Defining and Documenting a Project

DEFINING AND DOCUMENTING A PROJECT Project Management

Tutor: Ar. Sateerah Hassan Ho Yen Liang 0326660 Leong Ching Wei 0326495 Lim Jing Kai 0326756 Lindsay Lim Siew Cheng 0326844 Peh Ellyn 0326812 Wong Chee Fon 0327220

Content

1.0

Project Introduction / 3 1.1 Objectives and Goals

2.0

Stakeholders / 9 2.1 Project Team 2.2 Project Organization Structure 2.3 Roles and Responsibilities

3.0

Implementation Phases / 26 3.1 Schematic Design 3.2 Design Development 3.3 Contract Documentation 3.4 Contract Implementation and Management 3.5 Final Completion

4.0

Implementation Tools / 91

5.0

Monitoring Tools & Strategies / 96

6.0

Success Criteria / 98

7.0

Project Conclusion / 101

8.0

Reference / 103

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1.0 PROJECT INTRODUCTION

1.1 Project Background Project Project Site

Architect Client

: OnePark, Semenyih : No 1, Jalan Onepark, Taman Semenyih Idaman, 43500 Semenyih, Selangor Darul Ehsan : GMLING Architect : Iwajib Group

We were given the residential project OnePark, Semenyih to undergo our study on the management process which was developed by Iwajib Group a real-estate developer based in Kuala Lumpur, which has upheld the principle of ‘Creating Comfort Living in the Luxury of Space’ throughout its idaman residential housing development series. The group aims to build properties that are in harmony with mother nature and to create a valuable environment to the community.

Figure 1.1 Iwajib Group Logo (Source : Google 2018)

Figure 1.2 OnePark Logo (Source : Google 2018)

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1.2 Site Location One Park is located in the recently developed area of Semenyih. The site boasts a strategic location with high visibility and link to multiple highways including Lekas Expressway, Silk Highway, North-South Highway (Plus), Cheras-Kajang Grand saga Highway and Kajang Bypass.

Figure 1.3 Location Plan indicating major Highways connected to OnePark (Source : Iwajib Group)

The site is also located among prominent institutional buildings, shopping malls for leisure, healthcare services, with close proximity to 3 different prominent town, Kajang, Semenyih and Bangi which is still in development.

Figure 1.4 Site Plan indicating location of OnePark (Source : Google Maps 2019)

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1.3 Project Scope OnePark is a gated and guarded residential estate comprises of 2-storey freehold link homes build with complete and extensive security features to ensure a maximum peace of mind. As a boutique development, OnePark breaks down the barriers between the indoors and outdoors, with a tranquil sight of lush greeneries surroundings. The charming eco-friendly homes feature a simple and sleek design characterised by modern architecture, designed and built in harmony with nature.

Figure 1.5 OnePark Master Plan (Source : Iwajib Group)

Figure 1.6 Melwood Park Scenery (Source : Google 2018)

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1.4 Melwood, One Park Melwood is the given particular phase of OnePark that we will be focusing on for this project management study, thus info given by the architect will be mentioned in this report based on this phase of the project.

Figure 1.7 Melwood Park Unit Information (Source : Iwajib Group)

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1.5 Project Objectives 1.

To ensure completion of each phases of the project fulfilled accordingly and structurally as agreed in the scheduled timeline.

2.

Minimize changes during construction phase toward the design, thus budget and time management are under control.

3.

Able to perform strict supervision and initiates problem solving toward occured problems efficiently and accurately, decreasing risk factor of failing project.

4.

Proper management of construction and design to achieve the requirements in every aspects in terms of progress, standards, finance, and time as stated in the needed criteria.

1.6 Project Goals 1.

Periodic maintenance with longer interval in between which requires minimal repairs and maintenance, service efficient and long term quality control.

2.

Using progress and final outcome of the project development as a future reference for upcoming project so that mistakes can be minimized and increase the company’s success rate in the future development.

3.

The overall planning, management and coordination of a project from origination to completion, targeted at meeting clients’ requirements and responds to the site.

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2.0 STAKEHOLDERS AND PROJECT TEAM

2.1 Main Stakeholders Stakeholders are identiďŹ ed as the people, groups, or organizations that could impact or be impacted by a decision, activity, or outcome of the project whom may be individuals or organizations that are actively involved in the project, or whose interests may be affected by the execution or completion of the project.

GMLing Architects

Realis Sdn. Bhd.

Alpha Omega Matrix

Perunding BCP

CYS Jurutera Perunding

Studioukur Geomatics

JBK Town Planning

Iwajib Group

Iwajib Group

GDSS System

Manufacturers

HODA Design

*MBKJ includes Jabatan Kejuruteraan, Jabatan Bangunan, Jabatan Perancangan

Figure 2.1 Melwood, One Park External & Internal Stakeholders (Source : Wong)

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2.2 Organization Structure Iwajib Group Sdn. Bhd.

Mr Tong Seong Peng.

Mr. Tan Wei Tzong

Mr. Chew Yin Kheong

Realis Sdn. Bhd.

*ConďŹ dential Identity* (Terminated)

GMLing Architects

Alpha Omega Matrix

HODA Design

Studioukur Geomatics

JBK Town Planning

Perunding BCP

CYS Jurutera Perunding

Iwajib Group

GDSS System

Figure 2.2 Organization Chart of Melwood, OnePark Project (Source : Wong)

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2.3 List of Party and Person in Charge PARTY

PERSON IN CHARGE

POINT OF CONTACT

Architect

Ar Goh Mei Ling Mr Wong Jia Junn

GMLing ARCHITECTS 4A, Jalan SS 26/6, 47301 Petaling Jaya, Selangor

Quantity Surveyor

Mr Ng Sin Choy

ALPHA-OMEGA MATRIX 168-2A & 2B, Jalan Bukit Desa Kuala Lumpur

Land Surveyor

Sr. Hoe See Keng

STUDIOUKUR GEOMATICS SDN. BHD. 23-3, Jalan Radin Anum Bandar Baru Sri Petaling 57000 Kuala Lumpur

Town Planner

Mr. Jefri bin Kasman

JBK TOWN PLANNING & PROJECT MANAGEMENT CONSULTANT Room 413, 4th Floor, Wisma Daiman, 64, Jalan Sulam, Taman Sentosa, 80150 Johor Bahru, Johor

M&E Engineer

C&S Engineer

PERUNDING BCP SDN BHD Ir. Zalizan Mohamed Nor Kamaruzaman

Ir. Tan Ay Bing

No 12-q, 12-2 & 12-3, Jalan C180/1, Dataran C180, 43200 Cheras Selangor

CYS JURUTERA PERUNDING CONSULTING ENGINEERS B-3A-5 & 6, Jalan 2/142A Mega Phoenix, Cheras 56000 Kuala Lumpur

Contractor

Mr Yasir Arif Yusof

REALIS SDN. BHD. H-05-03 & H-06-03 Jalan SS7/13A, Plaza Kelana Jaya Kelana Jaya 47301 Petaling Jaya Selangor

Landscape Architect

LAr Ho Peng Ming

HODA DESIGN LANDSCAPE ARCHITECT 2-24, Jalan Puteri 4/9, Bandar Puteri Puchong, 47100 Puchong, Selangor Dahrul Ehsan Malaysia

Clerk of Works

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ON- SITE

Traffic Security

Mr. Richard Dimmick Mr. Roger Mah Mr. Vito Chong

GDSS SYSTEM SDN. BHD. No. 24-3, Jalan 11/116B Kuchai Entrepreneurs’ Park 58200 Kuala Lumpur

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2.3 Architect 2.3.1 Company

GMLing Architects specialised in residential buildings, town planning, interior design and project management work scope. Melwood, OnePark is supervised

by Ar Goh Mei Ling the director itself and led principal with 3 associates architect under her to help on project strategy and other key aspects of project design and execution. The oďŹƒce is staffed with architects, technical assistants and clerks who all contributes to this project.

Figure 2.3 GMLing Architects Logo (Source : Google 2018)

2.3.2 Roles And Responsibilities

1.

2.

3.

4.

5.

6.

7.

Analysing project brief given by client and reinterpreting into design.

Translation of ideas to design.

Direct communication with clients.

Oversight of a building’s construction.

Coordination of consultants, from draftsmen to 3D-renderers.

Understanding and ensuring contractors abide to the building by-Laws And Operational codes of their design.

Observing progress at certain times during the construction phase, however on a much less frequent basis and for different purposes than that of the contractor.

