ARAB ACADEMY FOR SCIENCE, TECHNOLOGY AND MARITIME TRANSPORT COLLEGE OF ENGINEERING AND TECHNOLOGY DEPARTMENT OF ARCHITECTURAL ENGINEERING AND ENVIRONMENTAL DESIGN CAIRO CAMPUS Prepared by: Arch. Maged Samy Ibrahim References: Chappell, David; Dunn, Michael. The Architect in Practice . 11th Edition. Copyright protected 1 AR541 / Professional Practice - Lecture 09 ARAB ACADEMY FOR SCIENCE, TECHNOLOGY AND MARITIME TRANSPORT COLLEGE OF ENGINEERING AND TECHNOLOGY DEPARTMENT OF ARCHITECTURAL ENGINEERING AND ENVIRONMENTAL DESIGN CAIRO CAMPUS AR541 / Professional Practice - Lecture 09 Prepared by: Arch. Maged Samy Ibrahim References: Chappell, David; Dunn, Michael. The Architect in Practice . 11th Edition. Copyright protected 2 Part 2 Running a Project / The RIBA Plan of Work 2013 Stage 4: Technical Design: Tender Documentation and Tender Action ARAB ACADEMY FOR SCIENCE, TECHNOLOGY AND MARITIME TRANSPORT COLLEGE OF ENGINEERING AND TECHNOLOGY DEPARTMENT OF ARCHITECTURAL ENGINEERING AND ENVIRONMENTAL DESIGN CAIRO CAMPUS AR541 / Professional Practice - Lecture 09 Part 2 Running a Project / The RIBA Plan of Work 2013 Stage 4: Technical Design: Tender Documentation and Tender Action Prepared by: Arch. Maged Samy Ibrahim References: Chappell, David; Dunn, Michael. The Architect in Practice . 11th Edition. Copyright protected 3 18.1 Technical design • This stage of the architect's work is essentially a completion of the design stage. The architect must collaborate with, and co-ordinate the work of the design team. • During this period, the architect must ensure that all conflicts between consultants' work are ironed out. • If any specialist sub-contractor design work is involved in the project, this must also be co-ordinated, although the use of sub-contractors in a design capacity is not to be advised, because it can cause complications. • Final details from statutory and other authorities must be finalized. • Ideally, at the end of Stage 4 all the major decisions about structure, services, materials and construction techniques must have been made. • Careful cost checks will be made by the quantity surveyor if the project is large enough to support one, otherwise the architect must carry out this exercise. • If the project is sufficiently large to support a design team, they will be carrying out specific functions during this period, lead up to a meeting of the full team. • Great efforts must be made to obtain the client's decision on any outstanding items. ARAB ACADEMY FOR SCIENCE, TECHNOLOGY AND MARITIME TRANSPORT COLLEGE OF ENGINEERING AND TECHNOLOGY DEPARTMENT OF ARCHITECTURAL ENGINEERING AND ENVIRONMENTAL DESIGN CAIRO CAMPUS AR541 / Professional Practice - Lecture 09 Part 2 Running a Project / The RIBA Plan of Work 2013 Stage 4: Technical Design: Tender Documentation and Tender Action Prepared by: Arch. Maged Samy Ibrahim References: Chappell, David; Dunn, Michael. The Architect in Practice . 11th Edition. Copyright protected 4 • If the client makes any change in the size, location, shape or cost of the scheme after this stage, there will be a cost penalty to pay for the re-doing of work already carried out. • Ideally, there should be no changes at all in the design after this point, but in practice, it is impossible to eliminate all changes. • Particularly in the case of some projects such as hospitals; the brief will be constantly evolving and the client just has to accept that there is a price to pay for changes. • There must be a constant flow of information between the architect and the consultants, the architect and the quantity surveyor, and the quantity surveyor and the architect. • The architect will continue the important double function of designer and manager throughout this stage. • It is essential that the architect thoroughly understands the nature of each part of the building and it is during this stage, more than any other that the building takes shape as a whole. • This is in fact the most important stage in the architect's work on a project (without it the concept will remain a concept with no real project). ARAB ACADEMY FOR SCIENCE, TECHNOLOGY AND MARITIME TRANSPORT COLLEGE OF ENGINEERING AND TECHNOLOGY DEPARTMENT OF ARCHITECTURAL ENGINEERING AND ENVIRONMENTAL DESIGN CAIRO CAMPUS AR541 / Professional Practice - Lecture 09 Part 2 Running a Project / The RIBA Plan of Work 2013 Stage 4: Technical Design: Tender Documentation and Tender Action Prepared by: Arch. Maged Samy Ibrahim References: Chappell, David; Dunn, Michael. The Architect in Practice . 