PROFESSIONAL PRACTICE AND

TENDERING PROCESS
Submitted in partial
fASSIGNMENT-3
award of the Degree of

BACHELO SUBMITTED BY
SHREYA BHAGAT
(BARCH/10006/16)

DEPARTMENT OF ARCHITECTURE BIRLA

INSTITUTE OF TECHNOLOGY, MESRA-835215,
RANCHI
2020

Prof. D.J Biswas

Professor-In-Charge
Department of
Architecture
BIT Mesra

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 A) Council of Architecture has clearly spelled out the “Scope of Services” and
“Schedule of Services” for the architects. Explain the necessity and provisions
with suitable examples. Council has also proposed to link “Schedule of Services”
with the “Schedule of Payments”.  Do you feel it is logical? If yes, explain with
suitable justifications.

A. NECESSITY OF “SCOPE OF WORK” AND “SCHEDULE OF SERVICES” :

The term ‘appointment’ generally describes the process in which

the client contracts designers or other consultants to perform expert tasks on a project.
With all forms of appointment it is important that there is clarity about the scope of
services being provided, particularly where a range of consultants is being appointed. There
might otherwise be uncertainty about which consultant is responsible for which aspects of
the project, what fee is chargeable, what services are within the agreed fee and
what services might be considered ‘extras’.

For this reason, appointment agreements often include, or refer to a ‘scope of services’ or

‘schedule of services’. A scope of services sets out precisely what services a consultant will
be performing on a project. Scopes of services may also be prepared for contractors where
they are carrying out design work, or for consultants appointed by contractors on design
and build projects.

A Schedule of Works is a contract document that lists the works required on a project. The
Schedule references the requirements included in the specifications and contract drawings
plus any additional ‘builders work’ or ‘fixing schedule’ type items, this is commonly referred
to as a specified schedule of work. It’s important that the Schedule of Works refers to all
relevant documents as if the contractor makes a claim that an item was unclear or
ambiguous at a later date, you can refer back to the Schedule. Planning applications or
conditions attached to the planning approval, the structural engineer’s calculations, any pre-
information pack, any constraints along with any other relevant information for the
intended works should be referenced in the Schedule of Work. You should also allow for an
entry that makes it clear the contractor has been given the opportunity to visit the site
beforehand.

If broken down to a suitable level and arranged on an elemental basis, for example sub-
structure, super-structure, fit out etc. the Schedule of Works can be used as a sequence for
the programme of works.

In this way scope of work and schedule of services can be used at later stage in case of any
dispute between client and architects and also other consultants if involved regarding
which consultant is responsible for which aspects of the project, what fee is chargeable,
what services are within the agreed fee and what services might be considered ‘extras’.

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For example – If a dispute arises at later stage where the client sews the architect for not
completing so and so work then it can be easily resolved by referring to scope of work and
schedule of services. Whatever is mentioned in in the document follows. It safeguards both
the client as well as architect in case of any false claim made by the opposition party.

B. PROVISIONS OF “SCOPE OF WORK” AND “SCHEDULE OF SERVICES” :

1. SCOPE OF WORK

The Architect is required to provide services in respect of the following :

Part I - ARCHITECTURE :

1 Taking Client's instructions and preparation of design brief.

2 Site evaluation, analysis and impact of existing and / or proposed development on its
immediate environs.

3 Design and site development.

4 Structural design.

5 Sanitary, plumbing, drainage, water supply and sewerage design.

6 Electrical, electronic, communication systems and design.

7 Heating, ventilation and air conditioning design (HVAC) and other mechanical systems.

8 Elevators, escalators, etc.

9 Fire detection, Fire protection and Security systems etc.

10 Periodic inspection and evaluation of Construction works.

Part II _ ALLIED FIELDS :

1. 11 Landscape Architecture

2. 12 Interior Architecture

3. 13 Architectural Conservation

4. 14 Retrofitting of Buildings

5. 15 Graphic Design and Signage

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2. SCHEDULE OF SERVICES :

The Architect shall, after taking instructions from the Client, render the following services:

CONCEPT DESIGN [STAGE 1] :

2.01 Ascertain Client's requirements, examine site constraints & potential ; and prepare a
design brief for Client's approval.

