BHEL2013 English for Management

Coursework 1: Group Project (70%)

Question:

As the Secretary of Mazars Employee Union, you would like to

propose the idea of building a gym in the office to provide work-life
balance to the workers. Submit your proposal to the Director of
Mazers Company.
Submitted by:

Name Proposal Presentation Total

(50 marks) (50 marks) (100 marks)

Chan Lai Pei

Cheong Mei Kei

Rachel Ong Lee Puo

Tan Kar Yan

Tiong Suet Yee

Programme: Format

/5m

1
 RPA2 Group 1 Content

/20m

Tutor: Language

/25m

Total
Mr Chin Fui Chung @ Johnny Chin
/50m

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 Submitted to:
Fo Wai Lan
Executive Director
Mazars PLT

Proposal to Build a Staff Gym in the Office Building

Submitted by:

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 Chan Lai Pei
Secretary
Mazars Employee Union

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 Table of Contents

Page

1.0 Introduction 4

2.0 Background and Objectives 4

3.0 Plan/Proposal

3.1 Duration of Renovation 5

3.2 Location 5

3.3 Renovation 5

3.4 Interior Design 7

3.5 Gym Equipment 9

3.6 Safety and Regulations 10

3.7 Gym Maintenance 10

3.8 Schedule 11

4.0 Committee/Staffing 11

5.0 Budget 12

6.0 Conclusion/Authorisation 13

Appendices

Appendix 1: Interior Design of the Gym 15

Appendix 2: Main colour and shades for the walls and décor 15

Appendix 3: The safety risk and Standard Operating Procedure (SOP) 16

Appendix 4: Gym rules and regulations 17

Appendix 5: Gym maintenance 18

Appendix 6: Itemised part of budget 19-20

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1.0 Introduction
The Mazars Employee Union would like to propose to submit this proposal to build a gym in
the building of Mazars, Kuala Lumpur. In this proposal, we will outline the objectives,
detailed plan, and estimated cost on building the gym.

2.0 Background and Objectives

As we are aware, auditors’ working hours are long and hectic, many staff are not getting
enough exercise that they need in order to release their stress and lead a healthy lifestyle.
These may lead to health problems such as stiff joints, obese, high blood pressure and heart
disease. Not only that, studies show that exercise indirectly improves the users’ cognitive
ability by improving their mood and sleep.

Auditor is a demanding job and many professionals make their decision based on the
auditor’s judgment. That is why it is extremely important for them to keep their brain clear to
minimize the risk of expressing a wrong auditor’s opinion. Hence, it is utmost important to
ensure that all the staff and auditors are getting enough exercises.

The main objectives of building the gym are as follows:

a) to promote work life balance among the audit firm industry;

b) to set an example by providing a healthy working environment for the staffs;

c) to build good reputation for the company and attract more talents; and

d) to increase company’s efficiency by reducing the percentage of sick leave.

3.0 Proposal
We propose the following plan:

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3.1Duration of Renovation

The pre-period of developing sketches into schematic design will start from 3 August
2020.Afterwards, the presentation of the proposal to the board of directors is expected to be
on 20th August 2020 and expected to be approved within 2 weeks. After the approval, it will
take approximately 9 weeks to renovate the gym. The renovation is expected to finish in 4
weeks. There will be few parts including construction of the gym room, shower room, locker
room and toilet. It will take around 10 days for lighting, painting and finishing. After the
renovation, it will take 1 week to install and move in gym equipment. For the following 2
weeks, we will finalise the design and accessories, have quality control, risk assessment and
implementation and briefing on rules and regulations for the new gymnasium. The gym is
approximately completed at the end of October and it will operate in early November 2020.