11th Edition. Copyright protected 5 • The separate functions of members of the design team will depend on the type of project, but as a general guide, they may be expected to be carrying out the following tasks: 1. Quantity surveyor/cost manager: - Reviewing the cost plan according to the client's comments and decisions on the scheme design. - Review highlights of potential additional cost, risk areas and indicates scope for maximizing value. - Carrying out cost studies and cost checks as the design team finally shapes their details. 2. Civil and structural engineers: - Collaborating in the cost plan review and cost checking procedures. - Finalizing all details in respect of dimensions, levels, loadings, concrete mixes, etc. - Developing the specifications in detail. 3. Mechanical and electrical engineers: - Collaborating in the cost plan review and cost checking procedures. - Refining the design of all services to be incorporated in the building. - Developing the specifications in detail. ARAB ACADEMY FOR SCIENCE, TECHNOLOGY AND MARITIME TRANSPORT COLLEGE OF ENGINEERING AND TECHNOLOGY DEPARTMENT OF ARCHITECTURAL ENGINEERING AND ENVIRONMENTAL DESIGN CAIRO CAMPUS AR541 / Professional Practice - Lecture 09 Part 2 Running a Project / The RIBA Plan of Work 2013 Stage 4: Technical Design: Tender Documentation and Tender Action Prepared by: Arch. Maged Samy Ibrahim References: Chappell, David; Dunn, Michael. The Architect in Practice . 11th Edition. Copyright protected 6 flow of information Quantity Surveyor Architect Other Consultants Review the cost plan Call team meeting to fi nalise the design Co-ordinate all design drawings Carry out detail design in collaboration with the rest of the team Maintain and co-ordinate progress throughout the stage Inform all members of the team of individual design decisions Con fi rm the completed design drawings and review the cost Complete any minor brie fi ng matters Regularly review cost plan and checks Carry out cost studies an d checks on a regular basis Provide complete cost check report Attend meeting Attend meeting ARAB ACADEMY FOR SCIENCE, TECHNOLOGY AND MARITIME TRANSPORT COLLEGE OF ENGINEERING AND TECHNOLOGY DEPARTMENT OF ARCHITECTURAL ENGINEERING AND ENVIRONMENTAL DESIGN CAIRO CAMPUS AR541 / Professional Practice - Lecture 09 Part 2 Running a Project / The RIBA Plan of Work 2013 Stage 4: Technical Design: Tender Documentation and Tender Action Prepared by: Arch. Maged Samy Ibrahim References: Chappell, David; Dunn, Michael. The Architect in Practice . 11th Edition. Copyright protected 7 18.2 Production information 18.2.1 General: • This used to be Stage F of the RIBA Plan of Work 2007, but it is now part of Stage 4. • All detailed construction decisions and the completion of all information in readiness for the quantity surveyor to produce bills of quantities if that is part of the chosen procurement route should be firmed up at this stage. • During this period, the architect prepares drawings, specifications and schedules. These are the instructions to the contractor to tell him what is to be built and the quality required. • Although some architects leave the detailed specification to the quantity surveyors, this is thoroughly bad practice because the architect is ultimately responsible for the specification and from every point of view it is best if the architect prepares it. • It is also the time for obtaining quotations from those who are to be named or listed sub-contractors. ARAB ACADEMY FOR SCIENCE, TECHNOLOGY AND MARITIME TRANSPORT COLLEGE OF ENGINEERING AND TECHNOLOGY DEPARTMENT OF ARCHITECTURAL ENGINEERING AND ENVIRONMENTAL DESIGN CAIRO CAMPUS AR541 / Professional Practice - Lecture 09 Part 2 Running a Project / The RIBA Plan of Work 2013 Stage 4: Technical Design: Tender Documentation and Tender Action Prepared by: Arch. Maged Samy Ibrahim References: Chappell, David; Dunn, Michael. The Architect in Practice . 