2.02 Prepare report on site evaluation, state of existing buildings, if any ; and analysis and
impact of existing and/ or proposed development on its immediate environs.

2.03 Prepare drawings and documents to enable the Client to get done the detailed survey
and soil investigation at the site of the project.

2.04 Furnish report on measures required to be taken to mitigate the adverse impact, if any,
of the existing and / or proposed development on its immediate environs.

2.05 Prepare conceptual designs with reference to requirements given and prepare rough
estimate of cost on area basis.

PRELIMINARY DESIGN AND DRAWINGS [STAGE 2] :

2.06 Modify the conceptual designs incorporating required changes and prepare the
preliminary drawings, sketches, study model, etc., for the Client's approval along with
preliminary estimate of cost on area basis.

DRAWINGS FOR CLIENT'S/ STATUTORY APPROVALS [STAGE 3] :

2.07 Prepare drawings necessary for Client's/ statutory approvals and ensure compliance
with codes, standards and legislation, as applicable and assist the Client in obtaining the
statutory approvals thereof, if required.

WORKING DRAWINGS AND TENDER DOCUMENTS [STAGE 4] :

2.08 Prepare working drawings, specifications and schedule of quantities sufficient to

prepare estimate of cost and tender documents including code of practice covering aspects
like mode of measurement, method of payments, quality control procedures on materials &
works and other conditions of contract.

APPOINTMENT OF CONTRACTORS [STAGE 5] :

2.09 Invite, receive and analyse tenders; advise Client on appointment of contractors.

CONSTRUCTION [STAGE 6] :

2.10 Prepare and issue working drawings and details for proper execution of works during
construction.

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2.11 Approve samples of various elements and components.

2.12 Check and approve shop drawings submitted by the contractor/ vendors.

2.13 Visit the site of work, at intervals mutually agreed upon, to inspect and evaluate the
Construction Works and where necessary clarify any decision, offer interpretation of the
drawings/specifications, attend conferences and meetings to ensure that the project
proceeds generally in accordance with the conditions of contract and keep the Client
informed and render advice on actions, if required.

2.14 In order to ensure that the work at site proceeds in accordance with the contract
documents/ drawings and to exercise time and quality controls, the day-to-day supervision
will be carried out by a Construction Manager (Clerk of Works/ Site Supervisor or
Construction Management Agency in case of a large and complex project), who shall work
under the guidance and direction of the Architect and shall be appointed and paid by the
Client.

2.15 Issue Certificate of Virtual Completion of works.

COMPLETION [STAGE 7] :

2.16 Prepare and submit completion reports and drawings for the project as required and
assist the Client in obtaining "Completion/ Occupancy Certificate" from statutory
authorities, wherever required.

2.17 Issue two sets of as built drawings including services and structures.

C. IMPORTANCE OF PROPOSED LINK BETWEEN “SCHEDULE OF SERVICES” WITH THE

“SCHEDULE OF PAYMENTS”

The council has proposed to link the “schedule of services” with the “schedule of
payments”. This is completely justified as it safeguards the architects from being fooled by
the clients and get payed for the amount of work done by them at each stage.

This can be explained with examples-

There are cases that the client promises to pay the architect at the completion of the
project, but there might be scenarios that the project stops in midway and there is high
probability that the client refuses to pay the architect as the project is not even completed.
This will be an unfair situation for the architect as he has already done his share of work and
gave client all the drawings.

To safeguard architects from such situations the council has proposed to link the schedule of
services with schedule of payments where in the architect gets paid at every stage in
accordance with the amount of work submitted by him.

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 B) Discuss the necessity of identifying the separate roles and responsibilities of
“Client” and Architect” in the context of architectural project and compare it any
such guideline in any part of the world.

A. THE NECESSITY OF IDENTIFYING THE SEPARATE ROLES AND RESPONSIBILITIES

OF “CLIENT” AND ARCHITECT”

The separate roles and responsibilities of clients and architects have been
identified in order to maintain healthy relationship between both the parties
and hence to avoid conflict at later stages. If both the client and architects
perform their actions as per the guidelines mentioned a healthy relationship
can be maintained between them and any such conflicts can be avoided, and in
case they arise it can be easily resolved as per the contracts prepared if both
the client and architects have performed their actions as per guidelines.

