The Conditions of Engagement and Remuneration for Professional Architects Services,21St

The conditions of Engagement and Remuneration For Professional Architects’ Services,21st September 2011 2013

A Term Paper on

SCOPE OF WORKS FOR CONSULTANT ARCHITECT ACCORDING TO THE 2011 CONDITIONS OF ENGAGEMENT AND REMUNERATION FOR PROFESSIONAL ARCHITECT’S SERVICES, 21st SEPTEMBER, 2011.

Written By:

Dialaekwe Ogechukwu .C.

(Arc/07/0951)

Submitted to:

The Department of Architecture Federal University of Technology, Akure

COURSE: ARC 807 (PROFESSIONAL PRACTICE AND PROCEDURE)

Lecturer-In-Charge: Prof O.O Ogunsote

Date: JUNE, 2013

of 15 The conditions of Engagement and Remuneration For Professional Architects’ Services,21st September 2011 2013 TABLE OF CONTENT

TITLE PAGE 1

TABLE OF CONTENT 3

1.0 INTRODUCTION 4

2.0 THE CONSULTANT ARCHITECT 4

3.0 THE ARCHITECT’S SCOPE OF WORKS/SERVICES 5

3.1 STANDARD SERVICES 5

3.1.1 Preliminary and Final Concept Design 6

3.1.2 Detail Design & Production Drawings 6

3.1.3 Tendering and Award 7

3.1.4 Construction Stage (CS) 7

3.1.5 Existing Structures 8

3.2 SUPPLEMENTARY ARCHITECTURAL SERVICES 8

3.2.1 Standard Services (Architectural Design) 8

3.2.2 Standard Services (Supervision) 8

3.2.3 Additional Site Visits and Residency 8

3.2.3.1 Additional Site Visits 8

3.2.3.2 Residency 9

3.2.4 Repetitive Works 9

3.2.5 Renovation Works 9

3.2.5.1 Conditional Survey 9

3.2.5.2 As-built Drawings 9

3.2.5.3 Design Stage 1 9

3.2.5.4 Design Stage 11 9

3.2.5.5 Construction Stage (CS) 9

3.2.5.6 Post Construction Period (PCP) 10

3.2.6 Partial Services 10

of 15 The conditions of Engagement and Remuneration For Professional Architects’ Services,21st September 2011 2013 3.2.7 Project Management Services 10

3.2.8 Other Additional and Supplementary Services 10

3.2.8.1 Pre-design Stage 10

3.2.8.2 Design Stage (DS) 10

3.2.8.3 Tendering and Award (TA) 11

3.2.8.4 Construction 11

3.2.8.5 Post Construction 11

3.2.8.6 Others 11

3.2.9 Re-imbursable Expenses 11

3.2.9.2 “Out-of-City” Reimbursable Costs 11

3.2.9.1 “Same-City” Reimbursable Costs 11

3.3 PROJECT MANAGEMENT SERVICES 12

3.3.1 What Is Project Management? 12

3.3.2 Who Is A Project Manager? 12

3.3.3 The Architect’s Project Management Services. 12

3.3.3.1 Project Management Services 12

4.0 CONCLUSION 14

REFERENCES 15

of 15 The conditions of Engagement and Remuneration For Professional Architects’ Services,21st September 2011 2013 1.0 INTRODUCTION

The practice of Architecture has come a long way. In fact, biblically, architecture dates back from the creation of the earth with God as the creator, builder, designer and “grand architect of the universe”. According to wikipaedia, Architecture dates back to 10000BC soon after the appearance of the Neolithic culture.

The practice of Architecture in modern times has necessitated the formulation and promulgations of laws and regulations guiding its practice. This is aimed at protecting the architect, the client (or the employer) and every other party involved in the construction process.

This paper is primarily based on the Conditions of Engagement and Remuneration for professional architect’s services as signed into use on the 21st of September, 2011 by the Architects Registration Council of Nigeria (ARCON) and the Nigerian Institute of Architects (NIA) for the practice of Architecture in Nigeria.