11th Edition. Copyright protected 8 18.2.2 Drawings: • The design presentation drawings usually form the starting point for the preparation of working drawings. • More practices are moving to the use of BIM which enables all the parties to have access to the total building ‘in the round’. • Under most standard forms of building contract, the responsibility for supplying the contractor with correct information lies with the architect. • Drawings are developed into the following four catogries: ‣ location drawings - a small scale, typically 1:100, but sometimes, for very large buildings, 1:200 to show the location of the building and other elements on the site (site plan). ‣ Assembly drawings - plans at each level, elevations and sections through every portion of the building. - drawings which show how the components of the building fit together. The scales could be any standard scale from 1:50 to 1:10. ARAB ACADEMY FOR SCIENCE, TECHNOLOGY AND MARITIME TRANSPORT COLLEGE OF ENGINEERING AND TECHNOLOGY DEPARTMENT OF ARCHITECTURAL ENGINEERING AND ENVIRONMENTAL DESIGN CAIRO CAMPUS AR541 / Professional Practice - Lecture 09 Part 2 Running a Project / The RIBA Plan of Work 2013 Stage 4: Technical Design: Tender Documentation and Tender Action Prepared by: Arch. Maged Samy Ibrahim References: Chappell, David; Dunn, Michael. The Architect in Practice . 11th Edition. Copyright protected 9 ‣ Component drawings - drawings showed how the parts of the building were to be manufactured. Such items as fitted joinery, windows, doors, stairs, screens, concrete products and standard panels. Components were often drawn full size or to some other appropriate large scale. ‣ Details / Schedules. - The final category of drawings includes large scale details of specific items of construction not shown sufficiently clearly elsewhere. Special details of eaves, junctions and external hard landscaping may be included. - This category also included schedules. Schedules are a very good way of presenting information for categories of building element. The architect who schedules everything possible accurately will help the quantity surveyor a lot. - Common schedules include the following: ironmongery, sanitary fittings, precast concrete, doors, windows ,floor, wall and ceiling finishes, lighting, glazing, tiling, colour, inspection chambers and manholes, lintels. - Some less obvious subjects for schedules, but which were well worth doing include: architraves, skirtings, casings. ARAB ACADEMY FOR SCIENCE, TECHNOLOGY AND MARITIME TRANSPORT COLLEGE OF ENGINEERING AND TECHNOLOGY DEPARTMENT OF ARCHITECTURAL ENGINEERING AND ENVIRONMENTAL DESIGN CAIRO CAMPUS AR541 / Professional Practice - Lecture 09 Part 2 Running a Project / The RIBA Plan of Work 2013 Stage 4: Technical Design: Tender Documentation and Tender Action Prepared by: Arch. Maged Samy Ibrahim References: Chappell, David; Dunn, Michael. The Architect in Practice . 11th Edition. Copyright protected 10 18.3 Building regulations • Any building works or alterations to buildings require a Building Regulations application (applying for license) to be submitted. 18.3.1 Notification and/or license • It is an offence to commence building operations without first depositing plans or a building notice (in UK) or applying for and getting building license (in Egypt). • The principles of self-certification are there in UK and they are in mind to be applied in Egypt. • If building owner or his agent apply for license (in Egypt) or deposit full plans (in UK) , the local authority must give written notice of approval or rejection of the application within 5 weeks (in UK) or one month (in Egypt) of the date of deposit of plans, provided the requisite fee has been paid and a reasonable estimate of the cost of the work has been submitted. • Upon acceptance, supervision of the work becomes the responsibility of the inspector (i.e. consultant / Architect). ARAB ACADEMY FOR SCIENCE, TECHNOLOGY AND MARITIME TRANSPORT COLLEGE OF ENGINEERING AND TECHNOLOGY DEPARTMENT OF ARCHITECTURAL ENGINEERING AND ENVIRONMENTAL DESIGN CAIRO CAMPUS AR541 / Professional Practice - Lecture 09 Part 2 Running a Project / The RIBA Plan of Work 2013 Stage 4: Technical Design: Tender Documentation and Tender Action Prepared by: Arch. Maged Samy Ibrahim References: Chappell, David; Dunn, Michael. The Architect in Practice . 