3.2 Location
We have decided to improve employee benefits by building a gymnasium in our premises.
After viewing the whole industrial building, the committee is recommending the basement as
gymnasium. This is because the basement is spacious and has not been used for a few years.
The basement is on B2. Besides, the basement is an ideal place to be transformed into a
gymnasium because it has a 10-feet high veiling which makes it possible to accommodate
equipment like the pull-up bar and higher ceiling tend to have a greater depth of ambient air.
Hence, this is the perfect place as a gymnasium. We are planning to conduct a slight
renovation at the basement to transform it into an effective gymnasium rather than building a
whole new gymnasium in another area as we understand that auditors’ working hours are
unstable and often have busy schedules, which required them to work over-time during peak
periods. Therefore, the gymnasium in the premises is projected in order to save time in
travelling from workplace to fitness center.

3.3 Renovation
We have contacted three contractors which are MIL Design and Construction, Seven Design
and Clover Buildcon Sdn. Bhd. to get quotations from them. After considering the
consultancy services, quotation prices, safety records and safe delivery of contracted
services, we have decided to choose Clover Buildcon Sdn. Bhd. as our contractor partner.

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This is because they provide very professional and customized consultancy services, cost-
effective and high-quality projects in the past.

Based on the discussion conducted with the contractor, we have agreed that all renovation
activities will be in accordance with the layout floor plan. This proposed gymnasium is
estimated to be at 9000 square feet upon final cost estimation. Our team has produced a
layout floor plan as we understand that a successful fitness and gym design concept requires
particular attention with regards to space arrangement. By referring to Appendix 1, each
space has their own unique purpose; therefore, each design scheme could provide the best
possible environment that is functional, safe and comfortable. The gym will be divided into
four parts, namely the Gym Room, Locker Room, Shower Room and Toilet.

3.3.1 Gym Room

We will be using gym mirrors to turn the basement into the ultimate workout area. Taking
considerations that the basement might be dark and stuffy, we will be including gym mirrors
around the Gym Room area. This can immediately brighten up the room where natural light
exists can be doubled up. The gym room will also be equipped with cushioned training
surfaces as well as impact-resistant walls. This wall is also designed to provide effective
sound attenuation to minimize the risk of sound transmission to surrounding areas. We will
install air-conditioners to have better ventilation and room thermostat in adapting the
temperature day and night. The gym room is separated into individual zones, determined by
equipment or exercise type. There are stretch areas (warm up and warm down),
cardiovascular area, and free weight area.

3.3.2 Locker Room

We have planned to purchase 21 2-tier lockers as needed to accommodate workers’
belongings. The lockers should sit back-to-back in order to make the most of the space.
Lockers should be large enough to accommodate at least a regular sized clothes hanger with
clothes hanging on or folded over the hanger; a pair of large sized boots/shoes; a workout
bag; and other basic items. With hygiene and cleanliness such a crucial element in the
maintenance of locker rooms, we will disinfect, sanitize and clean after employees left the
locker room.

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3.3.3 Shower Room
There will be nine female shower rooms and nine male shower rooms. We will not use glass
and glazing that allow direct views into the shower room or visual access from adjacent
buildings in protecting employees’ privacy. We will use shower curtains rather than shower
doors after comparing lifecycle costs and maintenance requirements. Hooks and benches will
be prepared to allow employees to place their clothing. We will select a floor option that is
slip-resistant to prevent employees from slipping and being injured. Proper drainage systems
will be built to prevent chemicals from shampoos and shower gels in blocking the drains. All
the light fixtures that we have chosen for the shower spaces are suitable for a wet
environment.

3.3.4 Toilet
Separate toilets will be provided for the employees. Every toilet is fitted with a hinged seat
and lid. It fitted with a hinged door capable of locking from the inside on each cubicle. It is
located separately from any other room by a soundproof wall. Standard washbasin,
washbasin taps, and toilet bowls are placed according to the dimensions layout. Mirrors,
dispensers and receptacles will be provided as well. We will ensure there is an adequate
supply of consumable items such as toilet paper, soap and hand sanitizers will be replenished
regularly. An adequate and hygienic means for disposing of sanitary items used by female
employees is also taken into account by providing dustbin in every cubicle. In the male
toilets, we will also place accessible urinals which are either wall hung or stall type.