It contains a detail of the appointment and services offered by the Architect with the commensurate and corresponding remuneration payable by both the public and the private sectors to architects.

This paper is limited to the scope of works for the consultant architect according to the Conditions of Engagement and Remuneration for Professional Architect’s services with no mention of remuneration rates for works. For the purpose of convenience, the 2011 Conditions of Engagement and Remuneration for professional architect’s services shall be referred to as ‘’document’’ as the case may be.

2.0 THE CONSULTANT ARCHITECT

Basically, the architect is referred to as the PRIME CONSULTANT in a building project. The 2011 Conditions of Engagement and Remuneration for professional architect’s services defines “the Architect” as the professional architectural firm, organisation or person commissioned by the Client to carry out the services required under the Agreement.

The document also defines The PRIME CONSULTANT as the Architect, who is the Prime Consultant and the Team Leader on building projects. He initiates, conceives and produces the Architectural Design, coordinates the input of other consultants and manages the project.

of 15 The conditions of Engagement and Remuneration For Professional Architects’ Services,21st September 2011 2013 3.0 THE ARCHITECT’S SCOPE OF WORKS/SERVICES.

The scope of works/services of the Architect refers to the possible extents of all works under the jurisdiction of the architect as regards a building project or otherwise. The document stipulates that the Architect, as Prime Consultant on building projects, shall undertake the following responsibilities and provide the following services:

a) Standard Services

b) Supplementary Services

c) Project Management Services.

These services are further completed by the Architect as the prime consultant in the following stages:

Table 1.

3.1 STANDARD SERVICES (SCHEDULE 1)

The architect’s standard services refer to the core services provided by the architect. It covers all activities that involve the Architect directly from inception/initiation of the project to the construction stage. The standard services are in SIX phases and are spelt out in Schedule 1 of the document. These stages are:

of 15 The conditions of Engagement and Remuneration For Professional Architects’ Services,21st September 2011 2013 3.1.1 Preliminary And Final Concept Design – Phases 1 & 2 (Clause 1.1)

The preliminary and final concept design stage is divided into two phases. They are:

a) Phase 1 – Commitment (Clause 1.1.1)

In this phase, the consultant architect receives a brief from the client (or employer as the case maybe), appraises and reports on the client's requirements as deducted from the brief with particular regard to site information, planning and statutory regulations and budget and produce a site analysis and report. In this phase, the architect is required to advise and guide his client on the procedures, challenges and constraints to meet his desired needs and requirement.

b) Phase 2 – Concept Design (Clause 1.1.2)

In this phase, the Architect prepares a design concept in broad outline showing site situation and planning, space provisions, planning relationships and materials and services intended for use or to be adopted for construction in order to achieve his client’s needs. The Architect is expected to guide and advise his client on: a) The technical and functional characteristics of the project as proposed b) The estimated costs in relation to the budget c) The anticipated project programme d) The input of other consultants and specialists.

3.1.2 Detail Design & Production Drawings - Phases 3 & 4 (Clause 1.2)

The detail design and production drawings phase is further divided into two phases:

a) Phase 3 - Coordinated Detail Design (Clause 1.2.1)

Here, the architect produces working and presentation drawings as well as a detail schedule. He develops a design concept in sufficient detail. This (i.e. detailed design concept) includes a detailed site plan which shows the location of all site structures. In essence, the Architect graphically defines the construction of building. He presents the drawing to other consultants and specialist and other relevant authorities for their professional appraisal and input and submits the project for planning approvals.

b) Phase 4 – Construction Documentation (Clause 1.2.2)

of 15 The conditions of Engagement and Remuneration For Professional Architects’ Services,21st September 2011 2013 The construction documentation phase entails the preparation of contract documents and selection of appropriate conditions of contract for the project. It includes the preparation of schedules and written specifications based on the drawing intended for the project use. It includes as well, the provision of data for the obtaining of estimates and the preparation of for the Bills of Quantities (BOQ).