11th Edition. Copyright protected 11 18.3.2 Commencement, completion, etc. • In UK where full plans have been deposited in the traditional way, building works must be commenced within 3 years of the date of deposit of plans with the local authority. • In Egypt where architecture and structure drawings have been handed in the traditional way (besides some other documents) to get a license, building works must be commenced within 1 years of the date of license issuing of plans with the local authority. • Once work has started, the Regulations does not stipulate the speed at which the work must progress, probably because it would not be feasible to do so. 18.3.3 Contraventions (Law violations) • The local authority may require the removal or amendment of work which is carried out in contravention of the Regulations. • Failure to comply with such notice within certain period entitles the authority to take action itself to correct the contravention and charge such costs to the owners. ARAB ACADEMY FOR SCIENCE, TECHNOLOGY AND MARITIME TRANSPORT COLLEGE OF ENGINEERING AND TECHNOLOGY DEPARTMENT OF ARCHITECTURAL ENGINEERING AND ENVIRONMENTAL DESIGN CAIRO CAMPUS AR541 / Professional Practice - Lecture 09 Part 2 Running a Project / The RIBA Plan of Work 2013 Stage 4: Technical Design: Tender Documentation and Tender Action Prepared by: Arch. Maged Samy Ibrahim References: Chappell, David; Dunn, Michael. The Architect in Practice . 11th Edition. Copyright protected 12 18.3.4 Fire precautions • The designers of a building to carry out a preliminary fire risk assessment as part of the design process. • Following the fire protection codes is a must to apply for the license. 18.3.5 Energy performance certificate • The way a building is constructed, insulated, heated and ventilated and the type of fuel used, all contribute to its energy consumption and carbon emissions. • In UK When a building is built, an Energy Performance Certificate (EPC) is required under the Building Regulations. • The Energy Performance Certificate is one measure introduced to help improve the energy efficiency of our buildings. ARAB ACADEMY FOR SCIENCE, TECHNOLOGY AND MARITIME TRANSPORT COLLEGE OF ENGINEERING AND TECHNOLOGY DEPARTMENT OF ARCHITECTURAL ENGINEERING AND ENVIRONMENTAL DESIGN CAIRO CAMPUS AR541 / Professional Practice - Lecture 09 Part 2 Running a Project / The RIBA Plan of Work 2013 Stage 4: Technical Design: Tender Documentation and Tender Action Prepared by: Arch. Maged Samy Ibrahim References: Chappell, David; Dunn, Michael. The Architect in Practice . 11th Edition. Copyright protected 13 19 Tender Documentation and Tender Action • This is described by the RIBA as follows: “Technical design comprises the residual technical work of the core design team members. At the end of Stage 4, the design work of these designers will be completed, although they may have to respond to Design Queries that arise from work undertaken on site during Stage 5. This stage also includes and recognises the importance of design work undertaken by specialist subcontractors and/or suppliers employed by the contractor and the need to define this work early in the process in the Design Responsibility Matrix.” 19.1 Introduction • Documentation has to be prepared in some form to enable the tendering contractors to submit a tender for the works. • It is essential that it is properly co-ordinated and, in a form adequate for the tenderer to fully understand the scope of the works and the requirements as to the tender submission. ARAB ACADEMY FOR SCIENCE, TECHNOLOGY AND MARITIME TRANSPORT COLLEGE OF ENGINEERING AND TECHNOLOGY DEPARTMENT OF ARCHITECTURAL ENGINEERING AND ENVIRONMENTAL DESIGN CAIRO CAMPUS AR541 / Professional Practice - Lecture 09 Part 2 Running a Project / The RIBA Plan of Work 2013 Stage 4: Technical Design: Tender Documentation and Tender Action Prepared by: Arch. Maged Samy Ibrahim References: Chappell, David; Dunn, Michael. The Architect in Practice . 11th Edition. Copyright protected 14 19.2 Co-ordinated project information • One of the prime causes of disruption to building operations on site has been highlighted as the inadequacy of the drawn information and a lack of compatibility in project information generally i.e. the drawings and specifications or bills of quantities are not consistent. • To solve this in UK a C ommon A rrangement of W ork S ections for Building Works ( CAWS ) has been produced after consultation with all interested parties to define an efficient and generally acceptable arrangement for classifying work within construction documents, and produced codes for the writing of a project specification and the production of drawings. • The main advantages are: a. Easier distribution of information. b. More effective reading of documents collectively. c. Greater consistency achieved across the documents. • Unless this information is complete, accurate