GUIDELINE IN INDIA GUIDELINE IN CANADA AND BRITAIN

 CLIENT'S ROLE AND RESPONSIBILITIES :  CLIENT'S ROLE AND RESPONSIBILITIES IN

BRITAIN :
The Client shall discharge all his obligations connected
with the project and engagement of the Architect as  Being responsible for the execution of
follows: the project from the initial idea to
implementation
1 To provide detailed requirements of the project.
 Choosing the players involved in all
2 To provide property lease/ ownership documents. stages from design through construction
to long term management
3 To provide a site plan, to a suitable scale, showing
boundaries, contours at suitable intervals, existing  Ensuring that the needs of building
physical features including any existing roads, paths, users/customers are met
trees, existing structures, existing service and utility
lines and such lines to which the proposed service can  Ensuring that the relevant permissions
be connected. In case such information is not readily are secured (planning etc) in partnership
available, the Client shall arrange for the survey/ with the professionals appointed to the
collection of necessary information and pay for the project
same.
 May also be financier and eventual
8.04 To furnish reports on soil conditions and test as

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 owner
required by the Architect or pay for the preparation of
the same.  Ensure that suitable management
arrangements are made for the project
8.05 To furnish specific conditions/ Statutory  Select & appoint a competent and
stipulations/ Codes of Practice/Schedule of rates, etc., resourced Principal Designer.
desired to be followed.  Select & appoint a competent and
resourced Principal contractor.
8.06 To pay all the fees, levies, security deposits and  Notify the relevant enforcing authority
expenses in respect of statutory sanction. of certain projects (notifiable).
 Ensure sufficient time and resources are
8.07 To give effect to the professional advice of the allowed for all stages of the project.
Architect and cause no changes in the drawings and  Provide the pre-construction
documents without the consent of the Architect. information (PCI) to the designers and
contractors.
8.08 To honour Architect's bills within one month of its  Verify the sufficiency of the construction
submission. phase plan (CPP) prior to construction
commencement.
8.09 To appoint a Construction Manager (Clerk of  Verify that suitable welfare facilities are
Works/ Site Supervisor or Construction Management in place prior to construction
Agency in case of a large and complex project) as per commencement.
the Architect's advice.  Contractor training - Ensure the
necessary information, instruction and
training is received and appropriate
supervision is provided to comply with
the regulations.
 Ensure co-operation and co-ordination
between the client's employees and
client contractors with the project
contractors where the client's work
activities overlap the construction work
and to enable others to perform their
duties.
 Subsequent to receipt of the health and
safety file from the Principal Designer,
maintain the information up to date and
provide access to any person who needs
to see it for health and safety purposes.

ARCHITECT'S ROLE AND RESPONSIBILITIES : ARCHITECT'S ROLE AND RESPONSIBILITIES

CANADA:
1 Architect to keep Client informed about progress of
work . Main duties
Architects perform some or all of the

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2 Architect to appoint specialized consultants in following duties:
consultation with Client, when necessary. • Consult with clients to determine the
type, style and purpose of renovations
3 Architect responsible for direction/ integration of or new building construction being
consultants work. } Consultants responsible for considered
calculations/ detailed design / periodic inspection/ • Conceptualize and design buildings and
evaluation of work entrusted . develop plans describing design
specifications, building materials, costs
4 Architect to advise Client on } -- Time Schedule (Bar and construction schedules
Chart/PERT/ CPM Network) prepared by contractors for • Prepare sketches and models for clients
completion of work. • Prepare or supervise the preparation of
drawings, specifications and other
5 Architect to supply to Client, free of cost, upto six sets construction documents for use by
of drawings at different stages. contractors and tradespersons
• Prepare bidding documents, participate
6 Architect not to make deviations/ alterations/ in contract negotiations and award
omissions from approved drawings, involving financial construction contracts
implications without prior consent of the Client. • Monitor activities on construction sites
to ensure compliance with specifications
• Conduct feasibility studies and financial
analyses of building projects.
Architects may specialize in a particular
type of construction such as residential,
commercial, industrial or institutional.