3.1.3 Tendering and Award – Phase 5 (Clause 1.3)

The fifth phase is wherein the Architect guides and advises the client in the pre- qualification of contractors, sub-contractors and invitation of suitable firms to tender. He presides over the receipt and analysis of the tenders. He makes negotiations on tenders, reports and recommendations on the subsequent suitable tender.

3.1.4 Construction Stage (CS) – Phase 6 (Clause 1.4)

The Architect is directly involved in this stage as he directs and co-ordinates the contractor’s possession of site, reviews and approves the works programme. He supervises and co-ordinate the construction works and other consultant’s inputs. He presides over site meetings, technical meetings as well as other site visit. He also attends special meetings and consultations with the client and makes reports on them. He as well oversees and supervises the testing and commissioning of equipment and collates relevant technical reports. The construction stage reaches a near completion stage when the Architect co-ordinates and manage the handover of works to the client. Other services rendered by the Architect in this stage include the following in no particular order:

a) Issue Architect’s payment certificates (APC); b) Issue Architects Site Instructions (ASI), revised designs and additiona1 drawings and details. c) Issue Architects Material and Component Sample Approvals (AMCSA) and material test approvals. d) Inspect off-site materials intended for the project at points of origin. e) Prepare schedule of defects and manage the defects Liability period. f) Issue Architects Practical Completion Certificate (APCC).

3.1.5 Existing Structures (Clause 1.5)

of 15 The conditions of Engagement and Remuneration For Professional Architects’ Services,21st September 2011 2013 Existing structures, just as the name implies, refers to building structures that are already standing but requires some level of works as determined or preferred by the client or employer.

The following includes the Architect’s scope of works as regards Existing structures:

a) Surveys and Inspections

b) Productions of Measured Drawings.

c) Preparation of schedule of dilapidations, schedule of conditions etc and associated drawings and documentation.

d) Renovation, Rehabilitation, Refurbishing, Restoration, Retrofitting and Remodeling

e) Demolitions.

3.2 SUPPLEMENTARY ARCHITECTURAL SERVICES (SCHEDULE 2)

The architect’s supplementary or additional services refers to services that are not included in the standard services as described in Schedule 1 of the conditions of engagement and remuneration for professional architect’s services, 2011. These additional or supplementary services attract a separate remuneration. It consists of the following:

3.2.1 Standard Services (Architectural Design) (Clause 2.1)

(See phases 1 & 2) of the standard services which is under schedule 1 of the document.

3.2.2 Standard Services (Supervision) (Clause 2.2)

(See phase 6) of the standard services which is under schedule 1 of the document.

3.2.3 Additional Site Visits and Residency (Clause 2.3)

3.2.3.1 Additional Site Visits

Site visits (additional) are regarded as additional services where a project requires site visits over and above the standard one visit per-month and this attracts an additional remuneration.

of 15 The conditions of Engagement and Remuneration For Professional Architects’ Services,21st September 2011 2013 3.2.3.2 Residency

Resident supervision involves maintaining professional personnel on site on a daily basis. Costs of maintaining resident personnel include cost of accommodation, transportation, transportation and other expenses.

3.2.4 Repetitive Works (Clause 2.4)

Repetitive works refers to certain works whereby a model of a building is repeated in several pre-determined ways.

3.2.5 Renovation Works (Clause 2.5)

Renovation works includes rehabilitation, refurbishing, retrofitting, restoration and remodeling and is carried out in the following stages:

3.2.5.1 Conditional Survey: This involves a reconnaissance survey and physical assessment of existing situations of the intended works.

3.2.5.2 As-built Drawings: As-built drawings are graphical representation by way of construction drawings of an existing structure or facility. These drawings are produced from information and data gotten from measurements carried out on the facility.

