Project Definition Document

Project Definition Document for Showroom Project Md.
Golam Kibria
Business Project (EMBA), Summer 2008-2009 ID: 08-92183-1; Sec: F
SCOPE OF WORKS FOR IKEA SHOWROOM PROJECT
Imagine that you are the project manager for a contract awarded to your firm ACE
Contractors Limited. Therefore, you have to prepare a PROJECT DEFINITION
DOCUMENT . The basic concept of the project is to build a modern air-conditioned
showroom on 3,000 sft space (plus another 2,000 sft for car parking) on the client’s own
land at Gulshan Avenue in Dhaka city. The client desires the project to be done as fast as
possible and has agreed to go for a “Pre-Fabricated Steel Building”. Besides the steel
building supplier, there are other contractors and a consulting firm which will be engaged for
this project. The total duration of the project not to exceed 120 days from July 01, 2009.
The scope of works are mentioned below by listing the various vendors that will be engaged
in executing the project and their roles in brief:
Consultant’s job:
- The engineering & architecture consultant can prepare design drawings for the
steel structure, foundation, and the interior design within 5 days with their latest
CAD system.
Civil Contractor’s job:
- The steel building contractor will prepare the foundation required for the main
frame of the steel building in 21 days, as per drawings and specifications provided
by the consultant.. The main steel building frame will be fixed on this foundation.
The process for selection of a suitable contractor and signing the agreement may
take 7 days.
Steel Builder is responsible for providing the following:
A total of 60 days will be required to prepare the steel building ready for assembly delivered
at site. The steel building contractor is also expected to provide the following:
- The building will have all the openings for the internal doors and four side windows
while the front portion is open for sheet glass, ducting for water supply, plumbing,
and electrical connections.
- A small kitchenette for making tea/coffee, refreshments, etc. (no fittings)
- Three (toilets). 2 for guests & officers (ladies & gents), & 1 for staff (but not toilet
fittings)
- 1 conference/meeting room, 1 manager’s room, 1 room for accounts/files.
- The building will be coated with enamel paint from inside and outside for rust
protection
7 days more will be required to install the building & handover to client. After this work, the
steel builder’s job is over. Installation to be done by same contractor.
Other Contractors will perform the following jobs:
Page 1 of 9
Project Definition Document for Showroom Project Md. Golam Kibria
- Wire-Mesh Shutters for front portion. Job should take 2 days.
- Front of building will have 10 mm thick clear sheet glass. This can be done by a
glass contractor within 3 days.
- The internal doors, windows, and partitions will be colored aluminum sections &
transparent glass to be ordered to aluminum sections contractor ( 3 days work after
placing order).
- Toilet fittings to be purchased and installed. To be fitted by plumber from the

supplier’s shop. ( 3 days work including purchase)
- Floor to be fitted with roll-on mat that looks like tiles imported from Belgium.
Supplied and fitted by wholesaler. ( 3 days work)
- False ceiling (Gypsum Board) with provision for lighting. Supplied and installed by
contractor within 3 days of receiving order. The Aluminum contractor does this job
also.
- Internal Painting to be done by own painter ( 2 days work)
- Fitting sink and water supply to kitchenette ( 1 days work). Done by same
plumber who fitted toilet.
- Light shades, spot lights, exhaust fans, electrical switches, circuit breakers, wall
fans, intercom connections, electrical wirings, to be done by experienced
electrician. The material to be purchased in one(1) day. The fitting work will take 3
days.
- Split Air-conditioners to be installed by supplier after placing order for

Five(5) split A/Cs ( 2 Ton capacity each). Can be supplied and fitted in 1
day.
- Sign Boards to be fitted on front portion of showroom by supplier. 10 days after

placing order.
- Car Parking area to be paved with bricks with herring-bone design. The work will
take 4 days.
Permission from DESA, City Corporation, RAJUK, etc. will be taken care of by the client.
Power supply, water supply, gas, phone, etc. are all to be taken care by the client. The initial
budget allocation for the project is BDT 20 million
Page 2 of 9
Project Definition Document for Showroom Project
1. Purpose Statement:
The Purpose Document Includes following 7-items:
1.1. Background of the Project:
The basic concept of the project is to build a modern air-conditioned showroom

on 3,000 sft space (plus another 2,000 sft for car parking) on the client’s own
land at Gulshan Avenue in Dhaka city. The client desires the project to be done
as fast as possible and has agreed to go for a “Pre-Fabricated Steel Building”.
Besides the steel building supplier, there are other contractors and a consulting
firm which will be engaged for this project. The total duration of the project is
120 days from July 01, 2009, that is 28th October 2009.
1.2. Goal Statement:
Our goal is to build a modern air-conditioned Pre-Fabricated Steel based

showroom named IKEA on total 5,000 sft space including car parking, on the
client’s own land at Gulshan Avenue in Dhaka city within 120 days from July 01,
2009.
1.3. Major Deliverables
1.3.1. Modern air-conditioned Pre-Fabricated Steel based showroom

