ARCHITECTURAL

PROJECTS
GROUP 1
GROUP MEMBERS

1. Eugene Jack - B11/0533/2018

2. Kiilu Chris - B11S/12938/2020
3. Mary Koinange - B11/0595/2019
4. Simon Mwendwa -
B11/0602/2020
5. Prudence Neema -
B11/0591/2020
6. Njoroge Waiganjo -
B11/5687/2020
7. Wanjeri Njau - B11S/14300/2018
8. Ann Sydney Ngugi -
INTRODUCTION
ARCHITECTURAL PROJECT
Any project requiring the services of an architect.

It is a process that requires designing & planning of buildings or structures.

It has several phases:

• Project Inception • Project Handing Over

• Project Design • Occupation & Defect Liability Period
• Tendering Process • Maintenance Practices & Alterations
• Site Handing Over • Decommissioning
• Contract Administration
PROJECT INCEPTION
This is the first phase & it sets the foundation for the entire project, ensuring everyone involved has a
clear understanding of the goals and expectations before moving forward.

It involves:

1. Identifying Needs: Understanding what the client wants and needs from the project.
2. Gathering Information: Collecting data about the site, budget, and any relevant regulations or
constraints.
3. Setting Objectives: Defining the project’s purpose, scope, and desired outcomes.
4. Exploring Concepts: Generating preliminary ideas and visions for the design.

Roles of the Architect

• The architect collaborates with the client to define the project’s objectives, scope, budget, and
requirements.

• Feasibility studies are conducted to assess the viability of the project.

• The architect gathers information on site conditions, local regulations, and client needs, and
PROJECT DESIGN
Design is the realisation of an idea, or the resolution of requirements, through means of
communication such as drawings, plans, specifications and models.

This initial phase serves as the foundation for the entire project.

Architects conceptualize the structure’s layout, appearance, and spatial functionality.

TASKS TO BE DONE:

● Client meetings: Extensive discussions with the client to understand their needs, budget,
and desired functionality of the space.
● Site analysis and existing structure study: Evaluating the physical characteristics of
the building site, including zoning regulations, environmental factors, and access points,
Research the cultural, environmental, and historical importance of the site, Document
commercial and industrial developments.
● Space Planning: Defining the types and sizes of spaces needed within the building,
considering the client’s program.
OUTLINE PROPOSAL
To determine the general approach to layout, design and construction in order to obtain
authoritative approval of the client on the outline proposals and accompanying report.

TASKS TO BE DONE:

● Develop brief further.

● Carry out Studies of user requirements, technical problems, planning, design and costs.

SCHEME DESIGN
The purpose of the scheme design process is to complete the brief and decide on particular
proposals such as

1. Planning arrangement
2. Appearance,
3. Construction methods,
4. Cost.
SCHEME DESIGN

This stage involves developing floor plans, site plans and building elevations for this design phase.

This will give you a complete description of the building systems (structural, mechanical, HVAC,
plumbing and electrical), interior and exterior finishes and the building site.

You should stay in this design phase until you have the basic form and function approved by the
client.

TASKS TO BE DONE:

● Full design of the project by architect

● Preliminary design by engineers
● Preparation of cost plan and full explanatory report
● Submission of proposals for approval.
DETAIL DESIGN
Concept design is followed by 'detailed design' or 'developed design' during which all the main
components of the building and how they fit together are described.

Detailed design should provide sufficient information for applications for statutory approvals (such
as building regulations approval) to be made.

Architects are responsible for creating detailed drawings and testing the project feasibility. BIM and
CAD software speed up the process significantly. During this stage, multiple revisions and re-
drawings take place to incorporate changes based on client needs, budget and regulations.

TASKS TO BE DONE:

● Full design of every components of the building by all concerned.