3.2.5.3 Design Stage 1 (Clause 6.1.1): The Design Stage 1 (DS 1) is split into two phases which are Phases 1 & 2. See Phases 1 & 2 of the Architect’s Standard Services. The total remuneration commensurate with the Design Stage 1 is known as the commitment fee.

3.2.5.4 Design Stage 11 (Clause 6.1.2): The Design Stage 11 (DS 11) is further split into two phases which are Phases 3 & 4. See Phases 3 & 4 of the Architect’s Standard Services.

3.2.5.5 Construction Stage (CS) (Clause 6.1.4): The construction stage runs through handover of site to the contractor through to the completion of works or at least, practical completion. It entails the following details:

a) The Handing-over of site to the contractor.

b) Issuing of Architects Payment Certificates,

of 15 The conditions of Engagement and Remuneration For Professional Architects’ Services,21st September 2011 2013 c) Completion of Works

d) Acceptance of the Works by the Client,

e) The Defects Liability Period.

f) Issuing of the Practical Completion Certificate

g) Issuing of the Final Payment Certificate.

3.2.5.6 Post Construction Period (PCP): The post construction stage is all activities from the project handover through the defects liability period up to the final account.

3.2.6 Partial Services (Clause 2.6): An Architect offers partial services when he is engaged in one or more stages of the six stages of the standard services of the Architects professional scope of works.

3.2.7 Project Management Services (Clause 2.7): The architect in his capacity as the project manager is the client’s representative on the project team for the co-ordination of logistics and general support services as required by the size and nature of the project.

3.2.8 Other Additional and Supplementary Services (Clause 2.8)

3.2.8.1 Pre-design Stage: This stage includes feasibility studies which entail the parameters of the project in terms of facilities and functions, space use, budget inclusive of remuneration, the programme of works, other consultants to be engaged and services required. The pre-design stage also includes the preparation of a clients brief, site selection, survey and location services, Environmental Impact Assessment (EIA) studies and reports.

3.2.8.2 Design Stage (DS): Additional Supplementary Services provided by the Architect under the Design Stage (DS) includes the production of CAD (Computer Aided Design) drawings and/or BIM (Building Information Modeling) files. It also includes the production of impressions, models and illustrations, human and vehicular traffic studies and design. Energy conservation services, urban design, master site planning/layout planning, schedule of furniture and furnishing, plant procurement, acoustic design and lighting design. Other additional design services includes graphic and signage, purpose-made items, special finishes and fixtures etc

of 15 The conditions of Engagement and Remuneration For Professional Architects’ Services,21st September 2011 2013 3.2.8.3 Tendering and Award (TA): The additional services an architect provides under the tendering and award stage includes quality control, assurance and accreditation of service providers (contractors, subcontractor, specialists etc.) and negotiations on behalf of the client also known as the Client Management Services.

3.2.8.4 Construction: Additional services during the construction stage include the production of As Built drawings, maintenance and operating manuals, Building Performance Appraisal, Project Performance Appraisal. Other additional construction services includes settling of disputes and litigation associated with the project, computation of variations and valuations, construction of access/hoist way for façade maintenance.

3.2.8.5 Post Construction: Post Construction Additional Services include the Architects Post Occupancy Evaluation (APOE) and the Architects Post Occupancy (APOA) which is the the process of evaluating buildings in a systematic and rigorous manner after they have been built and occupied for some time.

3.2.8.6 Others: Other sundry additional services include Design Audit and Arbitration. Design audit refers to the identification of the design goal of the project and the objectives, criteria, restrictions and constraints in order to find out if the Design achieved its aim and purpose within certain premises. Arbitration refers to the settling of disputes between parties involved in the construction stage as the case may be. Others include schedules if dilapidations/condition surveys, pre-competition, jury, post adjudication and other services for architectural design competitions, special reports, monitoring and evaluation of inputs, outputs, impacts and outcomes of projects and programmes.

