project meeting and site supervisory staff briefing. i.
Assembling Production Information Before the construction works begin, Asas Reka Architects as a project manager will gather and pass the copies of complete construction drawings and schedules which include the project’s milestone and the initial commencement and finishing dates of the project to the contractor. Documents required are listed as follows: a. Copies of construction drawings b. Copies of un-priced bills of quantities c. Acceptance orders with copies of inquiry letters, drawings and specification d. Contracts and accompanying documents e. Copies of approval or licenses During the preparation time of construction drawings, the civil and structural engineer (Perunding Karisma) will submit Borang B (Form B) to Perbadanan Putrajaya to notify the local authority regarding the commencement of the construction works. (TBC)
ii.
Initial Project Meeting A construction schedule is outlined to monitor the progress of work where target completion dates for each aspect is determined. It also serves to clarify roles and responsibilities of each consultants.
45 Diagram 6.5.1: Construction Gantt Chart
6.0 Implementation Phases iii.
Clerk of Work Briefing Clerk of work plays a crucial role in managing and supervising the construction site in accordance with design information and recognised quality standards, in addition to health and safety guidelines. The briefing took place right after the initial project meeting of the consultant team. Aspects to be covered during the briefing are as follow: -All works to conform to the construction drawings and instructions -All the materials and workmanship are to conform to standard requirements stipulated -The progress is in accordance with the programme -Submit weekly reports -Inspect drawings for discrepancies -Seek the architect’s decision on discrepancies -Instruct on defects and ensure prompt remedy -Immediately notify architect of any difficulties arising and decision required -Confirm verbal instruction to contractor in writing and send copy to architect -Attend all site meetings
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6.0 Implementation Phases
6.5.2 Commencement of Work After the pre-commencement of work phase, it is then followed by commencement of work, which is also known the operations on site. The stages involved in this phase are as follow:
i.
Construction Phases a.
Temporary Works In this phase, Asas Reka Architects was responsible in planning and allocating the temporary works in accordance to the nature of the project, including the considerations of ingress and egress of the site, safety and security and boundaries. The contractor (Faqua Build) started off with construction of temporary works, such as site clearance, construction of temporary earth drain, wash through and silt trap as well as erection of hoardings and project signboard and construction of site office.
Diagram 6.5.2.1: Temporary work construction drawings
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6.0 Implementation Phases
b.
Earthworks and setting out Soil investigation works was carried out by Kumpulan IKRAM Sdn. Bhd. The field works were carried out in January - February 2011. The field tests included Standard Penetration Tests within the boreholes, Mackintosh Tests and soil sampling for laboratory testing. The earthworks which comprises of topsoil excavation, earth excavation and land grading was carried out in order to reconfigure the topography of the site. All these construction works were performed by the civil and structural engineer (Perunding Karisma). Earthworks encompass the following scope: -Site clearing of existing vegetation and structures if any -Excavation in cut areas and backfilling of low areas to form platforms for buildings and embankments for roads -Proper selections of fill material and adequate compaction -Preparation of road formations and other amenities -Removal of unsuitable soil material from the site if necessary Setting out plan which includes the demarcations of the proposed building was produced by land surveyor (Jurukur Budiman) and the setting work was conducted by the contractor in alliance with the civil and structural resident engineer for professional advices. Borang C (Form C) was submitted by the civil and structural engineer (Perunding Karisma) to the local authority in order to notify the completion of setting out.
48 Diagram 6.5.2.2 : Earthwork layout plan
6.0 Implementation Phases
c.
Groundwork and Building Work Groundwork and building work started off with the installation of substructures of the proposed building. Pilings and foundation works were carried out by civil and structural engineer (Perunding Karisma) in accordance to the positions that was marked during the setting out phase. As the groundwork completes, Borang D (Form D) was submitted by the civil and structural engineer (Perunding Karisma) to notify the completion of foundations and to certify that the soil quality are in accordance with the Uniform Building By-Laws 1984. The civil and structural resident engineer will be in charge of instructing and supervising the construction workers on on proper methodology of installation for the works of both substructures and superstructures.