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2.4 Quantity Surveyor 2.4.1 Company

Alpha Omega Matrix is hired to manage the scope of works regarding tender such as producing tender reports, budgeting and, bill of quantities. They are also assigned to work closely with the contractors and manages the progress reports and to issue the interim certificates to the contractors until the penultimate phase for Melwood, OnePak project.

Figure 2.4 Alpha Omega Metrix Quantity Surveyor Logo (Source : Google 2018)

2.4.2 Roles And Responsibilities

A quantity surveyor is mainly hired to manage project finances and contractual relationship. They ensure that the financial position of construction projects is accurately reported and controlled effectively.

1.

Feasibility and Design Stage a.

2.

3.

4.

Conducting feasibility studies to estimate materials, time and labor costs. b.

Preliminary estimation of costs.

Contract Documentation Stage a.

Prepares construction cost estimates and tender documents. b.

Assist in calling, opening and evaluation of tender. c.

Advice on selection of contractors. d.

Rationalise contract rates and preparation of contract documents.

Contract Implementation Stage a.

Conduct site valuation of contractor’s progress claim. b.

Prepares certificate of progress payment . c.

Evaluations of variation.

Final Completion a.

Prepares contract final account. b.

Assessment of building replacement values for insurance.

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2.5 Land Surveyor 2.5.1 Company

Studioukur Geomatics is hired at the start of the project before the schematic design phase commences to obtain accurate information on the site boundary and topography. The land surveyor was also needed to prepare reports and drawings to be submitted to local authorities.

Figure 2.5 Studioukur Geomatics Logo (Source : Google 2018)

2.5.2 Roles And Responsibilities

1.

2.

3.

4.

5.

Detailed research on the records related to the land, survey, and the titles of the land.

Locate and prepare boundary line adjustments, produce topographic maps, retrace property lines and prepare subdivision maps.

Write descriptions of property boundary surveys for use in deeds, leases, or other legal documents.

Pick up levels of the site for civil and structural engineer to produce earthworks, building platform, road and drainage drawings.

Prepare Development Proposal Report (LCP) for local authorities approval.

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2.6 Town Planner 2.6.1 Company

JBK Town Planning & Project Management Consultant is one of the consultants hired upon schematic design phase to assist design development schemes. They are also needed to prepare planning submissions to local authorities.

Figure 2.6 JBK Town Planning & Project Management Consultant Logo (Source : Google 2018)

2.6.2 Roles And Responsibilities

1.

2.

3.

4.

Producing planning submissions, appeals, design and access statements and other documents.

Reviewing and monitoring existing planning policy documents Prepare Layout Plan /Development Order and Development Proposal Report (LCP).

Produce and validate the required copies of LP / KM / DO for signature of authorised personnel before submission to relevant authorities.

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2.7 Mechanical & Electrical Engineer 2.7.1 Company

manages the design and specifications of the Melwood, OnePark project regarding mechanical works such as sanitary & plumbing systems and also electrical works such as power supply and electrical system, lighting protection, telecommunication systems, and security and alarm system.

Perunding BCP Sdn Bhd

Figure 2.7 Perunding BCP Sdn Bhd Logo (Source : Google 2018)

2.7.2 Roles And Responsibilities

1.

2.

3.

4.

5.

6.

7.

Designing and giving advice on the installation of various types of building services.

Prepare tender drawings, specifications and schedules regarding mechanical and electrical works.

Prepare technical report/assessment on tender submissions regarding mechanical and electrical works.

Certifying payment certificates of Nominated Sub-contractors works.

Monitors and ensures the mechanical and electrical specifications are compiled and met.

Monitors the installation and progress of mechanical and electrical works on site.

Certifying CCC Form G for completed mechanical and electrical works.

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2.8 Civil and Structural Engineer 2.8.1 Company

CYS Structural Engineer is an consulting engineering ďŹ rm hired to manage the job scope regarding infrastructure works such as earthworks, roads and drainage, water storage reticulation and sewerage treatment plants.

Collectively, they manages and oversee all the building structural works for Melwood, OnePark project.

Figure 2.8 CYS Structural Engineer Logo (Source : Google 2018)

2.8.2 Roles And Responsibilities

1.

2.

3.

4.

5.

6.

7.

8.

9.

Conduct a soil investigation to inspect condition of proposed ground site.

Design and calculate load and stresses of building structures for construction.

Provide technical advice and design on infrastructure and building works.

Coordinating with the authorities on the civil and structural designs and approval requirement of the building project.

Prepare technical report/assessment on tender submissions regarding civil and structural works.

JPS Consulting Engineers is responsible for the organisation and delivery of materials and equipment for the needs of the construction project.

Monitors and inspect the progress of the civil and structural works on site.

Verifying completion of Infrastructure works for Stage Completion certiďŹ cation by the Architect.

Certifying Form G of the CCC for completed Infrastructure and Structural works.

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2.9 Contractor 2.9.1 Company

Selia Group was then hired in replacement to continue main construction works from the past contractor (Confidential Identity) who initially was awarded for tender to carry out main construction works but was unfortunately terminated during initial stages of construction after several delays of project.

Figure 2.9 Selia Group Logo (Source : Google 2018)

2.9.2 Roles And Responsibilities

1.

2.

3.

4.

5.

6.

Determining and obtaining the proper permits for construction .

Planning and managing a project’s construction phase.

Negotiate with vendors in order to get the best prices and most fit delivery schedule.

Ensure that costs stay within budget and reduce the risk of lost time.

Comply with health and safety specifications on site.

Provide appropriate supervision, information and instructions to workers on site.

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2.10 Landscape Architect 2.10.1 Company

HODA Design Landscape Architects are hired to assist in the design development phases to manage the softscape and hardscape of the overall project. In Melwood, OnePark project, landscaping is very important and is one of the main selling point of the design, thus, HODA Design collaborates mainly with the project manager of IWAJIB GROUP. They are rarely required to attend the site meetings, but however any required changes as discuss in the meeting will be informed to them.

Figure 2.10 HODA Design Landscape Architects Logo (Source : Google 2018)

2.10.2 Roles And Responsibilities

1.

2.

3.

4.

5.

Designing and proposing a landscape layout.

Procurement of necessary vegetation or technologies regarding the landscape design of the project.

Cost estimation regarding softscape works.

Coordinating with authorities to obtain approval for landscape works.

Certifying Form G of the CCC for completed landscape works.

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2.11 Clerk Of Works 2.11.1 Company

The clerk of works is employed by the client, IWAJIB Group during the construction stages to be stationed on the construction site acting as a site inspector.

Figure 2.11 Iwajib Group Logo (Source : Google 2018)

2.11.2 Roles And Responsibilities

1.

2.

3.

4.

5.

6.

Issue site memos.

Inspects and prepares a complete form of certificate of billing.

Highlighting potential specification design issues for comments before it affects construction and programme.

Inspecting the work on site and comparing it with drawings and specifications.

Monitoring and reporting on progress to construction managers, architects and clients.

Checking that standards, building regulations, health and safety and legal requirements are met.

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2.12 Traffic Security 2.12.1 Company

GDSS Systems Sdn. Bhd. is hired during the construction stages to ensure safety on site and prevent traffic accidents

Figure 2.12 GDSS system Sdn. Bhd. Logo (Source : Google 2018)

2.12.2 Roles And Responsibilities

1.

2.

3.

Traffic management on site to avoid any accident.

Ensuring that all hazardous areas are clearly marked and restricted from site workers and visitors.

Stationing trained traffic management personnel at site entry and exit points and road crossings.

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2.12 Melwood, OnePark Project Workflow

START

CLIENT ESTABLISH PROJECT INTENTION

DETERMINE PROJECT SCALE

SITE ANALYSIS

PROJECT BRIEF

SCHEMATIC

PRELIMINARY DESIGN PROPOSAL

ISSUE OF FEE PROPOSAL & MEMORANDUM OF AGREEMENT

PRE-CONSULTATION REPORT

PLANNING APPROVAL DOCUMENTS

PRELIMINARY COST ESTIMATION

APPOINTMENTS OF CONSULTANTS

TOTAL DURATION : 6 MONTHS

DESIGN DEVELOPMENT

DESIGN DRAWING

TOTAL DURATION : 3 MONTHS

DESIGN & COST REVISION

BUILDING PLANS SUBMISSION FOR APPROVALS

TO BE CONTINUED NEXT PAGE

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CONTRACT DOCUMENTATION

FINALISE BILL OF QUANTITY (BQ)

TENDER NOTICE

AWARD OF CONTRACT AND AGREEMENT

TENDER EVALUATION

TENDER APPROVAL

TOTAL DURATION : 3 MONTHS

CONTRACT IMPLEMENTATION & MANAGEMENT

PROJECT ADMINISTRATION

TOTAL DURATION : 24 + 3 MONTHS DELAY

APPROVAL FROM SERVICE PROVIDER

INSPECTION & TESTING

FINAL COMPLETION

PRE-COMPLETION CHECK

PREPARATION OF HANDOVER OF BUILDING

VP + DLP

CCC

CPC & INSPECTION

TO BE CONTINUED NEXT PAGE

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FINAL ACCREDITATION OF CONTRACT

ISSUANCE OF FINAL COMPLETION

TOTAL DURATION : 1 MONTH (EXCLUDING DEFECTS & LIABILITY)

COMPLETION

Figure 2.13 Melwood, OnePark Project Workflow & Duration (Source : Iwajib Group)

Project Workflow Overview

The project follows the standard phasing of project and completes each stage not exceeding too much from the expected duration, however there appears to be delay due to poor work management and ethics by contractor and take over of task occurred thus re-briefing of task is required and have taken some time to adapt. Apart from that, other stages of project is unobscured and run smoothly due to good management and communication.