3.4 Interior design

3.4.1 Colours and décor choices

Colour psychology plays a significant role in creating an impressive and dynamic setting.
Our team is proposing to use more subtle tones to create a calm and tranquil environment
fitting for holistic workouts. Cooling colours such as shades of blue with a mixture of ocean
green will be the main colour for the walls and décor as shown in Appendix 2. These colours
offer a more pleasant and calming experience. They are less distracting and aid focus during
workouts. And also, soothing neutral hues make the space much brighter, open and airy.

3.4.2 Flooring solution

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We understand that the gym flooring solutions come in a wide range of textures and
functionality in which the sky really is the limit. After consulting with the professional
designers, we have decided to go with the rubber floor tiles to hardwood the gym flooring.
This rubber floor tile has a strong and durable surface that supports the different areas to be
included, as well as the types of equipment in each zone.

3.4.3 Biophilia and indoor environment quality

Our team is planning to integrate remnants of the great outdoors (abundance of greenery,
natural light, organic shapes that mimic nature’s patterns, soothing palette of earthy tones and
natural material like wood and stone) into the gym concept. We aim to create a biophilic
design that is a fundamental concept that respectfully harnesses the restorative, energising
properties of Mother Nature that influence physical health and the users’ emotional state of
mind to maximise their gym experience.

3.4.4 Lighting and ambience

We believe that lighting and ambience should be right at the top to amplify the overall design
and brand aesthetic. As the location of our proposed gym room makes it impossible to have
access to adequate natural light, we will be investing in lighting that replicates the same
rejuvenating feel and make the interior as inviting as possible to maximise user-satisfaction.
We will be using bright, cool white overhead lighting with a color temperature above 5000k
(light in the same hue as sunlight). All old lights will be swapped with LED bulbs to emit
quality light in a cool color temperature without producing much heat. To ensure sufficient
brightness in creating an energizing environment, we will be installing 30 LED bulbs for the
whole 9000 square feet.

3.5 Gym equipment

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The gym equipment is sourced from several sources including Savage Gears, Fitness Captain,
Desire Gym and Columbus Fitness. Most of the equipment is sourced from Savage Gears,
except for the bench press, sit up bench and cable stations.

We have chosen Savage Gear’s 3 tier dumbbell rack as the 3 tier design enables us to store
more dumbbells in a neat way. Beside of the sturdiness, the angled trays also enable the
dumbbells to be easily stored and removed.

We have selected the Tri Grip Rubber Weight Plates from Savage Gears to pair with the
weightlifting bench press and the cable stations. This is cheaper than the normal iron weight
plates as it is made from rubber. It is also more long lasting and will not scratch the flooring
of the gym. We have also selected horizontal and vertical plate holders to store these weight
plates as it is more space saving.

The treadmill model that we have chosen is Commercial Treadmill (Premium) sold by
Savage Gears. We have chosen this model as it is a commercial treadmill that can last longer.
It is also provided with a 5 years warranty.

The gym bikes model we have chosen is Concept 2 Bike Erg from Savage Gears. This is
designed with adjustable saddles and handlebars. It is also equipped with a 5 year warranty
on frame parts and 2 year warranty on all other parts.

The bench press that we have chosen is Barbell Bench Pro Foldable Weight Lifting Bench
Press from Fitness Captain. The reason for this is it is comparably cheaper and the barbell
holder and the bench itself can also be adjusted to suit the users’ needs.

The training barbell to be used along with the bench press is to be purchased from Savage
Gears. It is a 20kg barbell which has a max load of 800 lbs (362kg), which is able to suit the
needs of all lifters. Next, there will be a wall mounted barbell holder to keep these barbells
when there is no one using them.