Diagram 6.5.2.3: Piling layout plan
49
6.0 Implementation Phases
d.
Roadwork and Drainage The engineering drawings and report were prepared by civil and structural engineer (Perunding Karisma) for the proposed road works and proposed drainage system in accordance to the standard of Jabatan Kerja Raya “Arahan Teknik and Putrajaya’s guidelines” and “Manual Saliran Mesra Alam Malaysia (MSMA) by JPS. Supervision of roadworks and drainage falls under the job scope of a resident civil and structural engineer. The sub-contractor would only proceed with this phase when the superstructure of the building is completed.
Diagram 6.5.2.3 : Road and drainage layout plan
Diagram 6.5.2.4 : Road and drainage detail drawing
50
6.0 Implementation Phases
e.
Sewerage and Water Supply The civil and structural engineer (Perunding Karisma) was responsible in preparing engineering drawings and report for proposed sewerage collection system and water reticulation system in accordance with the Guidelines for Developers on the Design and Installation of Sewerage System and Malaysian Water Association (MWA) - Design Guidelines for Water Supply System.
Diagram 6.5.2.5 : Sewerage layout plan
Diagram 6.5.2.6 : Water reticulation layout plan
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6.0 Implementation Phases
Diagram 6.5.2.7 : Sewerage detail drawing
Diagram 6.5.2.8 : Water reticulation detail drawing
52
6.0 Implementation Phases
f.
Mechanical and Electrical Generally, mechanical and electrical services will be supplied through the existing Common Utility Trench (CUT) via the existing Mini Utility Hub (MUH) within the vicinity of the development. Mechanical and electrical engineer (Perunding IRMZ) was responsible in planning and designing the mechanical and electrical system. Mechanical and electrical services involved are electrical supply and telecommunication.
Diagram 6.5.2.9 : Mechanical and electrical layout plan
Diagram 6.5.2.10 : Mechanical and electrical detail drawing
53
6.0 Implementation Phases ii.
Site Inspection and Site Progress Report During construction phase, Asas Reka Architects and the consultant teams will be conduct site inspection every once in two weeks and issue site inspection report to ensure the construction running on time with satisfies quality. The contractor (Faqua Build) will then issue a site progress report to the architect (Asas Reka Architects) every month to monitor the progress, quality of construction works and issues on site. The architects would then update the construction progress to the client (Perbadanan Putrajaya). General supervision by contractor or resident engineer: -Check that materials on site are of quality manufacture specifies and undamaged -Issue instructions for the removal of unsatisfactory materials -Check that storage protection and security are adequate for materials and equipment General supervision by the architect (Asas Reka Architects): -Issue Non-Conformance Report (NCR) to contractors to identify and acknowledge the defects in cases where defects were found -Issue Architect’s Instruction (AI) to remedy workmanship, goods or materials which were not achieving the required quality -Carry out regular and systematic inspection on site to ensure the progress, quality of work and specified test are in accordance with the contract requirements. -Arrange meetings to resolve certain matters if required
54 Diagram 6.5.2.11: Architect’s Instruction (AI) by architects to contractor
6.0 Implementation Phases iii.
Site Meeting Site meetings were held periodically for consultant teams to update the client regarding the contractor’s work progress. The quantity surveyor was also present to report any additional costs and construction fees. Site Minutes of Meeting was produced by Asas Reka Architects to record the discussion, document the progress, take stock of the issues arising during the project and take important notes on important things which have been resolved or need to be resolved before the next meeting.
Diagram 6.5.2.12: Site Minutes of Meeting by Asas Reka Architects
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6.0 Implementation Phases
Diagram 6.5.2.13: Details of Site Minutes of Meeting by Asas Reka Architects
iv.
Request for Information (RFI) The contractor (Faqua Build) will submit a Request For Information (RFI) to consultant teams to get clarification on a specific part of the construction project, such as construction plans, specifications, contract clauses and building standards.
56
6.0 Implementation Phases
v.