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3.0 IMPLEMENTATION PHASE

3.1.1 Introduction

Schematic design stage involves project brief, design concept, cost indications and submissions for Planning Permission. At this stage, the Client and Project Architect often conduct CCM (Client Consultant Meeting) for discussion of ideas. This stage can be divided into two phases which are pre-consultation phase and consultation phase.

3.1.2 Pre-Consultation Phase

Pre-consultation phase is a period where client has yet to sign a contractual agreement to hire the architect. Architect then has to prepare a Preliminary Design Proposal as well as Pre-Consultation Report to client in order to be chosen as the client’s main consultant.

Site Analysis

Project Brief

3.1.2.1 Project Brief

Issue of Fee Proposal & Memorandum of Agreement

Preliminary Design Proposal

Pre-Consultation Report

Project brief is the starting point of a design project which involves analysing the sizes and constraints of the project such as setbacks, plot ratio etc. The Client would provides the objectives of project. These objectives may contribute to concept generation from architect based on client’s brief.

Figure 3.1.1: Design concept of Melwood project. (Lim, 2019)

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Figure 3.1.2: Design concept of Melwood project. (Lim, 2019)

Figure 3.1.3: Design concept of Melwood project. (Wong, 2019)

For this project, the Client has requested to add the unique integration of green features, to enhance the livable environmental aspects of the project.

Figure 3.1.4: Unique features of the project requested by Client.(Wong, 2019)

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Issue of Fee Proposal & Memorandum of Agreement

Site Analysis

Project Brief

Preliminary Design Proposal

Pre-Consultation Report

3.1.2.2 Site Analysis

Site analysis was conducted after the project brief was given. In this project, site analysis was done by Land Surveyor which is hired by Client to collect relevant site information. Through the topography survey, Land Surveyor was able to determine the feasibility and constructability of the project, especially when it comes to the construction of platform, piling etc.

3.1.2.3 Preliminary Design Proposal

After analysing the project brief and site, Architect and Client conducted their CCM (Client Consultant Meeting) where Architect has to present a Preliminary Design Proposal to Client. After presenting the design proposal, Client would provide feedbacks for the Architect. At this stage, Client has to determine whether the Project Architect is suitable to be appointed for the project.

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Figure 3.1.5: Preliminary Design Proposal. Lim, 2019)

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Site Analysis

Preliminary Design Proposal

Project Brief

3.1.2.4 Issue of Fee Proposal & Memorandum of Agreement

Issue of Fee Proposal & Memorandum of Agreement

Pre-Consultation Report

The Client agreed on hiring the Project Architect as the main contractor by signing the Memorandum of Agreement and other contractual agreements. The Client provides a fee proposal which includes copyright information, liabilities, legislation, various scopes of work and etc.

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Figure 3.1.6: Memorandum of Agreement. (Lim, 2019)

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Site Analysis

Project Brief

3.1.2.5 Pre-Consultation Report

Issue of Fee Proposal & Memorandum of Agreement

Preliminary Design Proposal

Pre-Consultation Report

Once the preliminary design proposal has amended based on the comments and feedbacks by client during CCM, a Pre-Consultation Report is produced by Architect. This report consists of design concept, 3D renderings, schematic oor plan and other drawings. The report is then submit to Planning Permission (Kebenaran Merancang, KM) for the authorities. This is the ďŹ nal stage of pre-consultation phase before moving onto consultation phase.

Figure 3.1.7: Cover page of pre-consultation report. (Wong, 2019)

Figure 3.1.8: One of the rendering perspective drawings. (Wong, 2019)

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3.1.3 Consultation Phase

After signing the contractual agreements and approving the pre-consultation report, consultation phase took place by organizing an appointment of consultants, followed by producing a preliminary cost estimation and end with submitting approval documents to KM. Preliminary Cost Estimation

Planning Approval Documents

Appointments of Consultants

3.1.3.1 Appointments of Consultants

Consultation phase started with Project Architect and Developer are responsible on hiring other consultants such as Quantity Surveyor, Landscape Designer, Civil and Structural engineer, Mechanical and Electrical Engineer, and more. Developer have the ability to terminate a contract with any consultants or contractors if they did not obey the on-site guidelines.

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Figure 3.1.9: Appointment of consultants. (Lim, 2019)

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Preliminary Cost Estimation

Planning Approval Documents

Appointments of Consultants

3.1.3.2 Preliminary Cost Estimation

A Preliminary Cost Estimation is conducted by Quantity Surveyor based on the preliminary design proposal and pre-consultation report. Cost estimation can be divided into two types, which are construction cost and development cost.

In this project, the construction cost involved general conditions, piling works, building works, M&E works, infrastructure works, landscape works and others, while the development cost involved contribution to local and utility authority, uctuation of prices, professional fees, etc.

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Figure 3.1.10: Preliminary Cost Estimation (Lim, 2019)

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Preliminary Cost Estimation

Appointments of Consultants

3.1.3.3 Planning Approval Documents

Planning Approval Documents

Before moving onto the next stage which is design development, documents must be submitted to local authorities. In this project, documents which required to submit involved Planning Permission (Kebenaran Merancang).

After presenting the preliminary consultation report, planning permission is prepared by project architect, to be submitted to MPKJ’s (Majlis Perbandaran Kajang) Planning Department. KM submission is the ďŹ rst local authorities submission before the launching of any project developments.

Figure 3.1.11: Letter by GMLing Architects addressed to the Planning Department (Jabatan Perancangan) of MPKJ. (Looi, 2019)

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Figure 3.1.12: Land Survey Drawing done by land surveyor. (Wong, 2019)

Figure 3.1.13: Site plan drawing done by project architect for KM submission. (Wong, 2019)

As a summary, the schematic design stage will be completed when the planning approval documents are submitted to MPKJ and approved by local authorities.

Once everything has ďŹ nalised, design development phase would take place after schematic design.

Preliminary Cost Estimation

Appointments of Consultants

Design Development

Planning Approval Documents

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Building Plan Submissions for Approval

Design Drawings

Introduction

Design & Cost Revision

Once the approval for the development of the project is given by the authorities, the schematic design is then further revised alongside the client and other relevant consultants, consisting of Design Drawings Production and Submissions for Building Approval to authorities. The project is then divided with other consultants to begin with the detailed design drawings. At the end of design development, a good deal of product selection and systems design should be progressing. This phase concludes when the interior and exterior design of the building is locked in by the owner and architect with the finalize preliminary estimated cost construction.

Stakeholders: The Design Team ● ● ● ● ● ● ●

3.2.1 Design Drawings

Client Project Manager Project Architect Quantity Surveyor C&S Engineer M&E Engineer Landscape

Architect

Design drawings are produced upon approval of the design by the client, the consultants, led by the Project Architect, collaborate in order to carry out the development order and produce the required drawings for construction. In this project, the appointed consultants by Iwajib Group will be collaborating with Ar. Goh architect to produce the following drawings: I. II. III. IV. I.

Working Drawings Building Structure Drawings Building Services Layout Drawings Landscape Layout

Drawings

Working Drawings

The Project Architect will work together with other assistant architects to begin the production of General Arrangement Drawings (GA), which is the standard building drawings that act as the base drawing to be discussed and developed alongside the Developer or Client, before sending them to the other consultants and authorities.

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Figure 3.2.1: Ground Floor Plans of Terrace House Units (Wong, 2019)

Figure 3.2.2: Working Drawings of the Terrace House Design (Wong, 2019)

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II.

Building Structure Drawings

Upon the client’s approval of the Architects’ drawings, the architect will then issued the standard building drawings to the appointed C&S Engineer for structural drawings production. The C&S Engineer will be consulting the architect regarding to the workability and buildability of the construction.