The cable station that we have chosen is BS5 Station Gym from Desire Gym. We chose this
because it is a multi- functional gym equipment which can be used for many different
exercises. It also can be used by many people at the same time.

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 Last but not least, the sit up bench that we have decided to choose is the Workout Exercise
Sit up Bench from Columbus Fitness. We have chosen this among all the competitors
because it can be used for multiple functions which includes pushups, crunches and back
exercises. It also comes with a 1 year warranty

3.6 Safety and regulations

We will identify different safety risks that may happen in the gym room and implement
appropriate practicable Standard Operating Procedures (SOP) to eliminate, reduce or
minimise the risk to an acceptable level. The examples of safety risks and SOP are outlined in
Appendix 3.

Besides, the rules and regulations as shown in Appendix 4 will be pasted in the gym room and
uploaded on our company’s website. We will also carry out the briefing session to our
employees about the do’s and don'ts in the gym room to raise employees’ awareness towards
the importance of following the rules. This action is taken to ensure that everybody can feel
comfortable in the gym room, the gym equipment is properly preserved and to make sure
every employee uses the equipment safely.

3.7 Gym maintenance

Gym equipment is a huge investment for our company, so proper maintenance is the best way
to protect them. Maintenance of gym equipment is very important to extend its lifespan and
poorly maintained gym equipment may cause serious injuries to the employees. Therefore, we
will carry out regular maintenance work that outlines in Appendix 5 for the gym equipment
and send the faulty equipment to the supplier to repair. Generally, we are offered to purchase
the gym equipment with a 10 years warranty so the repair and maintenance fee is estimated to
be free of charge within the time range. Besides, the hygiene of the gym room is very
important because the sweat may cause infections by spreading viruses and bacterias.
Therefore, we will assign 3 cleaners from our company to clean the gym room every day.

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3.8 Schedule
The following schedule has been arranged:

Task Date

Developing sketches into schematic design 3 - 19 August

Approval of design 20 - 31 August

Commencement of renovation 1 - 30 September

Installation of lighting 1 - 4 October

Removing and replacing flooring and painting 5 - 11 October

Moving in gym equipment 12 - 18 October

Final touches on designs and accessories 19 - 25 October

Quality control and risk assessment 26 - 28 October

Implementation and briefing on rules & regulations 29 - 31 October

4.0 Committee

The committee members in charge for the construction are as follows:

No Name Position

1 Tan Kar Yan Leader

2 Tiong Suet Yee Secretary

3 Rachel Ong Financial Coordinator

4 Chan Lai Pei Project Coordinator

5 Cheong Mei Kei Material and Purchasing Coordinator

6 Liew Jia Jun Safety Coordinator

7 Lim Xiao Ming Internal Audit Coordinator

8 Tan Li Li Logistics Coordinator

There will be 30 committee members from departments like Human Resource

Department, Logistics Department and Purchase Department assisting the main
committee for the purpose of gym construction.

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5.0 Budget
The breakdown of construction cost of gym room is as follows (Refer to Appendix 6 for
itemized part of budget):

Item Sub-total (RM) Total Cost (RM)

Sports/Gym Equipment
Treadmills - Savage Gears 52000.00
Gym Bikes – Savage Gears 18597.00
Training Barbells 20kg – Savage Gears 2900.00
Weightlifting Bench Press – Fitness 2990.00
Captain
Workout Exercise Sit Up Bench – 657.00
Columbus Fitness
Seated Chest Bell Machines – Desire Gym 17697.00
Rubber Coated Iron Weight Plates 1576.00
Dumbbells 1406.00
Rack and Holders 3025.00
Weight Locks 100.00 101000.00
Speakers 52.00
Electrical Installation and Equipment
Air Conditioners 1920.00
Ceiling Fans 465.00 2385.00
Fixture and furniture
Lightings 240.00
Wash basins 495.00
Wash basin taps 75.00
Toilet bowls 1245.00
Lockers 1092.00
234.00 3381.00
Shower heads
Construction cost
Repainting 525.00 525.00
Wages of Construction Personnel (Daily
basis)
9800.00
Construction Workers (2 weeks)
3500.00 18340.00
Electrical Wiring Technicians (5 days)
5040.00
Plumbers (1 week)
Internal finishes
Internal wall finishes 165.00
Internal floor finishes 1250.00 1415.00
Other expenses
Water and utilities fees 600.00
Shipping fees 550.00 1150.00
Total Cost Incurred (RM): 128196.00