Extension of Time (EOT) The project was not able to completed on time because extra work required to move the ‘TNB padat’ to a new position which lead to amendment of the building plans. Asas Reka Architects comprehended and accepted the reasoning and the contractor (Faqua Build) was granted an Extension of Time (EOT).
Diagram 6.5.2.14 : Issuance of Extension of Time (EOT) by Asas Reka Architects to Faqua Build
vi.
Financial Statement The contractor has to constantly update the architect in the variations on construction or site matters which will affect the cost of the project. Thus, the architect has to submit periodical up-to-date statements on financial position to the client and include cost variations (not fixed price contract).
57
6.0 Implementation Phases
6.5.3 Authority Inspection As the construction phase comes to its end, the authorities such as TNB, IWK and SYABAS would visit the site for inspection by examining and testing the performance of electrical installations, sewerage systems and water pump systems. In this case, Asas Reka Architects arranged for authorities to be present and assisted them in conducting inspections in order to obtain the authority approval. The inspection would lead to defects that are to be repaired by the contractors.
i.
Defects List A schedule of defects would be issued to the Contractor to be repaired.
Diagram 6.5.3.1 : Defect List Schedule for the Contractor
58
6.0 Implementation Phases
6.5.4 Issuance of CertiďŹ cate of Practical Completion (CPC) Once the construction was completed by contracts, all parties including client and consultant teams would pay visits to the site to ensure there were no defects or damages done and to make sure that everything was followed as stipulated in the tender documentation. By the end of the contract administration stage, Asas Reka Architects was satisfied with all the physical works being completed in the building and Certificate of Practical Completion (CPC) was issued by the architect (Asas Reka Architects) to the contractor (Faqua Build) once the defects are repaired. The CPC allows full collection of payment for the contractors excluding the retention sum pending until the end of the Liability Defect Period (LDP) in which the retention sum would be released to the contractor if no defects are detected. The CPC also legally declared the end of contractor’s liability other than making good defects.
59 Diagram 6.5.4.1 : Certificate of Practical Completion by Asas Reka Architect
6.0 Implementation Phases
6.6 Final Completion Stage The Final completion phase marks the final phase of the project when the building is completed by the contractor and the stage when architects can handover their building to the client and end the project. This is the stage where the issuance of CCC, Certificate of Completion and Compliance is requested for approval to certify that the building is deemed fit for usage and occupation. The stage starts from : I. Compilation of supporting documents for CCC II. Handover of Building to Client III. Defect Liability Period VI. Final Certificate of Payment
i.
Compilation of Supporting Documents for CCC Supporting documents for issuance of CCC from Asas Reka Architect will be compiled to be submitted to Perbadanan Putrajaya. These supporting documents submitted are meant for the approval and the validation of the 21 Borang that are present in the package of Borang G. Which is also a certification that all the consultant teams have validated that the site works and execution has been monitored and completed in compliance to the by-Laws and the plans that was previously approved by the authority. The list of supporting documents would be acquired from the following authorities: a. b. c. d. e. f.
Clearance for active and passive fire fighting systems (JBPM Putrajaya) Clearance from lifts and machinery department (JKKP) Confirmation of water supply by local water authority (SYABAS) Confirmation of connection to sewer mains (JPP/IWK) Confirmation of electrical supply from (TNB) Roads and drainage (PPJ Perbadanan Putrajaya)
The submission of CCC to Perbadanan Putrajaya would also be made together by Asas Reka Architect with documents as follow: a. b. c. d. e. f. g. h.
Notice of Issuance for CCC by Asas Reka Architect Borang G1 to G21 including the ones that are not accountable for the project Borang F as a certificate of compliance to the by-Laws As-Built Survey Building Plan certified by consultants Photos of building from all directions As-built Building Plan certified by Asas Reka Architect Copy of Borang A and Borang B submitted Soft copy of documents in CD 60
6.0 Implementation Phases Borang G are a list of confirmation forms that are used to certify that the specific scope of work was done in accordance to the by-Laws. The list of Borang G are as follows: Form No.