and co-ordinated, it will not be effective and, no matter how good the design is, it will not be satisfactorily realised on site. • The ongoing development of sophisticated design and modeling computer software and the increasing flexibility of the hardware on which information can be viewed has changed, and continues to change, the way in which drawings, bills of quantities and specifications are linked and the way in which tenders are produced and information is conveyed. ARAB ACADEMY FOR SCIENCE, TECHNOLOGY AND MARITIME TRANSPORT COLLEGE OF ENGINEERING AND TECHNOLOGY DEPARTMENT OF ARCHITECTURAL ENGINEERING AND ENVIRONMENTAL DESIGN CAIRO CAMPUS AR541 / Professional Practice - Lecture 09 Part 2 Running a Project / The RIBA Plan of Work 2013 Stage 4: Technical Design: Tender Documentation and Tender Action Prepared by: Arch. Maged Samy Ibrahim References: Chappell, David; Dunn, Michael. The Architect in Practice . 11th Edition. Copyright protected 15 • Poor information production causes delays, extra costs and poor quality, which in turn gives rise to disputes over who is responsible for the problems. 19.3 Bills of quantities 19.3.1 General • It is important for architects to understand the process involved in the preparation of the bills of quantities and for the need to provide adequate and timely design information. • The work of the quantity surveyor/cost manager is described before; as mentioned one of his major tasks is the preparation of the bills of quantities 19.3.2 Preparation of quantities • The quantity surveyor's work in preparing quantities is the final stage, when using the single stage traditional procurement route, prior to the issue of the tender documentation. • Delays during the earlier stages of a project in involving the quantity surveyor have an effect on the time allocated for this process. • It is also difficult for clients to understand why there is a further delay in issuing tender documents since drawings and specification are completed. • Accuracy in the bills of quantities depends on systematic checking at each stage and a very careful reading and checking of the final document. ARAB ACADEMY FOR SCIENCE, TECHNOLOGY AND MARITIME TRANSPORT COLLEGE OF ENGINEERING AND TECHNOLOGY DEPARTMENT OF ARCHITECTURAL ENGINEERING AND ENVIRONMENTAL DESIGN CAIRO CAMPUS AR541 / Professional Practice - Lecture 09 Part 2 Running a Project / The RIBA Plan of Work 2013 Stage 4: Technical Design: Tender Documentation and Tender Action Prepared by: Arch. Maged Samy Ibrahim References: Chappell, David; Dunn, Michael. The Architect in Practice . 11th Edition. Copyright protected 16 • Excessive pressure to complete the document can only result risk of errors or omissions leads to the possibility of subsequent disruption and delay to the works resulting in additional cost to the client. • No attempt should be made to reduce the period allowed for the preparation of the bills. • Time should be saved in the preparation of the bills of quantities if the quantity surveyor is fully involved throughout the various design stages. • The building work is generally divided into sections, and each section is individually measured. A list of sections in a typical building might be: • (a) Substructure • (1) Substructures (underground works) • (b) Superstructure • (2) Frame (3) Upper floors (4) Roof (5) Stairs (6) External walls (7) Windows and external doors (8) Internal walls and partitions (9) Internal doors • (c) Finishes • (10) Wall finishes (11) Floor finishes (12) Ceiling finishes • (d) Services • (13) Sanitary appliances (14) Disposal installations (15) Water installations (16) Heating installations (17) Electrical installations (18) Gas installations (19) Lift installations (20) Communications installations (21) Builder's work in connection with services • (e) External works • (22) Site works (23) Drainage ARAB ACADEMY FOR SCIENCE, TECHNOLOGY AND MARITIME TRANSPORT COLLEGE OF ENGINEERING AND TECHNOLOGY DEPARTMENT OF ARCHITECTURAL ENGINEERING AND ENVIRONMENTAL DESIGN CAIRO CAMPUS AR541 / Professional Practice - Lecture 09 Part 2 Running a Project / The RIBA Plan of Work 2013 Stage 4: Technical Design: Tender Documentation and Tender Action Prepared by: Arch. Maged Samy Ibrahim References: Chappell, David; Dunn, Michael. The Architect in Practice . 