● Complete cost checking of design.
DETAIL DESIGN

Items that are typically developed in detailed design include:

● Overall layout.
● Road layouts and landscape.
● Operational flows and departmental operational policies.
● Horizontal and vertical circulation routes, including accessibility requirements.
● Schedules of accommodation, including occupancy numbers for each space.
● Identification of standard and non-standard room layouts.
● Room data sheets, if appropriate.
● Building dimensions and gridlines.
● Architectural plans sections and elevations of buildings, parts of buildings and drawings.
● Outline specification including schedules of components, defining the performance and/or
material standards required (including colours).
● Elements of design that require specialist input or early choice of manufacturer. Designers
should investigate suppliers certificates, warranties and compliance with standards.
DETAIL DESIGN

● Requirements for mock-ups, testing, samples or models necessary to satisfy performance or

public relations requirements (including computer generated images).
● Key assemblies, component drawings and schedules.
● Structural plans sections, elevations and specifications.
● Building services plans, sections and elevations.
● Defining of phases if the project is to be phased.
● Safety strategy
● Fire strategy
● Acoustic strategy;
● Use of materials and potential for re-use, recycling and waste handling (see site waste
management plan).
● Detailed cost plan showing the capital and lifecycle costs for all the components, and
● Risk assessment including operational issues
TENDERING
Tender/bid - A commercial offer including contract conditions under which construction work
will be carried out.

Bidding or tendering – Bidding/tendering is the process of procuring contractors and other

related parties for the execution of construction works.

PARTIES IN PROCUREMENT OF CONSTRUCTION DOCUMENTS

i. Client/Owner – owner of the proposed project, requires the Construction work, provides
site/land for construction and will enter into contract with successful tenderer/bidder upon being
successful.

ii. Employer/Client Representatives (Consultants) - Acts on behalf of the client in providing

professional services and preparing tender documents (Architect – prepare and provide
Architectural tender drawings, schedules, and specifications; Quantity Surveyor- Prepare Bills
of quantities and other schedules required for tendering; Structural Civil Engineer- Prepares
Civil/Structural drawings for tendering, geotechnical reports; Services Engineers- services
PROCUREMENT OF CONSTRUCTIONS DOCUMENTS
iii. Main Contractor – Submits tender/bid to execute main construction works

iv. Sub-Contractors – Submit subsidiary tender to perform part/specialist work of the

construction works under a subcontract.

v. Adjudicator/Arbitrator/ Court- Settles disputes between the parties involved in tendering

processes, especially for public procurements (PPOA, PPRB,)
TENDERING & CONTRACT AWARD
i. The tender is advertised by the employer or his or her representative;

ii. Contractors submit their tenders by the required date;

iii. The tenders are evaluated, and a tender evaluation report is produced recommending the
preferred tender bid;

iv. The employer reviews the tender evaluation report and awards the contract;

v. The contract is negotiated and eventually signed by both the contractor and the employer;

vi. The contractor is responsible for the provision of insurance and the surety/ guarantee as
stipulated in the contract;

vii. The site is officially handed over to the contractor;

viii. The contractor establishes his or her camp and site office and orders the materials
required to start construction;

ix. The contractor sets out the work and starts construction.
TYPES OF TENDER PROCUREMENT

i. Open tender. iii. Negotiated tender.

ii. Selective tender. iv. Serial tendering

METHODS OF PROCUREMENT OF A CONTRACTOR

Open Tendering: Architect is involved in preparing detailed technical documents to be

publicly advertised for competitive bidding.

Restricted Tendering: Architect may help shortlist suitable contractors based on

predetermined qualifications, guiding the client in selecting who to invite for tender.

Request for Quotations: Architect may recommend using this method for small projects
where less formal and direct procurement can suffice.

Direct Procurement: Architect ensures that any contractor directly procured aligns with the
project’s technical specifications and delivers on the design objectives.
TYPES OF PROCUREMENT PROCEDURES

Open Procedure: Architect prepares all design-related documents for open competitive
bidding and ensures that bidders receive all necessary technical information.

Restricted Procedure: Architect supports the preparation of technical specifications

and the vetting process of potential contractors.

Negotiated Procedure: Architect is often part of negotiations to ensure the contractor

can meet the design requirements within budget and time constraints.

Competitive Dialogue: Architect is actively involved in discussing and refining the

design with potential contractors during the competitive dialogue process to find the
most appropriate solution.
MODES OF PROJECT PROCUREMENT

Traditional Procurement: Architect designs the project, oversees the tendering process, and
manages the construction on behalf of the client.

Design and Build Procurement: Architect may provide initial design input, then hand over
control to a contractor who takes on both design finalization and construction.

Management Contracting: Architect collaborates with the management contractor to ensure

that the construction aligns with the design intent.

Public-Private Partnership (PPP): Architect helps ensure the project design meets public
sector needs while working with private contractors to realize the project.