Category
To Be Certified by
G1
Earthworks
Contractor, C&S Engineer
G2
Setting Out
Contractor, Land Surveyor, Architect
G3
Foundation
Contractor, C&S Engineer
G4
Structural
Contractor, C&S Engineer
G5
Interior Water Plumbing
Contractor, Architect
G6
Internal Sanitary Piping
Contractor, Architect
G7
Internal Electrical
Contractor, M&E Engineer
G8
Passive Fire Control
Contractor, Architect
G9
Active Fire Control
Contractor, M&E Engineer
G10
Mechanical Ventilation
Contractor, M&E Engineer
G11
Lift / Escalators
Contractor, M&E Engineer
G12
Building
Contractor, C&S Engineer
G13
Outdoor Water Supply
Contractor, C&S Engineer
G14
Drilling Reticulation
Contractor, C&S Engineer
G15
Sewerage Treatment
Contractor, C&S Engineer
G16
External Electrical Supply
Contractor, M&E Engineer
G17
Roads and Drain
Contractor, C&S Engineer
G18
Street Lighting
Contractor, C&S Engineer
G19
Outdoor Main Drain
Contractor, C&S Engineer
G20
Telecommunication
Contractor, M&E Engineer
G21
Landscape
Contractor, Landscape Architect 61
6.0 Implementation Phases
Diagram 6.6.1: Submission checklist required for CCC approval
During the stage of getting approval for CCC, Asas Reka Architect will need to submit Borang F to the professional board, Lembaga Arkitek Malaysia (LAM). This is because that the Borang F is the form that certify that Asas Reka Architect has supervised the erection and completion of the building and believe that the building that has been constructed has complied to the by-Laws.
Diagram 6.6.2: Borang F Submitted by Asas reka Architect
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6.0 Implementation Phases ii.
Approval of CCC & Handover of building The approval of CCC by Perbadanan Putrajaya will signify that the building is deemed fit for usage and occupation. At this stage, Asas Reka Architect will be handing over the final package of document to the client. The package includes the certified as-built drawings, maintenance manuals and all of the warranties for the components and the building itself.
iii.
Defect Liability Period The Defect Liability Period comes in after the CPC certificate was issued to a contractor. As the project is considered as completed, the DLP period acts as a “product warranty� period for the quality of the building. Any defects or damages that occur within this period of time would be the responsibility of the contractor to repair and make good the defects. An amount of 5% of the total contract sum will be retained until the DLP period has finished. Before the end of DLP, a final inspection will be carried out to ensure that all the defects were repaired. A report of defects would be issued to the contractor to get the defects fixed before the end of the DLP Period ends.
Diagram 6.6.3 : Defect list from Final Inspection
iv.
Final Certificate of Payment At the end of DLP period, the remaining and retention sum were issued to the contractors and fellow consultants for Final Account closing. This would mark the end of the PWD 203A contract (without bills of quantities) for the project. On the 20th of October 2015, Perbadanan Putrajaya issued a Certificate of Making Good Defects (CMGD) to the contractor (Faqua Build Sdn. Bhd) after receiving the letters of approval for issuance of CMGD from Asas Reka Architect and other consultants. The final accounts were then closed as an ending for the project of Multi Storey Carpark Building.