11th Edition. Copyright protected 17 • Example from BOQ document. • • • • • • الإجمالي ٢ ١ ٢ ٢ ٢ ٣ ٢ ٤ ٢ ٥ ٢ ٦ ٢ ARAB ACADEMY FOR SCIENCE, TECHNOLOGY AND MARITIME TRANSPORT COLLEGE OF ENGINEERING AND TECHNOLOGY DEPARTMENT OF ARCHITECTURAL ENGINEERING AND ENVIRONMENTAL DESIGN CAIRO CAMPUS AR541 / Professional Practice - Lecture 09 Part 2 Running a Project / The RIBA Plan of Work 2013 Stage 4: Technical Design: Tender Documentation and Tender Action Prepared by: Arch. Maged Samy Ibrahim References: Chappell, David; Dunn, Michael. The Architect in Practice . 11th Edition. Copyright protected 18 • Additional sections, such as kitchen equipment, laboratory installations ...etc.can be also add to the previous building work sections. • Where the quantity surveyor is unable to identify an appropriate detail they will request further information or clarification from the architect or other design team members. • If certain drawings are delayed then the quantity surveyor will likely progress with those sections for which they have sufficient information. • Standard methods of measurement have been introduced over the years to ensure that bills of quantities are prepared on the basis of a set of accepted rules, so that those pricing the bills fully understand what descriptions of work are intended to cover and they can then price accordingly. • Deviation from a standard method of measurement is to be avoided unless there is good reason for doing so. If deviations are to be used then it is essential that this is made clear to the tendering contractors in the tender documentation, and addressed in the contract itself, otherwise disputes are likely to arise. • Provisional sums are included to cover work for which there is insufficient information available for proper measurement and/or pricing, such as sanitary appliances and the like in consultation with the client, and the details of these may very well not have been considered when tenders are being sought. The architect must be in a position to inform the quantity surveyor of the nature and amounts of all provisional sums which are to go into the bills of quantities. ARAB ACADEMY FOR SCIENCE, TECHNOLOGY AND MARITIME TRANSPORT COLLEGE OF ENGINEERING AND TECHNOLOGY DEPARTMENT OF ARCHITECTURAL ENGINEERING AND ENVIRONMENTAL DESIGN CAIRO CAMPUS AR541 / Professional Practice - Lecture 09 Part 2 Running a Project / The RIBA Plan of Work 2013 Stage 4: Technical Design: Tender Documentation and Tender Action Prepared by: Arch. Maged Samy Ibrahim References: Chappell, David; Dunn, Michael. The Architect in Practice . 11th Edition. Copyright protected 19 • Drawings need to be supplemented by descriptive information. • This may be either a full specification such as would be used if there were no quantities or as specification notes that are sometimes found written all over the drawings. • The detailed analysis of the design documents made by the quantity surveyor when preparing the bills of quantities can be of great assistance to architects. It will bring to their attention any errors or inconsistencies in the drawings and/or specification. • If, during the preparation of the bills of quantities, the architect proposes to alter the drawings, they should immediately advise the quantity surveyor. • If an inconsistency between the drawings and the contract bills happened it may lead that client incur unnecessary additional cost as what is called “ Variations” ARAB ACADEMY FOR SCIENCE, TECHNOLOGY AND MARITIME TRANSPORT COLLEGE OF ENGINEERING AND TECHNOLOGY DEPARTMENT OF ARCHITECTURAL ENGINEERING AND ENVIRONMENTAL DESIGN CAIRO CAMPUS AR541 / Professional Practice - Lecture 09 Part 2 Running a Project / The RIBA Plan of Work 2013 Stage 4: Technical Design: Tender Documentation and Tender Action Prepared by: Arch. Maged Samy Ibrahim References: Chappell, David; Dunn, Michael. The Architect in Practice . 11th Edition. Copyright protected 20 19.4 Specifications 19.4.1 General • It is the document from which other information, either drawings or bills of quantities, is generated. 19.4.2 The purpose of a specification • In conjunction with the drawings the specification has three important purposes. They are: 1. to be read by the contractor's estimator as the information available on which to prepare a tender 2. to be read by the quantity surveyor to enable a bills of quantities to be prepared as a basis for inviting a tender or tenders 3. to be read by the contractor, the clerk of works and the architect as the requirements for carrying out the works.