1.3.2. Car parking place
1.3.3. Arranging different vendors including steel building supplier
1.3.4. Selection of a suitable contractor and signing the agreement
1.3.5. Arranging consulting firm
1.3.6. Design works & approval
1.3.7. Setting up supply chain network
1.3.8. Utility connections
1.3.9. Installing the building
1.3.10.Finishing
1.3.11.Handover to client
Page 3 of 9
1.4. Implementation Method:
1.4.1. Setting the main steel building frame on the foundation prepared by
the Civil Contractor as per drawings and specifications made by latest
CAD system by the engineering & architecture consultant.
1.4.2. Kitchenette & toilets fittings will be purchased and installed by the
plumber from the supplier’s shop.
1.4.3. Others will be implemented as per the scope of works.
1.5. Resources Constraints
1.5.1. No major resources constraints exists
1.6. Budget
The initial budget allocation for the project is BDT 20 million.
1.7. Measures of Success
1.7.1. Internal:
1.7.1.1. Project completed within time-frame or in a fastest possible

time & within budget
1.7.1.2. Modern air-conditioned pre-fabricated steel based showroom

has been established
1.7.1.3. Everything has been done as per consultant’s feedback and

specifications
1.7.2. External:
1.7.2.1. Satisfied client
1.7.2.2. Fewer complaints from client
Page 4 of 9
2. List of Stakeholders:
SL # Stakeholder Name Stakeholder Type

1 Project Client Principal
2 CEO & related employees of ACE Contractors Limited Principal
3 Consultants Principal
4 Vendors Principal
5 Contractors Principal
6 Auditor Principal
7 Painter General
8 Electrician General
9 Customers of that mall General
10 Government of Bangladesh (GOB) General
3. Team Selection Criteria:
3.1. Head of Construction, B.Sc. in Civil Engineering from any reputed varsity
with MBA preferably with Mgt operations & quality; Candidate must be able
to handle Steel based industry building construction project. Have
excellence in construction work in accordance with the specified Quality,
drawings, specifications and proper methodology.
3.2. Project Engineer, B.Sc. in Civil Engineering from any recognized university,
Will be Responsible for Construction Operation and Management of the
project, ensure that all sorts of designs & drawings (Architectural,
Structural, Electrical, Plumbing & Sanitary etc.) are economical.
3.3. Senior Project Coordinator, experiences on participatory project

implementation is desirable & ability to work under minimum supervision
to ensure quality works. Ability to use project management tools & work
within schedules & constraints.
3.4. Master’s Degree in Accounting (CA Inter / PE-1 passed); can prepare
Feasibility Studies / Project profiles independently.
3.5. One specialist in vendor management. Liaison with clients, consultants and
sub contractors. Ability to work with peers and superiors in an unusual
environment, strong commitment to effective teamwork ability,
commitment to creating the best value.
Page 5 of 9
4. Scope of works:
The scopes of works are mentioned below by listing the various vendors that will
be engaged in executing the project and their roles in brief:
Consultant’s job:
- The engineering & architecture consultant can prepare design drawings for
the steel structure, foundation, and the interior design within 5 days with
their latest CAD system.
Civil Contractor’s job:
- The steel building contractor will prepare the foundation required for the
main frame of the steel building in 21 days, as per drawings and
specifications provided by the consultant. The main steel building frame
will be fixed on this foundation. The process for selection of a suitable
contractor and signing the agreement may take 7 days.
Steel Builder is responsible for providing the following:
A total of 60 days will be required to prepare the steel building ready for assembly
delivered at site. The steel building contractor is also expected to provide the
following:
- The building will have all the openings for the internal doors and four side
windows while the front portion is open for sheet glass, ducting for water
supply, plumbing, and electrical connections.
- A small kitchenette for making tea/coffee, refreshments, etc. (no fittings)
- Three (toilets). 2 for guests & officers (ladies & gents), & 1 for staff (but
not toilet fittings)
- 1 conference/meeting room, 1 manager’s room, 1 room for accounts/files.
- The building will be coated with enamel paint from inside and outside for
rust protection
7 days more will be required to install the building & handover to client. After this
work, the steel builder’s job is over. Installation to be done by same contractor.
Page 6 of 9
Other Contractors will perform the following jobs:
- Wire-Mesh Shutters for front portion. Job should take 2 days.
- Front of building will have 10 mm thick clear sheet glass. This can be done
by a glass contractor within 3 days.
- The internal doors, windows, and partitions will be colored aluminum