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Diagram 6.6.4: Support letter for issuance of CMGD by M&E Engineer to Asas Reka Architects
Diagram 6.6.5: Support letter for issuance of CMGD by C&S Engineer to Asas Reka Architects
Diagram 6.6.6: Letter of approval for issuance of CMGD by Asas Reka Architect
Diagram 6.6.7 : Certificate of Making Good Defects issued by Perbadanan Putrajaya to Faqua Build
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Diagram 6.6.8: Final Account Closing Statement
65
7.0 Implementations and Measuring Tools
7.0 Implementations and Measuring Tools On this stage, the project team has to come out with all the drawings, cost estimation, Gantt Chart, 3D models and etc of the project. Hence there are different types of software and programme come in to provide an organised and detailed solutions that allows collaborations and execution of progress in different project phases. Even though the specified software or programmes are not mentioned in this project, but this is mostly depending on the preferences of the clients and project teams to perform and complete the task. There are few category of tools that used by the teams : -
Designing and Construction
In this project, architect and the construction team are mostly using AutoCAD software to communicate the design through 2D drawings even throughout the whole process of construction. Before that, architect usually will use SketchUp and AutoCAD to start off the concept design that can ease in conveying the proposed design to client. After that, Autodesk 3DS Max and Photoshop will be used to produce realistic rendering to let the client have clearer outcome of the design. After getting permission from the client, 3D model will be translate into 2D drawing in AutoCAD and arrange for submission to the authorities before proceeding into construction phase. Besides, 3D models and 2D drawing will also become a reference for the whole project team. -
Planning and Organise
Not only professional software will be used in a project, software like Microsoft Excel and Microsoft Word are also used by the project manager to plan and organise the information of the project. Like producing Gantt Chart to keep track the project growth and requirements of client. They also used Excel to create the list of budget and produce graphs. With the aid of this software, the progress and task of the team will be clearly stated and on track.
66
7.0 Implementations and Measuring Tools
-
Costing
The quantity surveyor that was selected in this project from the client are using costing software and Microsoft Excel to produce the cost estimation and calculation documents. The documents usually include the project cost estimation, tax, basic payrolls and etc of the project. -
Contact
So when it comes to contact, the team used Whatsapp and Email to communicate to make sure that they got updated and exact instructions and information back and forth among the team. Casual meeting or discussion will also be informed through whatsapp, while email is use to schedule formal meetings and also proofing documents and letters of the project.
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8.0 Monitoring Tools, Strategies & Management Techniques
8.1 Project Timeline 8.1.1 Construction Gantt Chart Construction Gantt Charts show a clear visual colored-bar based presentation of a number of breakdown individual tasks within a time period. The horizontal axis shows the time sequence while the vertical axis lists all the tasks need to be completed. Project managers can use construction Gantt Charts to adjusts tasks relationships, manage task period, update progress, insert milestones, assign resources and generate cost reports etc.
Diagram 8.1.1.1 : Construction Gantt Chart by Project Manager.
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8.0 Monitoring Tools, Strategies & Management Techniques
8.2 Project Progress Control In construction industry, project progress control is considered as one of the most significant success factors in projects. Currently, identifying potential deviations from efficiency and productivity in the field of construction activities is of great importance to project managers. This has been taken into consideration for achieving effective preventive measures for avoiding, or at least minimizing, these deviations. Every project team member should be informed, in a timely and accurate manner, how is the project progressing, where they are currently in comparison to the initially set plans, whether deadlines are met and whether budgets are safely measured and followed. It is mainly the responsibility of the contractors or subcontractors to update the architect/engineer, who, in turn, updates the owner regarding the progress of the project.
8.2.1 Site Progress Report Site progress report is a document that explains in detail how far you have gone towards the completion of a project. It is prepared regularly (often monthly) by the contract administrator during the construction phase and issued to the client. It is prepared by the contractor usually on a monthly basis to report if the project is as per schedule or not and the issues on site.
Diagram 8.2.1.1: Site Progress Report.
Diagram 8.2.1.2: Site Progress Report.
8.2.2 Physical Progress Report In the case of the Multi-Storey Carpark Building at Precinct 4, Putrajaya project, the physical progress is controlled by measuring the percentage of physical works completed per meter square project. The physical progress of each building blocks were tabulated systematically per 2 weeks. 69
8.0 Monitoring Tools, Strategies & Management Techniques
8.3 Site Inspection Regular site inspections are carried out by the architects, site managers and all other parties involved in the project. The site office is constantly used as the venue to discuss any defects occurred during, before and after their inspections. For the Multi-Storey Carpark Building at Precinct 4, Putrajaya project, the project architect may inspect the site 2 times per month. The architect ensures that working drawings are understood and compiled with, and shortcuts are not taken. In addition, the architect deals with workmen and contractors to ensure that works are completed in compliance with contract documents, in terms of time management and budgets. A site inspection report will then be issued to record any errors which arise from the site inspections.
