T: +27 21 462 4502 | F: +27 21 462 4509 | E: info@sahra.org.

za
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.

1.1. Responsibilities

1.1.1. 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

1.1.2. Professional Team

a) Composition and appointments
b) Definition of responsibilities
c) Briefing and communications

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1.1.3. Client Service
a) Communication and reporting
b) Progress and cost control
c) Post-project attention

1.1.4. Co-ordination
a) Planning and design (monitoring meetings)
b) Document distribution and issue
c) Approvals
d) Procurement methods

1.1.5. 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

1.1.6. Performance
a) Fulfilment of project requirements
b) Adherence to programmes and budgets
c) Client satisfaction

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1.2. PRINCIPAL AGENT

NO CHECKLIST ITEM 1 OF 2

1 Throughout the project

Represent the client on all project matters

Report to the client on progress and developments

2
Co-ordinate and monitor activities of the professional team
3
Arrange and chair project meetings
4
Coordinate site progress and technical meetings
5
Coordinate site progress and technical meetings minute taking and distribution
6
Agree programmes and ensure target dates are met
7
Ensure that project requirements are fulfilled
8
Control overall project costs
9
Circulate and issue project correspondence and documents
10
Process professional fee invoices and arrange payments
11

Inception
Obtain project brief and clarify conditions of appointment
12
Determine responsibilities and communication channels
13
Prepare and issue letter of acceptance
14
Brief professional team and confirm appointments
15
Circulate available information and arrange site visit

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16 Issue documents and estimates required for feasibility

17 Report stage
Refine project brief and confirm in writing

Discuss need for additional or specialist services and obtain approvals

18
Arrange initial investigations or studies
19
Confirm statutory and local authority requirements
20
Investigate alternatives and agree proposals
21
Present report, recommendations and estimates to client
22

23
Preliminary design stage
Obtain approval of report and authority to proceed

Record changes to brief and discuss implications

24 Agree programme and confirm target dates

25 Draft and review design concepts with client and professional team

26 Submit proposals to local authority for comment

27 Issue design proposals and estimates for approval

28

29 Detailed design stage

Finalise design brief and target dates

Discuss implications of further changes with client

Ensure all designs are properly co-ordinated

30
Review final designs and tender documents
31
Submit completed documents and updated estimates for approval

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1.3. PRINCIPAL AGENT

NO CHECKLIST ITEM 2 OF 2

Tender stage
Finalise procedures and confirm tender dates
36
Co-ordinate professional team activities
37
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

Process instructions, variations and payment certificates

39

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 40 Deal with claims and resolve disputes

41 Co-ordinate professional team activities

42 a) progress, quality and cost reporting

b) sub-contract valuations and accounts
43
c) commissioning, hand-over and final inspections
44 d) rectification of defects
e) operating & maintenance manuals and “as-built” drawings
45
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.

2.1.1. 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:

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 a) procedures to meet his requirements
b) the need for the appointment of other professionals
c) methods of contracting
d) programme for the project

2.1.2. 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

2.1.3. 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

2.1.4. 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.

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 d) Prepare and compile documents to solicit tender offers for the execution of the
Works.

2.1.5. 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.

2.2. Supplementary Services

The following services are supplementary to the standard services described in Section 2.1 and
require additional work:

2.2.1. 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.

2.2.2. 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.

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2.2.3. Other Services

 Maintenance and operating manuals

 Special project management services
 Mutually agreed additional services

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