Figure 3.2.3: Structural Column Plan of Rumah Selangorku (Wong, 2019)

Figure 3.2.4: Structural Wall Plan of Rumah Selangorku (Wong, 2019)

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III.

Building Services Layout Drawings

The M&E Engineer will be focusing on the integration of building services onto the refined Architects’ drawings and structural drawings. Building services are the systems installed in buildings to ensure the comfort, function, efficiency and safety of its users, based on the Melwood, OnePark project, it is a residential estate which the building services of the housing units consist of: a. b. c. d. e. f.

Energy distribution Energy supply (Gas, Electricity, Renewable Sources) Fire Safety, Detection and Protection Heating Air-Conditioning (HVAC) Lighting (Natural and Artificial) Security and Alarm Systems Water, Drainage and Plumbing

Ventilation

and

M&E Engineer will produce these building services plan drawings to be discussed with the Project Architect and Client regarding to the placement and allocation of the services.

Figure 3.2.5: Building Services Elevator Plan of Rumah Selangorku (Wong, 2019)

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IV.

Landscape Layout Drawings

The landscaping layout and details around the residential units are then planned and designed according to the finalize design of the architect’s drawings. The landscaping planning of the Melwood, OnePark project designed by the appointed Landscape Architect, will be working closely with the architect and client as they have established a specific and unique concept towards using greens and outdoor parks as an in-between spaces of the neighboring housings.

Figure 3.2.6: Overall Landscape Layout Plan of the Project (Wong, 2019)

Figure 3.2.7: Landscape Layout of the Main Entrance (Wong, 2019)

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Building Plan Submissions for Approval

Design Drawings

3.2.2 Building Plan Submissions for Approval

Design & Cost Revision

Once all the design drawings have been revised and refined with the design team, the finalize drawings will be attached together with a few required documents to be submitted to the authorities for acquisition of building approval. Consultants propose building and infrastructure plans which later to be submitted for authority approval. The documents to be submitted consist of: I.

Borang A

According to UNIFORM BUILDING BY-LAWS 1984 CLAUSE 3(1)(c) and 16(2), the Borang A is a certification of building or structural plans to be submitted by a certified Project Architect or C&S Engineer, approval by the local authorities. It was meant to prove that the design drawings are complying with the Uniform Building By-Laws 1984.

Figure 3.2.8: Senarai Semak Online - Permohonan Pelan Bangunan Sample (Wong, 2019)

Figure 3.2.9: Borang A - Application for the issue of Occupant Certificate (Wong, 2019)

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II.

Building Plans (BP)

As per approval with client on the initial design drawings, the Project Architect will then produce a documentation report and set of BP Drawings to deliver to the local authorities for Building Approval Submissions.

Figure 3.2.10: BP Drawing : First Floor Plan and Roof Plan (Wong, 2019)

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Figure 3.2.11

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Figure 3.2.12

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Figure 3.2.13

Figure 3.2.11: List of Local Authorities and Submission Requirements (Ho, 2019) Figure 3.2.12: Application of Occupation CertiďŹ cate (Ho, 2019) Figure 3.2.13: Monthly Record on Status of BP Submission (Ho, 2019)

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III.

Fire Fighting (Bomba) Drawings

The Project Architect is the main consultant to produce drawings integrating Passive Fire Safety requirements based on the Uniform Building By-Laws 1984. Bomba drawings are important to ensure the building follows the rules and safety regulations set by the local authorities.

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Figure 3.2.14: Permohonan Pemeriksaan dan Ujian Lampiran B2 (Ho, 2019)

IV.

Road & Drainage Plan

Figure 3.2.15: Road & Drainage Plan (Wong, 2019)

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Building Plan Submissions for Approval

Design & Cost Revision

Design Drawings

3.2.3 Design & Cost Revision

The revision of design and preliminary estimated cost of construction are done concurrently with the building approval submission.

I.

Preliminary Construction Costs Estimates Update

In the Melwood, One Park Project, the Project Architect alongside with the client, discuss and amend the Bill of Quantity with the appointed Quantity Surveyor. On the design development stage, the design drawings are prepared with a fairly detailed speciďŹ cations. Therefore, the client discuss on the detailed cost of materials and ďŹ nishes of the project with the Quantity Surveyor, and the Quantity Surveyor will begin drafting a preliminary Bill of Quantity to be prepared for the tendering phase.

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Figure 3.2.16: Preliminary Cost Estimate Update (Ho, 2019)

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II.

Project Planning and Implementation Schedule Update

The Project Manager played an important role in the overall project planning and implementation phases. The update on project planning is done by the project manager as he planned the whole project timeframe inclusive of different consultants. A site meeting is arranged during this revision period as the project manager prepares to break down the tasks of different consultants and plot a schedule for the construction stages.

Figure 3.2.17: Client Consultant Meeting Conducted to Discuss on the Updates of Project Planning (Wong, 2019)

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III.

Resubmission of Revised Building Plans

This stage is where the Project Architect will produce any ďŹ nal amendments on the drawings in compliance to the Client and other Consultants during the building approval stage. Once the resubmission of building plans are done, the drawings will be signed by the clients and resent to the local authorities.

Figure 3.2.18: Final Approved Key, Location & Master Site Plan (Wong, 2019)

In conclusion, the design development stage will be completed and the building plan submissions will be approved within 3 months by the local authorities.

Once the revisions are all ďŹ nalised, the drawings will be attached with the contract documentation which is the next phase of development.

Building Plan Submissions for Approval

Design Drawings

Contract Documentation

Design & Cost Revision

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Introduction

Following the finalization of design development stages and obtaining the necessary approvals, is the contract documentation phase. This stage involves the development of the specifications as well as the preparation of drawings and contract documents that set forth the detailed requirements for the construction of a building project and tender process.

3.3.1 Finalizing the Bill of Quantities

Finalised Bill of Quantities (BQ)

Tender Documentation

Tender Notice

Award of Contract and Agreement

Tender Evaluation

This phase started by finalizing the Bill of Quantities (BQ). By this stage, the documents for the construction progress is compiled in which all elements of material labor, and plant needed to construct are itemized in detail, quantified and priced according to the Standard Systems of Measurement.

The purpose of a Bill of Quantities is splitting the work trades into groups, enabling the smooth financial planning in the pre contract phase of the project.

As the bill of quantities functions as the document that Quantity Surveyors, Project Engineers and all the stakeholders of the project uses to value the progress of work on site.

An unpriced Bill of Quantities is normally sent out to bidders and tenders to price the proposed works and items. The bidder with the lowest prices and also fulfill the criteria would normally attain the project.

Stakeholders: ● ● ● ● ● ● ● ●

Client Project Manager Architect Contractor C&S Engineer M&E Engineer Landscape Architect Quantity Surveyor

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Figure 3.3.1: Master drawing register list (Wong, 2019)

Before giving out the tender notice, the architect will ďŹ rst come out with a completed set of drawings with details with the help from other consultants.

Tender Construction drawings are the detailed set of documents which are prepared in order to ensure the tender process as well as the construction progress will go smoothly.

Many of the delays from a project can be caused due to the lack of information and unclear instructions on the drawings, which causes the contractors to send out RFIs to the architects to clarify the drawings.

Figure 3.3.2: First Floor Plan and Roof Plan Drawing prepared for tender (Wong, 2019)

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Figure 3.3.3: Elevations and Section Drawings prepared for tender (Wong, 2019)

Figure 3.3.4: Tender Drawing : Door Window Schedule (Wong, 2019)

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Figure 3.3.5: Tender Drawing : Staircase Detail (Wong, 2019)

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Figure 3.3.6 & Figure 3.3.7: Schedule of prices and rates on building works (Ho, 2019)

After the ďŹ nalization of the tender drawings, the Quantity Surveyor is then tasked with coming out a schedule of prices and rates or Bill of Quantities (BQ), based on the drawings and speciďŹ cations in the tender documents. The BQ is issued to tenderers and is prepared for the planning of works.

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3.3.3 Tender Notice

Finalised Bill of Quantities (BQ)

Tender Documentation

Tender Notice

Award of Contract and Agreement

Tender Evaluation

In this project, tender notice was produced to request for proposal and requests for quotation from suppliers on sanitary fixtures as well as door and windows.

The tenders are then selected through a bidding process.

As this project practices a selective tender, the invitation to tender was issued to pre-selected suppliers after the preparation of tender documents. Through the collaboration and recommendation from GM Ling Architects and the Quantity Surveyor, the project manager then compiled the shortlisted suppliers before turning it in for the client to decide.