8.3.1 Site Inspection Report Site Inspection Report is prepared by the consultant teams on the contractor’s work on site if they were constructing according to the contract (drawings and specifications). Site inspection report might contain the following information: 1) Details of the person making the report. 2) Details of the inspector. 3) Location of inspection. 4) Date and time of inspection. 5) Description of the nature of the inspection. 6) Details of health and safety risks identified. 7) Details of action taken. 8) Details of any further action required.
70
8.0 Monitoring Tools, Strategies & Management Techniques
8.4 Status of Defect A construction defect is generally defined as a defect in the design, the workmanship, and/or in the materials or systems used on a project that results in a failure of a component part of a building or structure and causes damage to person or property, usually resulting in financial harm to the owner. A defect status will be issued to summarise and record the total number of defects inspected monthly for each block of the project and also to record the date of inspections within the particular month.
Diagram 8.4.1 : Status of Defects record.
71
8.0 Monitoring Tools, Strategies & Management Techniques
8.5 Site Progress Meeting During construction phase, construction site meeting is conducted fortnightly between all parties, contractors, client or client representative and consultant teams for the purpose to review progress in the construction works during previous week, discuss anticipated progress during the week and review critical operation and potential problems. It was shown through the site meeting minutes that contractors are able to note their current job total job staffing, material delivery or shortages, site problems and construction conflicts. Through site meeting, reason of progressing delays can be reviewed in order to take action to solve problem. In addition, the meeting provide opportunity to discuss major issues raised, such as: -
Any special circumstances which could violate the contract at any stage Testing regimes Mock-ups Quality issues Weather reports Issues that may impact costs Healthy and safety issues Issues with neighbour (such as noise, dust, vibrations, access, safety, etc) Off site fabrication and off site payments Design issues Warranties Look ahead to the next period
Diagram 8.5.1 : Sample of Site Meeting recorded
72
8.0 Monitoring Tools, Strategies & Management Techniques
8.6 Submission of Material for Approval Contract documents and specifically the contract specification often required the contractor or subcontractors to submit materials to be used on a building project. Submittal which require review and approval are submitted to the design team, which consist of architect, as well as the engineers, for approval of equipment, materials, etc. before they are fabricated, purchased and delivered to the project. This is ensure that the correct products and quantities will be installed on the project in compliance with the design documents/contracts documents.
Diagram 8.6.1 : Sample of Material Approval Form
8.7 Request for Information Request for information, or colloquially known as a construction RFI is a formal question to used to obtain information. The RFI Letter is usually issued by the Contractor, Faqua Build Sdn. Bhd. when there are information that are not understood or missing in the drawings. The RFI is used as a tool to clarify the misunderstanding between consultants and contractors before and during the construction stage. This could help to improve the communication and coordination of drawings at early stage so that they could prevent unnecessary amendments to drawings which could lead to extra allocation of manpower and cost to solve problems.
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9.0 Risks and Solutions
9.0 Risks and Solutions Each construction project have its own risk and challenges along the process. Where the construction teams have to identify and manage the risk with careful planning and execution. When a risk turns into reality, it can disrupt and derail a project. In order to avoid disastrous outcomes, you need to be able to properly assess, control and monitor risks once it have been identified. Risks are not always negative but being able to effectively identify and manage risks can lead to increased profit as it might be an opportunities. Besides, establishing good relationships with clients that result in more projects and being able to expand your business into new markets and sectors. In this project, there are also some risks that faced by the team, and most of the risks happened during the construction stage where it also related back to the design stage.