3.2.9 Re-imbursable Expenses (Clause 2.9)

3.2.9.1 “Same-City” Reimbursable Costs: This is the fee paid to the Architect by the client for communications, printing, drawing reproductions and local travel services which are provided by the Architect.

3.2.9.2 “Out-of-City” Reimbursable Costs: This is the fee paid to the Architect for his services by the client for all expenses incurred in respect of travel, transportation, accommodation, rentals, printing, reproduction and other project expenses which occur outside the town of residence of the Architect. This is issued upon the presentation of detailed invoices with supporting receipts.

of 15 The conditions of Engagement and Remuneration For Professional Architects’ Services,21st September 2011 2013

3.3 PROJECT MANAGEMENT SERVICES (SCHEDULE 3)

3.3.1 WHAT IS PROJECT MANAGEMENT?

Project management is the discipline of planning, organizing, motivating, and controlling resources to achieve specific goals. The primary challenge of project management is to achieve all of the project goals and objectives while honoring the preconceived constraints. The primary constraints are scope, time, quality and budget (wikipaedia)

3.3.2 WHO IS A PROJECT MANAGER?

A project manager is a professional in the field of project management. Project managers can have the responsibility of the planning, execution and closing of any project, typically relating to construction industry, ARCHITECTURE, etc (wikipaedia)

3.3.3 THE ARCHITECT’S PROJECT MANAGEMENT SERVICES.

The following are the core services an architect provides with regards to project management while acting as the project manager in charge of project planning, control and co-ordination from inception to completion:

3.3.3.1 Project Management Services:

The consultant architect in providing project management services does the following: a) He identifies the client's objectives and priorities. This, he does mainly through oral interactions and meetings with the client. b) He develops and prepares a brief c) Prepares an option / feasibility report d) Executes a risk analysis exercise e) Establishes the budget and the total project programme. f) Advises the client on the design team selection.

of 15 The conditions of Engagement and Remuneration For Professional Architects’ Services,21st September 2011 2013 g) Establish and manage integrated communication and information systems between the client and the design Team. h) Advise the client on the appropriate procurement strategy i) Establish the pre-contract control systems and execute a value analysis exercise j) Monitor the planning permission and other statutory consents from respective authorities. k) Facilitate and receive tenders evaluation / report including the selection of contractor(s). l) Establish the post contract time, cost and quality control and management systems. m) He receives from the Prime Consultant, Quarterly Progress Reports (QPR), through to the project completion commissioning and occupation.

Other works which requires a consultant architect’s project management services includes normal supervision of construction works, resident supervision, interior decoration, renovation, rehabilitation, refurbishing, restoration, remodeling, retrofitting etc, landscape, negotiations, special reports, pre-design services, feasibility studies, design quality management (DQM), Arbitration, Schedules of dilapidation/condition surveys and few other services.

4.0 CONCLUSION

This paper covers comprehensively, the scope of works for a consultant architect according to the 2011 Condition of Engagement and Remuneration for Professional

of 15 The conditions of Engagement and Remuneration For Professional Architects’ Services,21st September 2011 2013 Architect’s Services. In carrying out his professional duties, it is expected that the Architect has a good knowledge of his niche as regards the project; hence, these paper distinguishes between the Architect’s Standard Services, Additional or Supplementary Services and Project Management Services.

REFERENCES

of 15 The conditions of Engagement and Remuneration For Professional Architects’ Services,21st September 2011 2013 1) Architects Registration Council of Nigeria (ARCON) & the Nigerian Institute of Architects (NIA) (2011). Conditions of Engagement and Remuneration for Professional Architect’s Services. Issue of 21st September, 2011.

2) Wikipaedia (The Free Encyclopedia) - Project Management. (2013). Retrieved from https://en.wikipedia.org/wiki/Project_management

3) Wikipaedia (The Free Encyclopedia) - Project Manager. (2013). Retrieved from http://en.wikipedia.org/wiki/Project_manager