ANNEXURE A SCOPE OF WORK FOR PROFESSIONAL SERVICES: RESTORATION OF NON PAREILLE BUILDINGS. Principal Agent and Professional Architectural Services

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1 T: F: E: South African Heritage Resources Agency - Head Office 111 Harrington Street Cape Town P.O. Box 4637 Cape Town 8001 ANNEXURE A SCOPE OF WORK FOR PROFESSIONAL SERVICES: RESTORATION OF NON PAREILLE BUILDINGS Principal Agent and Professional Architectural Services 1. Scope of Work for Principal Agent Services Assume the leadership of a team which may include other professionals, or advisors and assume responsibility for the: a) Overall administration of all sections of the works plus those works which fall within the ambit of the other professionals in the team; b) overall co-ordination, programming of design and financial control of all the works included in the Project; and c) Processing certificates of payment to contractors issued by the other professional advisers in the team prior to their presentation to the Employer for settlement Responsibilities Client and Project Requirements a) Purpose and intended use of project b) Brief and terms of reference c) Professional and specialist services d) Programme and budgets Professional Team a) Composition and appointments b) Definition of responsibilities c) Briefing and communications 1

2 Client Service a) Communication and reporting b) Progress and cost control c) Post-project attention Co-ordination a) Planning and design (monitoring meetings) b) Document distribution and issue c) Approvals d) Procurement methods Contract Administration a) Contract documents, insurances b) Site staff and site meetings c) Progress, quality and cost control d) Instructions, variations and payments e) Claims and disputes f) Commissioning and hand-over Performance a) Fulfilment of project requirements b) Adherence to programmes and budgets c) Client satisfaction 2 of 9

3 1.2. PRINCIPAL AGENT NO CHECKLIST ITEM 1 OF Throughout the project Represent the client on all project matters Report to the client on progress and developments Co-ordinate and monitor activities of the professional team Arrange and chair project meetings Coordinate site progress and technical meetings Coordinate site progress and technical meetings minute taking and distribution Agree programmes and ensure target dates are met Ensure that project requirements are fulfilled Control overall project costs Circulate and issue project correspondence and documents Process professional fee invoices and arrange payments Inception Obtain project brief and clarify conditions of appointment Determine responsibilities and communication channels Prepare and issue letter of acceptance Brief professional team and confirm appointments Circulate available information and arrange site visit 3 of 9

4 16 Issue documents and estimates required for feasibility Report stage Refine project brief and confirm in writing Discuss need for additional or specialist services and obtain approvals Arrange initial investigations or studies Confirm statutory and local authority requirements Investigate alternatives and agree proposals Present report, recommendations and estimates to client Preliminary design stage Obtain approval of report and authority to proceed Record changes to brief and discuss implications Agree programme and confirm target dates Draft and review design concepts with client and professional team Submit proposals to local authority for comment Issue design proposals and estimates for approval Detailed design stage Finalise design brief and target dates Discuss implications of further changes with client Ensure all designs are properly co-ordinated Review final designs and tender documents Submit completed documents and updated estimates for approval 4 of 9

5 1.3. PRINCIPAL AGENT NO CHECKLIST ITEM 2 OF Tender stage Finalise procedures and confirm tender dates Co-ordinate professional team activities a) advance orders and specialist quotations b) lists of approved tenderers c) advertisements or invitations d) site inspections e) receipt of tenders f) tender reports and recommendations g) return of deposits Ensure that a) letters of acceptance of tender are issued b) sureties, guarantees and insurances are approved by client c) contracts documents are prepared and signed 38 Construction stage Ensure site staff have been appointed and briefed Issue instruction to proceed, hand over site and advise local authority Clarify contract requirements Confirm document needs and issue procedures 39 Process instructions, variations and payment certificates 5 of 9

6 Deal with claims and resolve disputes Co-ordinate professional team activities a) progress, quality and cost reporting b) sub-contract valuations and accounts c) commissioning, hand-over and final inspections d) rectification of defects e) operating & maintenance manuals and as-built drawings f) return of sureties, guarantees and insurances g) Scrutinise final account and submit for approval h) Compile Project Close-out Report and submit for approval Feedback Arrange inspections at end of maintenance period Review project, professional and contractor performance with client Recommend improvements and copy to Employer 2. Architectural Services 2.1. Standard services The standard services for which the architect is responsible fall into the five stages Stage 1: Appraisal and Definition of the Project Receive, appraise and report on the Employer s requirements with particular regard to site information, planning and statutory regulations and budget. Advise the Employer on: 6 of 9

7 a) procedures to meet his requirements b) the need for the appointment of other professionals c) methods of contracting d) programme for the project Stage 2: Design Concept Advised by any other professionals appointed, prepare a design concept in broad outline showing intended space provisions, planning relationships and materials and services intended to be used Advise the Employer 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 Stage 3: Design Development Develop the design concept in sufficient detail to: a) define the construction of the building b) spatially co-ordinate the work designed by other professionals and specialists c) review the design with the relevant authorities Stage 4: Technical documentation Compilation of technical documentation, including: a) Prepare construction documentation and co-ordinate the documentation with the work designed by other professionals and specialists. b) Obtain approval from the relevant authorities. c) Review the estimated cost of the Works in relation to the budget. 7 of 9

8 d) Prepare and compile documents to solicit tender offers for the execution of the Works Stage 5: Contract Administration and Inspection Conduct all contract administration functions required in the contract, and fulfill the inspection requirements to ensure that the works comply with the requirements of the contract, including: a) Obtain tender offers for the execution of the Works and advise the Employer regarding the award of the building contract. b) Prepare contract documentation and arrange for the signing thereof. c) Administer and perform the duties assigned to the architect in the building contract. d) Provide the Employer with as-built drawings, certificates, relevant technical data and guarantees from suppliers on completion of the Works Supplementary Services The following services are supplementary to the standard services described in Section 2.1 and require additional work: Special Studies and Designs: a) The preparation of the Employer s brief and/or the drawing up thereof. b) Obtaining Heritage approvals c) Green consultancy d) Building Regulation compliant e) Interior design including the selection and documentation of special finishes or fixtures Supplementary or Revised Documentation The provision of supplementary or revised documentation due to the requirements of the Project or revised requirements of the Employer arising after the architect has received the Employer s instructions to commence his work, provided that any other additional fees do not cover such documentation. 8 of 9

9 Other Services Maintenance and operating manuals Special project management services Mutually agreed additional services 9 of 9