Problems Encountered
Impact
Solution
Amendment of material from originally agreed material
Increment in project cost for a preferred finishing material
The Quantity Surveyor, Jurukur Bahan Maju Bina Sdn. Bhd. announced that the change of material from cement render to epoxy falls under the category of “Perubahan Kerja“ during the meeting
Exclusion of water retardant material in basement structure
If left unattended, possible water ingress in basement leading to cracks and structural failure in the future
The C&S Engineer, Perunding Karisma and the Client Perbadanan Putrajaya have come to an agreement during the meeting with Asas Reka Architects to maintain the presence of moisture barrier in the basement level
Increment in cost of project to include moisture barrier in all areas of basement
Toilet sewage pipe is way too long in C&S Engineer, Perunding Karisma’s professional advice due to the absence of a manhole nearby to the toilet
Extra time, cost and manpower has to be allocated to relocate the toilet in plan
The Client, Perbadanan Putrajaya request the C&S Engineer, Perunding Karisma and Asas Reka Architect to propose a suitable toilet location that is feasible
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9.0 Risks and Solutions
9.0 Risks and Solutions Problems Encountered
Impact
Solution
Change of Location of ‘TNB Padat’ and the changes from the rearrangement in plan
Extra time, cost and manpower has to be allocated to relocate the ‘TNB Padat’ in plan
Extension of Time for construction was approved for the Contractor, Faqua Build Sdn. Bhd. due to the unforeseen issue
Part of the schedule for IBS was affected due to the resources that was allocated to solve the issue of relocation of ‘TNB Padat’ The Final completion date of the project was dragged for an extra 104 days to allow the contractor to finish the project without charging the contractor with penalty
Compliance with the Planning Department
Revision of construction drawings caused the extra allocation of time, cost and manpower to revise the drawings that was not approved by the Planning Department.
Amendment of drawing according to the requirement of authority to be re-submitted by Asas Reka Architect to obtain the approval from the Planning Department
The amended drawings were delayed for 3 months before it could be handed over to the Contractor, Faqua Build Sdn. Bhd.
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10.0 Procurement
10.0 Procurement Procurement is a term which describes the activities undertaken by a client or employer who is seeking to bring about the construction or refurbishment of a building. The method that used in this project is a traditional / conventional procurement method. It has been a standard practice in the construction industry for 150 years, following the emergence of general contracting firms and independent client consultants. There are two main features of the traditional method. First is the design process is separated from the construction, secondly is full documentation must be supplied by the client before the contractor can be invited to tender for carrying out the work. Contractors in this project are taking an open tender that was held by the Asas Reka Architects to tender it before being appointed. The sequence of design, bid and build are followed. The process of taking traditional procurement can take some time to complete. Pre-tender stage is when the architect and consultants prepares tender documents and drawings. As the tendering stage started, the architect and consultants will call for tender and request the contractor for submission then they will pick the most suitable proposal for tender. After confirming the contractor, there will be an award contract session to the contractor and they will start compiling contract documents and formalizing contract by signing the contract and stamp duty. The methods that use in this project is open tendering that allows any contractor to submit a tender for the work.
Advantages of Open Tender Open to all qualified bidders Having a project available to all contractors has a higher tendency to find new promising contractors which can satisfy the cost to quality to time ratio of the employer. Open tenders also provide a larger variety of options to choose from which does not limit the composition of the project No favouritism Every participant has an equal chance of bidding down the project and is not bias to one and only contractor. This not only allows new firms to enter the market but also promotes professional etiquette. Highly competitive Forces the contractors to submit competitives price to obtain the project. This can prove to be advantages for the employer in getting value for money.
Disadvantages of Open Tender High cost of tendering The number of copies of tender will have to depend on the number of participants tendering. Open tendering being the method with usually the most tenderers, cost of tendering is generally higher.
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10.0 Procurement Novice contractors One of the risks of possibly selecting a new and unknown contractor is higher with open tendering method. The contractor may also potentially not have the sufficient experiences for the job at hand. Under price tenders Since all the contractors are trying to beat each others’ prices for the tender, employers need to be careful of under priced tenders. Under priced tenders may include low quality materials and poor workmanship of works and other factors to cut corners. Long tender process Open tender is generally longer since it calls all possible contractors to tender and upon submission of tender it requires the consultants to go through every single one of the tenders which is very time consuming. While in this project, the contract PWD 203A is used as the standard form of contract to be used where bills of quantities form part of the contract.
