GUIDE TO OBTAINING THE SERVICES OF AN ARCHITECT

An ARCHITECT is a qualified professional to assist you in translating your building requirements into practical reality. After five to seven years of university level education and practical training, an Architectural Graduate seeks registration with the Board of Architects (Lembaga Akitek Malaysia). Upon completion of the required practical experience and upon passing the LAM-PAM 3 Examination, a graduate Architect joins PAM as a Corporate member and then seeks registration as an Architect with LAM. A registered Architect is employed to seek planning and building approvals from the relevant authorities before a building project can be implemented. Architects practise in partnerships or on their own. No job is too small.

As a qualified expert in building and environmental design, the Architect maintains aclose relationship with the building industry. In his job, he coordinates the necessary engineering and environmental service to his design so as to achieve your objectives. With his knowledge about site analysis, building designs and complex regulations, he can clarify your requirements in respect of a project, study possible solutions and make a design proposal. Since the Architect is familiar with building construction in terms of what materials to use, what problems to look for on site and which contractors to go to, he can prepare probable costs and the construction programme in respect of any proposal he puts forward to you. In this respect, he is acting as your adviser.

The Architect acts as your agent when he submits drawings to the local authorities on your behalf for planning and building approvals. He continues as your agent when calling for and awarding tenders, contract administration and in helping to obtain Certificate of Fitness for Occupation.

In administering the Building Contract on your behalf, he will still act as your agent but will do so impartially and with fairness to you and the Contractor. He will still continue to advise you on your rights and responsibilities with respect to the Contractor.

This selection deserves time and effort from you - start by asking others to recommend an Architect from their own experience or if there is a building similar to your project which you like, find out the name of its Architect.

The Pertubuhan Akitek Malaysia (Malaysian Institute of Architects) at 4 & 6 Jalan Tangsi 50480 Kuala Lumpur, Tel : 2984136 & 2828733 will put you in touch with their Chapter offices nearest to you or the person-in-charge at their K.L. office. PAM can give you a list of Architects in your region.

The Chapters distribution is as follows:

• Northern Chapter (Penang, Kedah, Perlis, Kelantan & Terengganu)
  
• Southern Chapter (Johore & Malacca)
  
• Sabah Chapter (Sabah)
  
• Sarawak Chapter (Sarawak)

After you have determined the firms that are interested to discuss your project, you might interview them to evaluate their attitudes and reactions to you, your project and their abilities and experience. You can request to see photos and drawings of projects similar to yours and find out the clients' names so you can take up references. You can enquire about his designs and philosophy in approaching your project.

For more information and details on FEES and SCOPE OF SERVICES you are well advised to consult the pamphlet "Architects (Scale of Minimum Fees) Rules 1986" available from PAM. This pamphlet spells out that the fees for "basic architectural service" are based on the value of the project with a reducing scale as the building cost increases. The scale stipulates the minimum fee that an Architect may charge in order to be able to provide a proper service. An Architect with special experience or expertise may charge more than this minimum by prior agreement with his client. For services additional to the basic "basic architectural service" fees will be charged either on a time basis or as an agreed lump sum.

If speed is vital, your architect will suggest an accelerated process in which the builder or contractor is appointed before all the detail drawings are completed.

1. Inception and Feasibility

At this stage you will have decided to build, and having worked out your initial Design Brief, make sure that the finance is available and appoint an architect. In a commercial organisation, you will need to make sure that only one person has the responsibility for liaison with the Architect.

The Architect could alsohelp you develop your Design Brief that he or she will use as the basis for initial design investigation. If the project is feasible, a detailed survey of the site or existing buildings may be required before design work proceeds further.

Depending on the scale and nature of the project, the Architect may suggest that you also appoint structural, services engineers, and a quantity surveyor whose fees are supplemental.

2. Outline Proposals and Sketch Design of Schematics

You will now begin to see how your building will look like. From a sketch design prepared for your approval, the design will be developed so that approximate estimates of costs can be worked out and planning permission applied for. Planning permission is sometimes known as Development Order in certain local authorities.

3. Design Development and Production Information

The design, no longer to be changed without causing delays, is now developed in great detail. Specifications (a document that meticulously describes the standards to which the building must be built and the materials to be used) and working drawings for the builder are prepared incorporating details of structure, lighting, air conditioning and other mechanical services. At this stage, Building Plans approvals will be sought with other miscellaneous approvals from the authorities.

4. Tender Documentation and Tender Action

A shortlist of suitable builders will be drawn up with your approval. Detailed measurements of all elements in the proposed building are prepared by the quantity surveyor if one is appointed. The builders will be invited to cost these to enable them to submit a tender.

The tender will be evaluated and recommendations will be made to yourself for decision to award. A contract between you and the builder can be signed. From here on, the Architect will not only be looking after your interest but also making sure that the contract is fairly administered.

5. Project Planning, Operations on Site Completion

While the builder works out his programme and gets ready to start, you will need to ensure that the site is ready for possession. Your Architect will advise you on insurances, signing the contract and other day to day matters. At stages, the Architect will certify stage payments for the builder based on the work completed on site. You as his employer, are then required to honour these payments to the builder.

On completion of building works, the Architect will make sure that you understand how the building works with assistance of as built drawings and equipment operating manuals. Any defects are put right after an agreed period and then the final accounts settled.

However such a Competition must be held strictly in accordance with the rules laid down by the Pertubuhan Akitek Malaysia. These rules have been devised with the objective of ensuring that the Competition is fair to all concerned and is properly judged, and the Architects taking part are properly paid. It is improper for you to hold your own Competition which is not in accordance with these rules, and Architects are barred from participating in any such Competition which violates the PAM Code of Professional Conduct.

Competitions may be 'open' which means entry is open to any registered Architect or they may be 'limited' in which case, entry may be restricted to a selected number of Architects, preferably not more than 12, who are then invited to submit entries. In a 'limited' Competition, all participants receive remuneration even if they are not prize winners.

If you are interested in holding a Competition for your project, you should first seek advice of PAM which has a special standing Committee to deal solely with Competitions on your behalf.

For small and simple buildings, you may employ the services of a "Registered Building Draughtsman" but be fully cautioned that a registered Building Draughtsman does not have the expertise of an Architect.

1. What are Registered Building Draughtsmen?

   In Malaysia, the Architects Act, 1967 (Revised-1973) has "SPECIAL PROVISIONS RELATING TO REGISTERED BUILDING DRAUGHTSMEN".

   Registered Building Draughtsmen are people, frequently with no formal academic or technical training, who by their long experience in the building industry, are adjudged competent to design small buildings of limited size.

   Such persons must be registered as "building draughtsmen" with the Board of Architects Malaysia but not call themselves Architects.

2. Limitation of Building Draughtsmen
   
   The Registered Building Draughtsmen are restricted in their practice to only certain local authorities and limited in the scope of the buildings they are entitled to undertake. However, Architects can submit plans throughout the whole of Malaysia without restriction. Registered Building Draughtsmen are limited to submit building plans of not more than 2-storey in height and not exceeding 3000 sq. ft in floor are.