Turnkey Projects: Architect may oversee the design phase and ensure that the contractor
delivers the completed project according to design specifications without significant input during
construction.
TENDERING, TENDER EVALUATION, RECOMMENDATION & AWARD
Preparation of Tender Documents: Architect prepares or provides input on technical drawings,
specifications, and other documents required for the tender process.

Tender Evaluation: Architect participates in evaluating tender submissions, ensuring they meet
the technical and design requirements.

Recommendation for Award: Architect advises on the most qualified contractor based on their
technical capacity, experience, and alignment with project goals.

Contract Award: Architect may be involved in formalizing the contract award process by
ensuring the selected contractor understands the design and project deliverables.
SITE HANDOVER
Site handover to the contractor typically refers to the initial phase of a construction
project where the client formally transfers the site to the contractor to begin construction.
This process ensures that the contractor has full access to the site and all necessary
permissions to start the work.

Procedures During Site Handover:

1. Initial Site Inspection:

Conduct a thorough inspection of the site to document its current condition.
Identify any existing issues or potential obstacles.

2. Documentation Review:
Ensure all necessary documents are prepared and reviewed, including site plans, permits,
and surveys.
Verify that all legal and regulatory requirements are met.

3. Health and Safety Briefing:

Review health and safety protocols with the contractor to ensure compliance with
regulations.
Provide any necessary safety equipment and guidelines.
4. Utilities and Services Check:
Confirm the availability and location of essential utilities like water, electricity,
and sanitation.
Ensure that all services are operational and accessible.

5. Access and Security Arrangements:

Establish clear access points and security measures for the site.
Provide keys, fobs, and any necessary access controls.

6. Handover Meeting:
Conduct a formal meeting between the client and the contractor to discuss
the project timeline, milestones, and specific requirements.
Address any questions or concerns from either party.

7. Handover Acceptance:
Sign a formal handover acceptance document to acknowledge the transfer of
the site.
Ensure both parties agree on the condition of the site and any outstanding
issues.
Essential Documents for Site Handover to the Contractor:
1. Site Plans and Drawings: Detailed architectural and engineering plans
that outline the design and specifications of the project.
2. Permits and Approvals: All necessary permits and approvals from local
authorities to commence construction.
3. Survey Reports: Existing site surveys that provide information on the
site’s current condition and any potential issues.
4. Health and Safety Protocols: Documentation of health and safety
procedures to ensure compliance with regulations.
5. Utilities Information: Details on the availability and location of
essential utilities like water, electricity, and sanitation.
6. Contractual Documents: Copies of the construction contract, including
any amendments or addendums.
7. Insurance Certificates: Proof of insurance coverage for the
construction site and activities.
8. Environmental Reports: Any environmental assessments or impact
reports relevant to the site.
 9. Access and Security Information: Details on site access points, security
measures, and any restrictions.

10. Handover Acceptance Document: A formal document signed by both parties

to acknowledge the handover and the condition of the site.

Role of an Architect During Site Handover:

1. Coordination and Communication:
Act as a liaison between the client and the contractor to facilitate clear communication.
Ensure that all design details and specifications are understood by the contractor.

2. Documentation Preparation:
Assist in compiling and organizing all necessary documents for the handover.
Review and verify the accuracy of all documentation.

3. Site Meetings:
Participate in site meetings to discuss the project timeline and address any potential
issues.
Provide guidance on design-related matters and ensure adherence to the project plan.

4. Quality Assurance:
Set up quality assurance processes to ensure that the construction adheres to the design
specifications and standards.
CONTRACT ADMINISTRATION
Contract administration involves overseeing and managing the construction process to ensure
that the project is completed in accordance with the contract documents, design specifications,
schedule, and budget. The architect plays a central role in this phase, acting as the liaison
between the client and the contractor. The ultimate goal of contract administration is to ensure
that the project is delivered to the client’s satisfaction, with minimal delays, disputes, or
deviations from the agreed terms.

Key Components of Contract Administration:

1. Monitoring Construction Progress

○ Site Visits and Inspections: The architect or contract administrator regularly visits
the construction site to ensure that the work is progressing according to the design
and that the quality of construction is up to standard.
○ Reporting: The architect provides the client with progress reports, noting any issues
or delays and suggesting solutions.
2. Quality Control and Compliance

● Design Conformance: The architect checks that the construction conforms to the design
intent and contractual requirements.
● Regulatory Compliance: Ensures that the work complies with building codes, safety
regulations, and any other legal requirements.