77 Diagram 10.1 : Examples of contract that found online.
11.0 Success Criteria
11.0 Success Criteria In order to fulfill the client’s desire on the project, Asas Reka Architects have tried their best to balance between the triple constraints by prioritising one after another interchangeably for different occasions. COST : The financial constraints of a project, also known as the project budget SCOPE : The tasks required to fulfill the project’s goal TIME : The schedule for the project to reach completion Triple Constraint is important as it provides a framework that everyone in the project can agree on and allowing adjustments when facing issues. This triple constraints is a model that help a project to keep things moving towards a successful completion as the manager can use it too keep sight of the project as it progresses. Metrics such as the schedule, cost and scope of the project are easy to keep track, with this information the manager can identify issues and adjust it to minimise loss.
Time
Quality
Scope
Cost
Time In order for the consultants to keep track of the work progress. A gantt chart is usually produced to be used as a guiding reference for the schedule of the project. This allow all the consultants and the client to know if the current work progress is on time or behind schedule. Therefore they could estimate the remaining amount of time for project completion to determine if the contractor would need to be rushing for the schedule.
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11.0 Success Criteria
Cost Fellow consultants shall work together with the client to effectively allocate the budget of the project for the aspects where the client would like to prioritise. Apart from the quantity surveyor, the other consultants would need bear in mind in terms of cost so that the final outcome will not exceed the original budget. Scope Job scope of each consultants were separated clearly in the Terms of Reference that was stated in the contract. This allows the fellow consultants to know their job scope fully so that they are aware of their responsibility towards the project.
Success Criteria
Project Components
Time
Project Duration : 18 months This project started on Nov 2011 and end on May 2013 which is completed within the estimated time that is successful in controlling the progress of it.
Cost
Project Cost : >RM 30 million This project used less than RM30 million which fulfill the estimation of cost of RM30 million. The budget of the project was spent wisely and under control to ensure not exceeding the estimated cost.
Scope
The project achieve all the rules and regulations formulated by the local authorities and satisfied the client’s needs by reaching the project’s objectives and goals.
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12.0 Conclusion
12.0 Conclusion Reaching the end of this project, one of the most important lesson that we have learnt is that the job scope of us as an architect is not just about designing. An architect also needs to be good at managing the progress of the project. This is because that the architect is usually the key person that coordinates all the resources in the project, ranging from consultants to clients and their respective professional advice given and thoughts and ideas. We, architects are responsible for making the client’s dream come true and to balance the cost and quality of work while being cautious throughout the project on possible upcoming problems. At times when problems arise, we shall not be blaming each other for causing the problem. Instead, we should utilise the meetings that we have and the coordination skills that we have learnt to solve the problems together in a project.
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13.0 References
13.0 References The role of an architect in a construction project. (June 2016). Retrieved from https://www.buildbinder.com/blog/27-the-role-of-an-architect-in-a-construction-project Building Service Engineer : Job Description. (n.d). Retrieved from https://targetjobs.co.uk/careers-advice/job-descriptions/278281-building-services-engineer-job-descriptio n#targetText=Building%20services%20engineers%20advise%20about,conditioning%2C%20lifts%2C%20a nd%20telecoms. Mechanical and Electrical Engineer. (n.d). Retrieved from https://www.buildingcareers.gov.sg/About-the-BE-sector/Professions/mechanical-engineer Quantity Surveying Division. (n.d). Retrieved from https://www.rism.org.my/quantity-surveying-division-qs/ RFI construction example. (n.d). Retrieved from https://sitemate.com/resources/articles/quality/rďŹ -construction-example/ Construction Meeting Minutes. (n.d). Retrieved from https://sitemate.com/resources/articles/commercial/construction-meeting-minutes/ The role of architect. (June 2019). Retrieved from https://www.designingbuildings.co.uk/wiki/The_role_of_architects Roles and Responsibilities of Architect in Construction. (n.d). Retrieved from https://theconstructor.org/construction/architects-roles-responsibilities-construction/18511/ How to layout a building. (Aug 2019). Retrieved from https://www.designingbuildings.co.uk/wiki/How_to_layout_a_building
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