Stakeholders: ● ● ● ●

Client Project Manager Architect Quantity Surveyor

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Figure 3.3.8: Tender notice prepared for the client for the conďŹ rmation on the calling of tender details. (Ho, 2019)

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Figure 3.3.9: Tender notice issued out to selected tenderers in drawing their attention and invite on the tendering process. (Ho, 2019)

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3.3.2 Tender Documentation

Finalised Bill of Quantities (BQ)

Tender Documentation

Tender Notice

Award of Contract and Agreement

Tender Evaluation

In this project, tender documents are first prepared in order to acquire tenders for contractors and subcontractors.

After attaining the contractor, GM Ling Architects then coordinates with other consultants such as the M&E engineers and C&S engineers to prepare a set of detail and complete tender drawings with the specifications broken down into several groups to be issued by the main contractor to potential sub-contractors.

At the same time, the quantity surveyor are tasked to prepare the tender documents stating the form of tender, condition of contract, bills of quantities, and schedules of rates. The bill of quantities provides the specific measured quantities of the items of work for the project which is identified by the drawings and specifications in the tender document.

Stakeholders: ● ● ● ● ● ● ● ●

Client Project Manager Architect Contractor C&S Engineer M&E Engineer Landscape Architect Quantity Surveyor

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Figure 3.3.10, Figure 3.3.11, Figure 3.3.12, Figure 3.3.13: Tender Documentation (Ho, 2019)

Tender document given to the tenderers stating the stating the form of tender, condition of contract, bills of quantities, and schedules of rates based on the speciďŹ cations and details of the tender drawings in order to avoid any misunderstanding on the objective of the project.

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3.3.4 Award of Contract

Finalised Bill of Quantities (BQ)

Tender Documentation

Tender Notice

Award of Contract and Agreement

Tender Evaluation

Once the tenderers submit their tenders, they are then invited for a meeting for further evaluation and clarification of matters to prevent any inaccuracies of the tender.

After that, the quantity surveyor produces a tender evaluation report and analysis which compiles a summary of the tender process and the evaluation of all the tenders. The report shows a comparative analysis for pricing anomalies, errors, and compliance with the required specifications among all tenders to shortlist the lowest prices and best offers. The report is concluded with an appropriate recommendation to assist the development managers from the client in the selection of the best tender.

Stakeholders: ● ● ● ● ●

Client Project Manager Architect Quantity Surveyor Tenderers

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Figure 3.3.14: Tender documents for evaluation (Ho, 2019)

Upon the closing of the tendering process, the quantity surveyor will then compile and tidy up a list of tender documents for evaluation. The quantity surveyor also collaborated with the architects and other consultants regarding the tender. The tender is then selected based on the best and is able to ensure the balance between quality, cost and time is able to be achieved.

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Figure 3.3.15: Tender Report (Ho, 2019)

After the evaluation among the consultants, the quantity surveyor then compiled all the opinions and suggestions from the consultants, forming a report of the shortlisted tenderers. The report is then presented to the project manager and client to further discuss and evaluate to select the best tender for the project.

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3.3.5 Contract Agreement

Finalised Bill of Quantities (BQ)

Contract Implementation

Tender Evaluation

Tender Notice and Documentation

Award of Contract and Agreement

Once the tenders have been shortlisted, after the advice and recommendations by the other consultants, the consultants had the last opportunity to perform tender negotiations, where all the revised tenders are then submitted in a form of a report.

I.

Letter of Award

After the revisions and negotiations, the letter of award or acceptance is then issued to the the selected tender to be signed. The money deposit submitted by each tender is then refunded to the unsuccessful tenderers by the quantity surveyor.

II.

Contract Agreement

The tender documents and the letter of acceptance will then become the baseline for the contract agreement. The contract agreement prepared by the project manager will then state the contract details and conditions, which will later then be signed by both the selected tenderers as well as the client.

Stakeholders: ● ● ● ● ●

Client Project Manager Architect Quantity Surveyor Tenderers

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Figure 3.3.16 Letter of award awarded for Prosecure Technology for supply and installation of alarm system and auto gate system. (Wong, 2019)

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Figure 3.3.17: Contract of agreement between the client and the awarded tenderer is signed in order to ensure both parties are aware of the contract details and conditions and reduce any misunderstandings. (Ho, 2019)

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Introduction

Contract implementation and management is the physical construction stage of the project and begins when the award of contract is given to the selected contractor. The tasks involved in this stage includes ďŹ nalizing pre-construction project agreements, contract execution, Interconnection, project construction and commissioning. The purpose of this phase is to monitor the construction process to optimizes the eďŹƒciency, effectiveness and quality of construction to ensure the task as stated in the contract is implemented, balancing cost against risks and anticipating potential problems that arise.

Contract Implementation

Pre-commencement of Work

Commencement of Work

Initial Project Meeting

Project Administration

Project Quality Plan

Inspection and Testing

Mobilization of Plant and Machinery

Approval from Service Provider

Figure 3.4.1: Phases of contract implementation and management

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Project Quality Plan

Initial Project Meeting

3.4.1.1 Initial Project Meeting

Mobilization of Plant & Machinery

The initial project meeting also known as the kick-off meeting is the first meeting held once a project is officially launched. It is crucial to have all internal and external stakeholders present at the kick off meeting so that the client, management team, and development team can align their vision and ensure the project runs as smoothly as possible. This meeting may be held a several time to ensure every team member is fully engaged with the project goals and details.

For the Melwood project, the initial project meeting chaired by the client IWAJIB Group was held to introduce the various stakeholders to one another and identify their roles and position within the framework of this project. The meeting was also held to identify the project’s main objectives and intended outcomes such as the project requirements.

Stakeholders ● Client ● Contractor ● Project Manager ● Architect ● C&S Engineer ● M&E Engineer ● Landscape Architect ● Quantity Surveyor Prior the possession of the site, the contractor is informed of the documents that has to be compiled and prepared as required below: 1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

Signed letter of acceptance Construction work programme Insurance cover letters (Contractors’ All Risks Policy (CAR), Workmen’s Compensation Policy) Construction drawings from all consultants Method statements of construction Organization charts SOCSO and CIDB registration nos CIDB levy payment for foreign workers Procedure of overtime claims for clerk-for-works Request for Information (RFI) List of sub-contractors for consultant approval Cash flow schedule 60

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Figure 3.4.2: Notice for Initial Project Meeting and Site Possession (Leong, 2019)

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Figure 3.4.3: List of Discussion for Initial Project Meeting (Leong, 2019)

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Figure 3.4.4: Minutes of Initial Project Meetings (Leong, 2019)

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Figure 3.4.5: Minutes of Initial Project Meetings (Leong, 2019)

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Figure 3.4.6: Minutes of Initial Project Meetings (Leong, 2019)

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Project Quality Plan

Initial Project Meeting

3.4.1.2 Project Quality Plan (PQP)

Mobilization of Plant & Machinery

The contractor prepares a project quality plan before the commencement of work begins for each stage of the construction process to ensure the quality of project is achieved. The project quality plan describes a set of planned, systematic actions and processes required to achieve quality in project. It also contains a weekly inspection checklist of quality control criterias for each materials/ďŹ nishes used in the project. It is the development of work and product design procedures to prevent errors from occuring in the ďŹ rst place.

Project Quality Plan

Initial Project Meeting

3.4.1.3 Mobilization of plant and machinery

Mobilization of Plant & Machinery

Contractor is responsible to sort out a full list of machinery and equipment required to execute the project prior the construction phase begin. The mobilization phase also includes the transferring of equipments to the construction sites including all materials, plants supplies and all items necessary for the execution and completion of work. This shall also include the setting up of the site such as equipments, hoardings, instruments and all other plans ready for the commencement of work to begin.

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3.4.1.4 Borang B

According to UNIFORM BUILDING BY-LAWS 1984 CLAUSE 22(1), the Borang B is a notice of commencement or resumption of building construction to be submitted by the respective certiďŹ ed consultants of the building operation. This form clearly states how the Project Architect should issue a notice of the commencement or resumption of work on a particular date before the whole operation begins.

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Figure 3.4.7: Sample Borang B Majlis Perbandaran Kajang (Leong, 2019)

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Inspection and Testing

Approval from Service Provider

Project Administration

Progress Claim & Payment

3.4.2.1 Project Administration

I.

Site Meeting

Site meetings are lead by project manager and project architect for site inspection which involves project technical team and project team. This is to ensure the progress, quality of work and specified items are in accordance with the contract requirements.

During the meeting, the contractor will update the project team on the construction progress, whose information will be confirmed by the supervising clerk of works. The contractor also shares a fortnightly progress report with all the representatives from each consultant party that attends the meeting to discuss the issues arose during the site inspection.