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6.0 Conclusion
In conclusion, we strongly believe that it is highly beneficial to construct a gym room within
the company as work, family, and social commitments make employees difficult to
incorporate a regular workout routine. Therefore, exercising before, during and after
working hours at the gym is encouraged. This is because one of the best ways to battle
fatigue is to work out by strengthening their heart which allows employees to work harder
and contribute longer to our company in the future. It also improves employees’ mental
health by providing clarity to better handle tension so that they can work efficiently and
professionally. Besides that, exercising can boost employees’ productivity and mental
ability as they can be more concentrated on their work and thus increase their work
satisfaction. Other than that, social connections among employees can be created by
providing an opportunity for employees to connect outside of a formal work environment
fostering healthy personal relationships and building teamwork. We ensure you that this
construction is able to meet the objective outlines and expectations of the company as its
advantages arise far outweigh the cost of the gym. Hence, we hope that you will consider
and approve our proposal.

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Appendices

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Appendices
Appendix 1: Interior Design of the Gym

Appendix 2: Main colour for the walls and décor (light shades of aquamarine)

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Appendix 3: The safety risk and Standard Operating Procedure (SOP).

Safety Risk Standard Operating Procedure

Injury due to improper use of ● Provide guidance to all the employees in the use of gym
gym equipment equipment.
● Provide clear descriptions and guidelines on the correct
use of equipment on each device.

Injury due to damaged or poorly ● Ensure that the equipment is serviced on a regular basis
maintained equipment by a qualified technician.
● Conduct a monthly inspection of the gym equipment to
ensure that all equipment is in good condition.
● Ensure signage on the faulty equipment to prevent usage
by the employees.

Injury due to hard workout ● Ensure employees carry out proper stretching to reduce
the chance of injury and fatigue after a hard workout.
● Provide some drinking fountains in the gym room to
prevent the employees from dehydrating after workout.

Health risk associated with
exercise training.
● Ensure the employees do not have any disease by
requesting them to fill up the pre-exercise screening
questionnaire.
● Ensure certain employees have referred to doctors’
advisory before the commencement of the workout
training.

Risk of infection under ● Provide proper clean and wipe on the gym equipment by
unhygienic conditions using sanitizer solution every day.
(e.g. Sweat on gym equipment) ● Require all the employees to wipe the gym equipment
by using the wipes provided in the gym room after
workouts.
● Require all the employees to use a towel for the exercise
training.

First aid kit responds to injuries ● Prepare some first aid kits in the gym room in order to
deal with the injuries and some emergency conditions.

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Appendix 4: Gym rules and regulations

Gym Rules and Regulations

Hours The office gym room is only available for Mazar’s employees from
7:00 am to 10:00 pm every day. Every employee must use their ID
cards to get authorisation to enter the gym room.

Conduct To ensure a safe and clean environment, we strictly prohibit

disrespectful conduct in the gym room. There is no tobacco, cigarettes,
food or any beverage allowed.

Attire All the employees should wear proper workout attire such as shorts, t-
shirts, sweatpants and sweatshirts at all times. Besides, employees
should wear sports shoes and bare feet are not allowed in the gym
room.

Hygienic The gym equipment should be wiped after the workout by using the
wipes provided in the gym room as it is the personal responsibility to
clean up the equipment for excessive sweating. We strongly
recommend all employees to bring a personal towel.