3. Change Management

● Change Orders: When unforeseen conditions or design changes arise, the architect
manages and approves any changes to the scope of work through formal Change Orders.
These changes may affect the project's cost and schedule, requiring client approval.
● Architect’s Instructions (AI): If any clarifications or adjustments to the design are
needed, the architect issues AI to guide the contractor on modifications without altering the
contract terms.

4. Payment Certification

● Progress Payments: The architect reviews and certifies the contractor’s payment
requests based on the actual work completed. This involves verifying that the work is of
acceptable quality and that the contractor’s claims match the agreed project milestones.
● Final Payment and Retention: The architect approves the final payment once all work is
completed and any remaining issues or defects have been addressed.
5. Dispute Resolution

● Mediation: In cases where disputes arise between the contractor and the client regarding
the scope of work, delays, or payment issues, the architect may act as a mediator to find a
fair solution.
● Claim Evaluation: The architect reviews and evaluates any claims from the contractor for
additional time, compensation, or other modifications to the project terms.

6. Project Closeout

● Practical Completion: The architect inspects the completed project and issues a
Practical Completion Certificate, indicating that the project is substantially complete
and ready for occupancy, subject to minor corrections.
● Defects Liability Period: After the project is handed over, the architect manages the
Defects Liability Period, during which any issues identified are rectified by the
contractor.
● Final Completion and Handover: Once all defects are resolved, the architect issues the
Final Certificate to mark the formal end of the contract, releasing the contractor from
further obligations.
Stakeholders in Contract Administration
Client/Owner

● Role: The client is the entity funding and commissioning the project. They rely on the
architect to manage the contract and ensure that the project meets their goals, budget, and
quality expectations.
● Responsibilities:
○ Approving design changes, change orders, and payments.
○ Making key decisions about the project’s direction during construction.
○ Providing timely feedback on any significant issues.
○ Final approval of the completed project.

Architect/Contract Administrator

● Role: The architect is typically the primary contract administrator, acting as the client’s
representative to oversee construction, ensure compliance with the contract, and manage
the contractor’s performance.
● Responsibilities:
○ Monitoring construction progress and quality.
○ Certifying payments and managing change orders.
○ Resolving disputes between the client and contractor.
○ Ensuring that the project adheres to the design and contract terms.
○ Managing the project closeout process.
Contractor

● Role: The contractor is responsible for the execution of the construction work as outlined in
the contract documents, drawings, and specifications provided by the architect. They
manage site operations, labor, and subcontractors.
● Responsibilities:
○ Completing the construction work in accordance with the contract.
○ Submitting payment requests based on the work completed.
○ Coordinating with subcontractors and suppliers to meet project requirements.
○ Responding to architect's instructions and resolving issues that arise on-site.

Subcontractors

● Role: Subcontractors perform specific portions of the construction work, such as plumbing,
electrical, or carpentry, under the direction of the contractor.
● Responsibilities:
○ Completing specialized tasks as per the design specifications and timeline.
○ Coordinating with the main contractor to ensure work integrates with other
components of the project.
Consultants (e.g., Engineers, Quantity Surveyors)

● Role: Consultants provide specialized expertise in areas such as structural engineering,

mechanical systems, or cost management. They collaborate with the architect to ensure
that their specific aspects of the project are executed correctly.
● Responsibilities:
○ Reviewing and approving shop drawings, materials, and samples related to their
areas of expertise.
○ Ensuring that the construction meets technical specifications.
○ Supporting the architect in certifying payments and managing cost changes.

Quantity Surveyor (if applicable)

● Role: The quantity surveyor handles financial aspects of the project, including cost
estimation, budget control, and managing changes that affect the project’s cost.
● Responsibilities:
○ Reviewing the contractor’s payment claims.
○ Certifying payments based on actual progress.
○ Advising on cost implications of change orders.
Project Manager (if applicable)

● Role: The project manager coordinates all aspects of the project, ensuring that timelines
are met, communication is smooth, and the project stays on budget. They work closely with
the architect and contractor.
● Responsibilities:
○ Overseeing the project’s schedule and managing risks.
○ Ensuring communication among stakeholders is effective.
○ Monitoring the overall project delivery to ensure it aligns with the client’s objectives.