Stakeholders: ● ● ●

Contractor Clerk of Works All relevant consultants

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Figure 3.4.8: Site Meeting Attendance Sheet (Leong, 2019)

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II.

Technical Consultant Meetings

Technical meetings are held on regular basis throughout the entire process of the project and involves just the technical team. The aim of the meeting is to resolve certain technical ambiguities arising out of the project.

The project manager is typically the chairman of the meeting who starts off the meeting by reading a list of agenda; then request for contractors team to lead a site inspection. During this stage, technical problems are observed and discussed in the meeting to give instructions to correct them.

After the completion of the site inspection the technical team meets to confirm the meeting minutes of the previous meeting. Thereafter, critical discussion on all issues raised during site inspection is held to come up with a solution/decision agreeable from all parties.

III.

Client-Consultant Meetings

Site meetings are usually lead by project manager and project architect for site inspection which involves project technical team and project team. The meeting started off with the project architect updating to all parties on the project status. The meeting is held to discuss on matters/issues regarding to the project.

Stakeholders: ● ● ● ●

Client Architect Landscape Architect Quantity Surveyor

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Figure 3.4.9: Minutes of Client Consultant Meeting (Leong, 2019)

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Inspection and Testing

Project Administration

Approval from Service Provider

Progress Claim & Payment

3.4.2.2 Inspection

I.

Materials Testing

Prior to use, the contractor must inform the consulting architect or engineer for the approval of materials used in construction. Upon reviewing the request, the relevant consultant refers to the specifications and dimensions mentioned in the construction drawings and material specification manual to comply with the contract requirement and a code of practice and standards.

Certain products/materials are required to undergo external testing and laboratory analysis as to verify the specification of the products/materials. The analysis report is then submitted to the consultant for approval and the material approval form is issued to the contractor.

During this stage, the list of documents required are as below: ● ● ● ● ● ●

Construction Drawings Material and Workmanship Specification Method statement from contractor Material lab testing/analysis report Material approval form

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II.

Request for Information (RFI)

In most construction documents, it is inevitable that the agreements, drawings and specifications adequately address every single matter. Questions will arise and no communication, whether it is written or verbal, is flawless in its design or interpretation. Thus, an RFI is needed to clarify and uncertain information or to fill in gaps in information within the agreements, drawings, specifications and other documents. This usually happens when there is any modifications, clarifications or construction deficiency.

When there is a question about a certain document during the construction phase, the main contractor or sub-contractor submits an RFI to the party who initially provided the documents. The party then submits a response to the contractor.

Figure 3.4.10: Document of Request for Information (Leong, 2019)

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III.

Architect’s Instruction (AI)

Based on the construction contracts, consulting architects and engineers are given the power to issue instruction to the contractor. The contractor must comply with the instructions within certain limitations but has the right to object the instruction with right reasons.

In this case study, GMLing Architect issued an AI to the main contractor, Engineering & Construction Sdn Bhd regarding the changes in door and window speciďŹ cations with the approval of client.

Figure 3.4.11: Document of Architect Instruction (Leong, 2019)

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IV.

Request for Inspection

As the works progress goes on, regular inspection is important in order to ensure the quality and compliance of the work.

In this case study, the construction work phase is divided into several stages and an inspection of checklist is prepared for different architectural works.

Upon completion of each stage, the contractor requests for site inspection with the clerk of works. During each inspection, the clerk of works refers to the construction drawings, the method statement and an inspection checklist prepared by the contractor, when the project quality plan was submitted earlier in the project.

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Figure 3.4.12: Request Form for Inspection (Leong, 2019)

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Figure 3.4.13: Inspection Checklist (Leong, 2019)

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Figure 3.4.14: Inspection Checklist (Leong, 2019)

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V.

Non Conformance Report (NCR)

In any case whereby the completed works are deemed not acceptable by the consultant, the contractor is expected to rectify the issue immediately. Non Conformance Report (NCR) records the details of non-conformance identiďŹ ed in the completed work to be issue out to the contractor so that corrective action can be initiated in situations where the contractor does not take immediate actions. Once the rectiďŹ ed works are deemed acceptable, the contractor notiďŹ es that the remedial work listed in the NCR has been completed.

Inspection and Testing

Project Administration

Approval from Service Provider

Progress Claim & Payment

3.4.2.3 Approval from Service Provider

Project Architect: Notify the utilities providers of the ready for service date.

Contractor: Provide application for service providers to the project manager.

Project Manager: Forwards the forms to Sales & Marketing Department.

Sales & Marketing Department: Pass the application forms to the purchaser for processing and signature.

Finance Department: Prepares payment for deposit.

The forms and payments are passed to the contractor for submission to the relevant authorities.

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Inspection and Testing

Project Administration

Approval from Service Provider

Progress Claim & Payment

3.4.2.4 Progress Claim & Payment

I.

Payment to Contractor

The contractor submit progress claim to the Quantity Surveyor consultant after each stages of construction that is completed, which consists of progress claim amount, breakdown of the quantity and description of items used in the construction process. Upon the process of payment, a joint-site evaluation is done by the consultants, clerks of works and the contractor to verify and evaluate the progress. These parties then send the verification letters to GMLing Architects once approved.

The quantity surveyor then prepares and issues the valuation certificate to the architect in order for the architect to issue a payment certificate and forward it to the development consultant to check and recommends the payment; thus passing it on to the employer, Iwajib Group, who approves of the payment recommendation. The quantity surveyor then issues the certificate of payment to the contractor.

II.

Progress Billing

Progress billing is an invoice used to obtain payment from a client for a certain portion of a project that has been completed to date. These billings are issued throughout a project so that the contractor has sufficient funding to support its operations in the interim in order to complete the project.

When a stage of construction is completed, the clerk of works prepares a complete form of certificate of billing after detail inspection. The billing certificate is forward to GMLing Architect to request for issue for certificate and the development consultant inform them of commencement of completed units.

The architects issues the billing certificate to the development consultant for checking with verification from the consulting engineers on completion of the minimum works required. The certificate is then sent to the Sales/Credit Control Department. The Sales/Credit Control Department will issue billings to the purchases of the units.

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Progress Billing

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Figure 3.4.15: Document of Progress Billing (Leong, 2019)

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Figure 3.4.16: Document of Progress Billing (Leong, 2019)

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Figure 3.4.17: Document of Progress Billing (Leong, 2019)

After the completion of the construction work and approval from service provider, the project is ready to enter to the ďŹ nal completion phase.

Final Completion

Inspection and Testing

Project Administration

Approval from Service Provider

Progress Claim & Payment

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3.5.1 Introduction

Final Completions covers several phases before the issuance of final certificate, it includes a systematic way of preparation of handing over a building to inspections to issuances of several certificate and observation of defect liability period before it is certified as completed. This systematic phases allows an efficient period of time for professionals to resolve problems during the stay of residents.

Preparation of Handover of Building

Pre-completion Checks

3.5.2 Pre-Completion Checks

CPC + Inspection

DLP + CMGD

Final Acc. of Contract

CCC

Issuance of Final Completion

Weeks before the date of practical completion, the contractor is responsible to ensure the building is ready for inspection. The works that has to be carried out during this period is a systematic preliminary inspection to observe progress, unforeseen problems, and defects.

A quality inspection will be carried through during this period in relation to the schedule proposed by the project manager. This inspection can take place every now and then before the issuance of final completion to achieve minimum defects during the vacant possession phase and to minimise rework as it helps save time and cost of the contractor.

Alongside this period, the contractor is responsible to carry out any outstanding remedial and repair identified works that are undone. It is also the contractors scope to report progress to the respective professionals and consultants upon the resolvement of outstanding works being raised during inspection.

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3.5.2 Pre-Completion Checks

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Figure 3.5.1: Sample of Statement of Defects (Lim, 2019)

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DLP + CMGD

Preparation of Handover of Building

CPC + Inspection

Pre-completion Checks

3.5.3 Preparation of Handover of Building

Final Acc. of Contract

Issuance of Final Completion

CCC

After doing rounds of pre-completion checks, the site is then officially and legally handed over to the client, IWajib Group (After the issuance of CPC). It is the architects responsibility to be competent and assure the client that all works are being initiated and done following the contract. A meeting is held for the official handover, and the client should be provided the following documents: 1.

2.

3.

4.

5.

6.

All certificates and warranties in respect of the works Building logbook and User guide Operation and Maintenance Manual Equipments and Safety test certificates As-Built Drawings from consultants, specialist suppliers and contractors Health and Safety file

The handover procedure, allows the contractor to be free from his/her responsibility in security, facilities and management of site. However, a Defects Liability Period will commence for the contractor to resolve any outstanding issues.