sections & transparent glass to be ordered to aluminum sections contractor
(3 days work after placing order).
- Toilet fittings to be purchased and installed. To be fitted by plumber from

the supplier’s shop. ( 3 days work including purchase)
- Floor to be fitted with roll-on mat that looks like tiles imported from
Belgium. Supplied and fitted by wholesaler. ( 3 days work)
- False ceiling (Gypsum Board) with provision for lighting. Supplied and
installed by contractor within 3 days of receiving order. The Aluminum
contractor does this job also.
- Internal Painting to be done by own painter ( 2 days work)
- Fitting sink and water supply to kitchenette (1 days work). Done by same
plumber who fitted toilet.
- Light shades, spot lights, exhaust fans, electrical switches, circuit

breakers, wall fans, intercom connections, electrical wirings, to be done
by experienced electrician. The material to be purchased in one (1) day.
The fitting work will take 3 days.
- Split Air-conditioners to be installed by supplier after placing order for five

(5) split A/Cs (2 Ton capacity each). Can be supplied and fitted in 1 day.
- Sign Boards to be fitted on front portion of showroom by supplier. 10 days

after placing order.
- Car parking area to be paved with bricks with herring-bone design. The
work will take 4 days.
Permission from DESA, City Corporation, RAJUK, etc will be taken care of by the
client. Power supply, water supply, gas, phone, etc are all to be taken care by the
client.
Page 7 of 9
5. Assess the Risks (Risk Chart):
SL # Risk Description Risk Category Contingency
1 Terrorist Category-8 Risk Maintain good relationship

with GOB, Police/Defense
Dept/ Recover plan.
2 Power failure Category-8 Risk Backup plan: Generator
3 PM or essential team member falls Category-6 Risk Hire PM or team member
sick or dies based on experienced in the
field.
4 Earthquake Category-3 Risk Implement earthquake
prevention system, Ensure
Insurance Coverage. Recover
plan.
5 Inadequate or insufficient site Category-3 Risk Recover plan
information (soil test and survey
report)
6 Fire Category-3 Risk Keep extinguishers, Install
automatic Sprinklers
designed to put out fire to
reduce loss by fire, Ensure
Insurance Coverage
7 Flood Category-2 Risk Make the building
moderately higher to
prevent flood.
8 Price inflation of construction Category-2 Risk Limit the damage to as less
materials as possible.
9 Unavailability of sufficient amount Category-2 Risk Hire from abroad.
of professionals, managers and
skilled labor
10 Low management competency of Category-2 Risk Make agreement with
subcontractors compensation coverage.
Alternative options.
11 Equipment failure Category-2 Risk Backup plan
12 Delays in shipments by vendors Category-2 Risk Buffer stock
Page 8 of 9
6. Procedures for project audit:
6.1. The audit team to be headed by a competent person from BUET. The
auditor has to act impartially, and must be acceptable to both parties.
6.2. Contact with project team members will be free. However, contact
with client must be made with permission of senior management.
6.3. Weekly status reports (GANTT CHARTS) to be filled in and provided to

client on every Thursday within 12 pm.
6.4. Any information obtained from anonymous sources, must not be given
credibility without verification and reference to the project manager.
6.5. The key milestones of the project to be set in advance and set out
for audit.
6.6. Construction contracts are complicated and include pricing agreements

such as Lump Sum, Guaranteed Maximum Price, CM At Risk, Fixed and Unit
Price, Time and Materials, and Cost Plus. All contract types should be
audited. Audit process should include to identify actual and potential
overpayments, overcharges, failures to recoup reimbursable expenses,
etc., that may occur as a result of oversights due to the complex inter-
relationships of contracts and the massive amounts of paperwork involved
in the various transactions.
6.7. Assessment of the quality of project deliverables
6.8. Evaluation should be against baseline & in some cases against best
practices.
6.9. Did the project adhere to original design plans and contract
requirements?
6.10. Is the value of finished projects consistent with the overall costs
incurred?
6.11. Is there evidence of fraud or corruption?
6.12. An auditor to make an objective and unbiased report with the

intention of bringing about appropriate corrective measures before it is too
late to correct it.
Page 9 of 9

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Project Definition Document for Showroom Project Md.

SCOPE OF WORKS FOR IKEA SHOWROOM PROJECT

Civil Contractor’s job:

Steel Builder is responsible for providing the following:

Other Contractors will perform the following jobs:

- Wire-Mesh Shutters for front portion. Job should take 2 days.

- Toilet fittings to be purchased and installed. To be fitted by plumber from the

- Internal Painting to be done by own painter ( 2 days work)

- Split Air-conditioners to be installed by supplier after placing order for

- Sign Boards to be fitted on front portion of showroom by supplier. 10 days after