Suppliers

● Role: Suppliers provide the materials and equipment needed for construction.
● Responsibilities:
○ Delivering materials in line with the project specifications and timeline.
○ Ensuring that materials meet the required quality standards.
○ Coordinating with the contractor to address any issues related to supplies.
Regulatory Bodies and Inspectors

○ Role: These are government agencies or independent inspectors responsible for

ensuring the project complies with local building codes, safety standards, and other
regulatory requirements.
○ Responsibilities:
■ Issuing permits and approvals at various stages of construction.
■ Conducting inspections at key project milestones to ensure compliance.
■ Ensuring that the project meets all legal and safety requirements before
occupation.

Legal Advisors (if needed)

○ Role: Legal advisors may be involved in interpreting contract terms, advising on

potential disputes, or helping to resolve any legal issues that arise during
construction.
○ Responsibilities:
■ Reviewing contracts and advising on any legal implications of changes or
disputes.
■ Assisting in resolving claims or disagreements that may arise between the
client, architect, and contractor.
PROJECT HANDING OVER
What happens during this stage:

This phase marks the transition from construction to the operational phase of the project. It's a
formal procedure where the contractor hands over the completed or partially completed works
to the client. The process ensures that the project has been built to the agreed design,
specifications, and contract terms.

The handing over can be either partial, for phased projects, or complete if all work is done.

Partial handing over: This occurs when part of the project (e.g., a specific floor or section) is
completed and ready for use while other parts are still under construction. It's common in
large or phased projects where certain areas need to be operational before the entire project
is finished.

Complete handing over: This happens when all construction work has been completed,
including finishing works, services (plumbing, electrical), and landscaping. The contractor
submits the project to the client in its entirety.
Importance

● The handover phase provides the owner with resources like certificates, warranties, and
training to operate and maintain the property.
● For contractors, project handover leaves a lasting impression and can influence future
business.

The difference between Project Handover and Closeout

● Closeout is the multi-step process of completing a project, from inspections to finalizing

work and obtaining the certificate of occupancy.
● Project handover is the final part of closeout, occurring after "substantial completion" when
all work is turned over to the owner
During this stage, the architect and other project stakeholders conduct a thorough inspection of
the work to ensure:

● The project adheres to the approved design and contract specifications.

● All construction is of acceptable quality and complies with building codes and regulations.
● Any defects are noted, and a defect list (or "snag list") is created.
● The necessary documentation is provided, including warranties, operation manuals, and
maintenance schedules.

Key documents handed over during this phase include:

● Certificate of Practical Completion (CPC): Issued by the architect, signifying the project
is sufficiently complete for occupation or use. It marks the official end of the construction
phase and the start of the defect liability period.
● As-built drawings: Updated drawings reflecting any changes made during construction.
● Operation and Maintenance manuals (O&M): Documentation for building systems
(electrical, plumbing, HVAC, etc.).
● Warranties and guarantees: For materials, equipment, and systems.
Role of the Architect during project handing over

● Inspections and quality control- verify that the work is complete and conforms to the
design, specifications, and other standards
● Ensuring compliance with regulations- NEMA, OSHA, local municipal building codes,
and zoning regulations.
● Issuing the Certificate of Practical Completion (CPC)- shows the architect is satisfied
with the quality and completeness of the project - it also initiates the defect liability period
(usually 6-12 months)
● Finalizing payments-The architect, in consultation with the quantity surveyor, may
authorize the release of retention money or final payments to the contractor once the
project is deemed satisfactorily completed. This step comes after the issuance of the CPC or
once all defects have been rectified.
● Facilitating handover documentation- as-built drawings, operation and maintenance
manuals, warranties, and guarantees.
OCCUPATION & DEFECT LIABILITY PERIOD

OCCUPATION

Occupation certificate - Is a legal document usually issued by the local government agency or
the housing/building department declaring a building's compliance with relevant building codes and
other laws, and indicating it to be in a condition suitable for human habitation.

Process of Obtaining Occupation Certificate

● Satisfactory completion of construction.