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Figure 3.5.2: Sample of Handover Documentation Figure 3.5.3: Sample of Joint Site Inspection for (Lim, 2019) Handing Over Project Document (Lim, 2019)

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DLP + CMGD

Preparation of Handover of Building

Pre-completion Checks

3.5.4 Certificate of Practical Completion (CPC)

Final Acc. of Contract

CPC + Inspection

CCC

Issuance of Final Completion

Certificate of Practical Completion is a contractual certificate that is issued by the architect known as the Superintendent Officer (SO) to the main contractor when the architect is satisfied with all work and is deemed practically completed. In some development, attached with the CPC might come with the following documents from the authority for the application of CF (Certificate of Fitness) such as bomba, TnB, Syabas, TM, local council, IWK (sewerage), JPS (Road and drainage) and others necessary documents. This certificate is usually issued in accordance with Vacant Possession that caters to the Defect Liability Period which will be discussed further in the next subtopic.

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Figure 3.5.4: Sample of Certificate of Practical Compliance Document (Lim, 2019)

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3.5.4 Certificate of Practical Completion (CPC)

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Figure 3.5.5: Sample of Certificate of Practical Compliance Document for Mechanical & Electrical Works (Lim, 2019)

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Figure 3.5.6: Sample of Certificate of Practical Compliance Document for Architectural works (Lim, 2019)

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Preparation of Handover of Building

Pre-completion Checks

3.5.5 Defect Liability Period (DLP)

DLP + CMGD

CPC + Inspection

Final Acc. of Contract

CCC

Issuance of Final Completion

Once Certification of Practical Completion is done and owner occupy the premise, Defect Liability Period also currently known as the Rectification period in Joint Contracts Tribunal now commences. It is a time frame often a period of 6 months to a year that is given to owners when they receive the delivery of vacant possession and keys to their own property. During this period any defects in the property that arises during the stay are taken into the hands of the developer/client and is responsible to fix it pronto.

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Figure 3.5.7: Sample of Schedule of Defects (Lim, 2019)

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DLP + CMGD

Preparation of Handover of Building

Pre-completion Checks

3.5.6 Certificate of Make Goods Defect (CMGD)

CPC + Inspection

Final Acc. of Contract

CCC

Issuance of Final Completion

Along with the Defect Liability Period, any issues arises that includes the work of a contractor to amend will be recorded. At the end of the defects liability period, a list of defects will be prepared, listing the defects that are yet to be rectified with the respective contractor. After the architect certifies that all schedule of defects are being rectified, they then issue a Certificate of Making Good Defects. This effects the releasing of the remaining final certificate.

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Figure 3.5.8: Sample of CMGD (Lim, 2019)

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Preparation of Handover of Building

CPC + Inspection

Pre-completion Checks

3.5.7 I. Certificate of Completion & Compliance (CCC)

DLP + CMGD

Final Acc. of Contract

CCC

Issuance of Final Completion

The verification of the project that certifies its compliance with necessary laws and approval are conformed through an issuance of Certificate of Completion and Compliance. This issuance approves that the buildings are safe for occupancy and it's usually done before the official handover to the client.

Certificate of Completion and Compliance is issued by law and not of contractual basis, it is a formal certification that declares that the representative have met a set of conditions.

CCC’s process begins at a very early stage of design development where the first form of Borang A is submitted to the authorities during BP submission.

Consecutively, Borang B which is the next form in line is submitted before the commencement of construction. It is when all works are deemed completed then the following Forms are submitted which will lead to the issuance of CCC. The formal criterias to be met before issuing CCC are as follows: 1.

The technical conditions imposed by the local authorities of the premise must be complied with.

2.

There are a total of G1 - G21 Forms (Borang G) to be signed by respective contractors/subcontractors and must be certified by the respective principal submitting person.

3.

All 6 essential service is confirmed and provided,

● ● ● ● ● ●

Water supply Lifts and Machinery department Active Fire Fighting Systems (Bomba) Roads and Drainage (JKR) Electrical supply (TNB) Sewerage treatment plant connection (IWK)

4.

Form F (Borang F) must be certified and completed under the principles submitting person’s supervision. Certification of Form F is in regard of the supervision of erection and completion of building and when the building has been constructed and completed in accordance with Act 133, the UBBL with the approved plans.

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Preparation of Handover of Building

Pre-completion Checks

II. Form G

DLP + CMGD

CPC + Inspection

Final Acc. of Contract

CCC

Issuance of Final Completion

There are 21 (G1 - G21) stages certification forms to fill under the category G which represents 21 building components to be signed by the respective contractor, sub-contractors, supervisors and submitting persons. The submitting person has the responsibility to ensure that the form is certified by all professionals registered to their respective boards of work. A progress checklist is produced to monitor the pending status of consultants and local authorities in charge of the respective works in each G1 - G21 stage. ● G1 - Earthwork, ● G2 - Setting Out ● G3 - Foundation ● G4 - Structural ● G5 - Internal Cold Water Plumbing ● G6 - Internal Sanitary Plumbing ● G7 - Internal Electrical ● G8 - Fire Fighting Passive ● G9 - Fire Fighting Active ● G10 - Mechanical Ventilation ● G11 - Lift/ Escalator ● G12 - Building ● G13 - External Water Supply ● G14 - Sewerage Reticulation ● G15 - Sewerage Treatment Plant ● G16 - External Electrical ● G17 - Road and Drain ● G18 - Street Lighting ● G19 - External Main Drain ● G20 - Telecommunication ● G21 - Landscape

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DLP + CMGD

Preparation of Handover of Building

Pre-completion Checks

III. Form F

Final Acc. of Contract

CPC + Inspection

CCC

Issuance of Final Completion

Form F is used to validate that the completed building has complied based on approved plans, to Act 133 and Uniform Building By-Law to the authorities. It is usually submitted after or along the submission of all Borang G (G1-G21) to the local authority and BAM/BEM (Board of Engineers) within 14 days of the issuance of Form F. This must only be certiďŹ ed and submitted by the Principal Submitting Person, which will then receive the following CertiďŹ cate of Completion and Compliance.

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Figure 3.5.9: Sample of Borang G (Lim, 2019)

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Figure 3.5.10: Sample of Borang F (Lim, 2019)

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Figure 3.5.11: Sample of Borang F (Lim, 2019)

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Preparation of Handover of Building

Pre-completion Checks

3.5.7 Final Acc. of Contract

DLP + CMGD

CPC + Inspection

Final Acc. of Contract

CCC

Issuance of Final Completion

Final Accounts are usually being prepared after the Defect Liability Period, where all defects are rectified and amendments are made to adjust the following sum.

It is the process of calculating and re-agreeing to the adjustments made to the contract sum which is supposedly the original sum discussed and agreed upon.

After the amount is finalised, it is set out in the final certificate.

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Figure 3.5.12: Sample of Final Statement of Accounts (Lim, 2019)

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Preparation of Handover of Building

Pre-completion Checks

3.5.8 Issuance of Final Certification

Final Acc. of Contract

DLP + CMGD

CPC + Inspection

CCC

Issuance of Final Completion

The final certificate is certification by the contract administrator that a construction contract has been fully completed. It is usually issued at the end of the defect liability period due to any amendments made on the final accounts after rectifying all patent defects and adjustments. The value agreed upon will appear on the final certificate.

The quantity surveyor will issue the final payment certificate to the contractor that they have agreed on. The statement of the final account and the final Valuation will be issued thus, concluding the construction contract.

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Figure 3.5.13: Sample of Valuation for Final Certificate (Lim, 2019)

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4.0 IMPLEMENTATION TOOLS

Introduction

Implementation Tools studies the variety of tools used during the production period of the project. These tools are the ones that contributes to productivity and efficiency in: 1.

2.

3.

4.1.1 Microsoft Excel

Planning & Scheduling Drafting & Design Methods of Collaboration

Planning & Scheduling are a crucial part of any projects as it help guides professionals in time management and goals from different perspective that needs to be achieved in a specific time frame.

This software used helps aid planning and scheduling in a more efficient way by creating time frames in a more structural manner that everyone have access too.

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Figure 4.1.1: Screenshot of an example of Project Timeline (Lim, 2019)

This stage uses production tools that produces drawings in 2 dimensional and 3 dimensional models. It aids users with a simple interface but a productive outcome.

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Autodesk AutoCad

AutoCAD is a computer-aided software drafting program that is used widely in the design and construction field. It assist in creating blueprints, drawings and etc. AutoCAD can be a 2D and 3D computer aided drafting software application.