Safety To ensure safety, employees should carry out proper stretching before
and after the exercise training and follow the guidelines on the correct
use of equipment available on each device. Besides, employees can
use the first aid kits that are available in the gym room when there is
any injury.

Violation of rules Violation of any of the rules and regulations may result in loss of gym
privileges.

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Appendix 5: Gym maintenance

Gym Maintenance Work

a, Checks the gym equipment to immediately realise and remove any faulty equipment;

b. Wipes down all the gym equipment, seats, mats, and benches every day by using the
disinfectant solution to prevent the viruses and bacteria from spreading as well as reduce the
risk of infection under unhygienic condition;

c. Lubricates the resistance equipment especially the cardiovascular machines monthly by

spraying the silicone into bearings and moving them to ensure they can move freely; and

e. Clean the dirt, dust, rust and dead skin collected in the barbell’s knurling once a week.

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Appendix 6: Itemised part of budget

Cost Per Unit Total Cost

Item Quantity Sub-total (RM)
(RM) (RM)

Sports/Gym Equipment
Treadmills - Savage Gears 8 6500.00 52000.00
Gym Bikes – Savage Gears 3 6199.00 18597.00
Training Barbells 20kg –
Savage Gears 5 580.00 2900.00
Weightlifting Bench Press –
Fitness Captain 5 598.00 2990.00
Workout Exercise Sit Up
Bench – Columbus Fitness 3 219.00 657.00
Seated Chest Bell Machines
– Desire Gym 3 5899.00 17697.00

Rubber Coated Iron Weight

Plate
a. 1.25 kg 2 13.00 26.00
b. 2.50 kg 2 25.00 50.00
c. 5.00 kg 2 50.00 100.00
d. 10.00 kg 2 100.00 200.00
e. 15.00 kg 2 150.00 300.00
f. 20.00 kg 2 200.00 400.00
g. 30.00kg 2 250.00 500.00

Dumbbell
a. 1.0 kg 2 23.00 46.00
b. 2.0 kg 2 39.00 78.00
c. 3.0 kg 2 59.00 118.00
d. 4.0 kg 2 64.00 128.00
e. 5.0kg 2 72.00 144.00
f. 10.0kg 2 125.00 250.00
g. 20.0kg 2 159.00 318.00
h. 30.0kg 2 162.00 324.00

Rack and Holder

a. Dumbbell Racks – Savage
Gears 2 950.00 1900.00
b. Barbell Holder (Wall
Mounted) – Savage Gears 1 425.00 425.00
c. Weight Plate Holders 2 350.00 700.00

Weight Locks 10 10.00 100.00

Speakers 2 26.00 52.00 101000.00

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Electrical Installation and
Equipment
Air Conditioners 2 960.00 1920.00
Ceiling Fans 3 155.00 465.00 2385.00

Fixture and furniture

Lightings 30 8.00 240.00
Wash basins 5 99.00 495.00
Wash basin taps 5 15.00 75.00
Toilet bowls 5 249.00 1245.00
Lockers 21 52.00 1092.00
Shower heads 18 13.00 234.00 3381.00

Construction cost
Repainting - - 525.00 525.00

Wages of Construction
Personnel (Daily basis)
Construction Workers(2
weeks) 7 100.00 (wages/day) 9800.00
Electrical Wiring
Technicians(5 days) 5 140.00 (wages/day) 3500.00
Plumbers(1 week) 4 180.00 (wages/day) 5040.00 18340.00

Internal finishes
Internal wall finishes
a.Paints, 1litre 5 33.00 165.00
0
Internal floor finishes 0
a.Rubber Floor Tiles(Area: 0
500 x 500mm) 50 25.00 1250.00 1415.00

Other expenses
Water and utilities fees - - 600.00
Shipping fees - - 550.00 1150.00

Total Cost Incurred (RM): 128196.00

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