● Engage The necessary professionals to provide documentation.
● Inspection of building by relevant authority In this case the county government.
● Prepare the required documentation.
● Submit application to the local authority with attached requisite documents
● Review and approval
● Issuance of certificate
Documents Required for Occupation
Certificate j. Photos of the completed building
(external and some internal rooms)
a. Duly signed application Form (Free)
k. Duly signed indemnity forms
b. Duly signed Statistical Form (Duplicate)
l. Evidence of official payment for the
c. Copies of approved architectural plans occupation certificate

d. Copies of approved structural plans m. Copy of title deed

e. Copy of plumber’s Certificate n. Current rates receipt/exception letter

f. Copy of current practising certificate (architect)

o. Change of user/amalgamation
certificate (only needed if occupancy of a building
g. Copy of current practising certificate (engineer)
or portion thereof is changed)
h. Letters of supervision by both architect & engineer

i. Cube test results

Importance of Building Occupation Certificate

• Safeguards the building from being demolished as it will be deemed to have complied with
all legal requirements during construction.

• It forms part of legal documents when purchasing or selling the building.

• Occupation certificate forms a legal basis for connection of basic amenities that is
Electricity, water and Sewer lines as applicable, in absence of the same such amenities if
connected in prior can be disconnected anytime.

• Guarantees the occupants that the building is safe, as it is deemed to have been inspected
during and after construction, and declared safe and ready for occupation.

• The occupancy certificate is the final approval from the local (County) government that the
house is built legally and is safe to be occupied.
DEFECTS LIABILITY PERIOD

The period for which the contractor is required to “guarantee” the completed works and to rectify
any defects that may be discovered or appear.

The defect liability period starts when the employer is satisfied that the works are complete and
takes delivery. The defects liability period varies, depending on the nature of the work, and can
range from 3 to 12 months.

Patent defect - Means a defect which a reasonable inspection by the Architect would disclose.

Latent defect - Means a defect which a reasonable inspection by the Architect would not disclose.
DEFECTS LIABILITY PERIOD

i. The contractor is responsible for making good items which show defects during the
defects liability period;

ii. Near the end of the defect liability period, the contractor formally requests the
Architect (with copies to Client & QS) to inspect the project and identify any defective
items which the contractor is responsible for making good in terms of the contract;

iii. The money held in retention by the employer will only be paid when the contractor
has properly completed the list of defects and after issuance of certificate of making
good defects by the Architect;

iv. Once the Architect has issued a copy of the final completion certificate, then final
Valuation and payment certificate (release of 2nd moiety) are prepared based on agreed
final account, the client is required to pay the retention money due to the contractor.
 MAINTENANCE PRACTICES & ALTERATIONS

1. Post-Construction Evaluation

• Inspections: Conduct regular inspections to assess the condition of the building and identify any
issues.

• Feedback: Gather feedback from occupants about functionality and comfort.

2. Maintenance Planning

• Maintenance Guidelines: Provide guidelines for routine maintenance to ensure the building
operates efficiently.

• Sustainability Practices: Recommend sustainable practices for ongoing maintenance to reduce

costs and environmental impact.

3. Alterations and Upgrades

• Regulatory Compliance: Ensure that any alterations comply with local building codes
and regulations.

4. Historical Preservation

• Restoration: For historical buildings, provide expertise in restoration techniques to

preserve original features while making necessary updates.

5. Documentation and Record Keeping

• As-Built Drawing: Maintain updated as-built drawings and specifications for reference
during maintenance or renovations.

• Warranty Management: Track warranties for materials and systems to facilitate repairs
or replacements.
DECOMMISSIONING
Decommissioning refers to the process of removing a building or structure from active use, often
leading to demolition, repurposing, or complete shutdown.

The role of an architect in the decommissioning phase includes the following:

1. Initial Assessment: The architect evaluates the building's current condition, including
structural integrity, materials, and potential environmental hazards (like asbestos or lead).
2. Regulatory Compliance: The architect ensures that the decommissioning process follows
local laws, safety regulations, and environmental standards.
3. Design for Repurposing: If the structure is to be repurposed, the architect may create plans
for adaptive reuse, considering how the building can be converted for a new function.
4. Site Management: The architect works with contractors to plan the deconstruction, ensuring
minimal impact on surrounding areas and preserving any elements that may be reused or
recycled.
5. Documentation: The architect records the process, documenting changes and maintaining
historical records, especially for buildings with cultural significance.
THANKYOU