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Figure 4.2.1: Screenshot of a sample in a AutoCad file (Lim, 2019)

Sketchup

Sketchup is a 3D-modelling computer program for a wide range of drawing application in the design and construction industries. It's friendly interface and flexibility allows GM Ling to explore in design that makes sketchup one of their mandatory software in the firm.

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Figure 4.2.2: Screenshot of a sample of drafting a 3D model in Sketchup (Lim, 2019)

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Autodesk Revit

Autodesk Revit is a building information modelling software for architects, landscape architects, structural engineers, mechanical, electrical, and plumbing engineers, designers and contractors. The software allows building design in a more structural way as it comes hand in hand with an annotated model and 2D drafting elements. It’s accessible building information from different party is what makes Revit useful in a larger scale project.

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Figure 4.2.3: Screenshot of a sample in Revit software (Lim, 2019)

Adobe Photoshop

Photoshop is a graphic editing software where renderings and composing of layout of the drawings or 3D models are being curated. This software is widely used during post production stages.

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Figure 4.2.4: Screenshot of a post production sample of Melwood in Photoshop (Lim, 2019)

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There are many various ways to collaborate, where informations are being shared between different professionals and oďŹƒcials. The usual platform that GM Ling ďŹ rm uses are as follows:

1. Telecommunication and Networks.

3. Posting Documents

2. Emails

4. Formal Letters

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5.0 MONITORING TOOLS & STRATEGIES

Introduction

Monitoring tools are vital throughout projects as it allows different parties to oversee all necessary task to ensure the completion of project within a speciďŹ c scope, time and budget. These tools can come in many forms of documentation and physical or virtual meeting to assure eďŹƒcient communication and performances.

Client-Consultant Meeting (CCM)

CCM also known as Client-Consultant Meeting, is a meeting mainly for clients and consultants to bring out they key factor in the project and discuss on important subjects.

CCM usually involves consultants such as architects, engineers, project manager and the important stakeholders during the commencement of project.

Site Meeting

Regular site meetings between different stakeholder takes place to facilitate better communication on site. The meeting involves all parties to be present and is an important part in contributing to the success rate in management of construction project. Project failures are often attributed to inadequate management, with the one of the key factors of lack in proper communication.

Technical Meeting

It is a meeting of project professionals to discuss detailed planning and technical issues such as engineering, manufacturing, etc.

Quality Assessment Committee Meeting

The meeting involves various professionals from different sectors and is held after the entire building is built. The meeting’s purpose is to assure work quality controls, site safety and housekeeping measure. Representatives will give their professional comments on poor workmanship of the construction.

Meeting Minutes

Meeting minutes are vital in important meetings as it documents the entire meetings that includes decisions and disagreement that happens during the meeting. These recorded documentation is used to inform and remind different party, so that everyone is on the same page.

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6.0 SUCCESS CRITERIA

A project’s success criteria refers to measurable terms of what should be the outcome of the project that is acceptable to the end user, customer and the stakeholders. Thus, Melwood, OnePark project team emphasises on three main objectives that they aim to achieve throughout the project phases, including the quality of work, being on time and keeping within budget to ensure client satisfaction and a smooth workflow.

Figure 6.0: The 3 Main Objectives (Google,2019).

However, projects are often affected by a myriad of factors that influence its execution, to help determine whether a project is successful or not, these factors are often defined to be cost, scope and time, which forms the triple constraints of a project which states, a project that fulfills the success criteria would be delivered on the time stated (time), within the budget allowed (cost) and meets the needs and requirements of the client (scope).

This triangular model circulates and form a conclusion which is the quality of the project. In certain projects, priorities may be given to two out of the three parameters, especially relating to the cost and time. This would cause an imbalance of the triangular model, affecting the quality of the project managed.

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Figure 6.2: The Triple Constraint. (Google,2019)

I. Time For Melwood Park, the time factor was sacrificed to maintain the quality of the shop office project as the project was delayed for three separate occasions, extending the 20 months contract. This was due to a financial issue faced by one of the contractors, causing the lack of manpower during the construction phase. With a lowered budget, the time taken for the project to complete became longer, thus an extension is required II. Cost The project team tried their best to adhere to the aforementioned budget. Cost variation reports are often done to investigate the increase or decrease in cost that may come about from a change in decision be it in materials or construction process.

III. Scope To ensure completion of each phases of the project fulfilled accordingly and structurally, the project team took a few measure which includes : A. B. C.

Minimizing changes during construction phase towards the design Decreasing risk factor of failing project and proper management of construction.

Design to achieve the requirements (progress, standards, finance, and time)

With budget and time management are under control and able to perform strict supervision and initiates problem solving toward occured problems efficiently and accurately, this concludes, that Melwood, One park project team still achieved most of their objectives and undergone a successful project with client’s satisfaction despite the 3 month delay.

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7.0 PROJECT CONCLUSION

Assessing and documenting the Melwood Park of One Park housing project allowed us to further understand the stages underwent in a construction process and the importance of project management in projects.

Through it all, we learned and understood the importance of having a well structured process from the start, to the execution all the way to the ďŹ nishing phase. Moreover, the roles and responsibility held by each stakeholder are just as important. Where the framework of each party is taken into account on the success or failure of a project.

Through the project, we are also able take a thorough look into the different stages and phases underwent in a project, such as the schematic design, design development, contract documentation, contract implementation as well as the ďŹ nal completion. These process involves a great deal of coordination, collaboration and communication between all the stakeholders in order to achieve a successful project.

Project management also serves to mediate between the different parties of the project team, to ensure smooth communication and proper documentation.

Thus it is utmost important that the project objectives and goals are shared among the stakeholders in order to ensure the direction of the project is committed by all involving parties.

Success criteria of the project is also examined to help evaluate the project in terms of its quality based on the triple constraint (time, cost and scope). It is crucial to note that projects may fail, but lessons can be learned and further improve and inform the next projects.

Our group would like to express our deepest gratitude to the principal of the Architecture Firm GMLING Architects, Ar. Goh Mei Ling and the Project Architect, Ar. Wong Jia Junn for giving us this golden opportunity to experience and study about one of their many completed projects, and dedicating their time and effort to provide guidance and information to us throughout the documentation process of the report.

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8.0 REFERENCE

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Administrator. (n.d.). Certificate of Completion and Compliance (CCC): FAQ. Retrieved from http://www.acem.com.my/index.php?option=com_content&task=view&id=50&Itemid=64

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Anastasios, A. K. (2019, June 18). Construction Project Management Processes: Everything You Need to Know. Retrieved from https://geniebelt.com/blog/construction-project-management-processes.

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Designing Buildings Wiki Share your construction industry knowledge www.designingbuildings.co.uk. (n.d.). Retrieved from https://www.designingbuildings.co.uk/wiki/Architect's_instruction.

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Designing Buildings Wiki Share your construction industry knowledge www.designingbuildings.co.uk. (n.d.). Retrieved from https://www.designingbuildings.co.uk/wiki/Certificate_of_making_good_defects.

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Designing Buildings Wiki Share your construction industry knowledge www.designingbuildings.co.uk. (n.d.). Retrieved from https://www.designingbuildings.co.uk/wiki/Final_certificate_for_construction_contracts.

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Designing Buildings Wiki Share your construction industry knowledge www.designingbuildings.co.uk. (n.d.). Retrieved from https://www.designingbuildings.co.uk/wiki/Project_quality_plan_PQP.

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Jorge Fontan AIAAuthor Jorge Fontan AIA, & Fontan, J. (2019, September 24).

Architecture Phases Of Design, Fontan Architecture. Retrieved from https://jorgefontan.com/architectural-design-phases/.

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Mirza, M. A. (2005). Construction project claim management. Paper presented at PMI® Global Congress 2005—Asia Pacific, Singapore. Newtown Square, PA: Project Management Institute.

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SteelKiwi Inc. (2017, January 18). The 6 most important project development meetings.

Retrieved from https://medium.com/@SteelKiwiDev/the-6-most-important-project-development-meeting s-184e7bb1fc0e.

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What Is The Defect Liability Period In Malaysia All About? (2018, August 13). Retrieved from https://www.propertyguru.com.my/property-guides/defect-liability-period-malaysian-ho meowner-guide-9584.

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What is CPC, VP, CF, and CMGD & CCC? (n.d.). Retrieved from http://www.gmssolutions.com.my/blog/what-is-cpc-vp-cf-and-cmgd-ccc/.

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What is a Certificate of Compliance? - Definition: Meaning: Example. (n.d.). Retrieved from https://www.myaccountingcourse.com/accounting-dictionary/certificate-of-compliance.

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