RE: KICS MASTER PLANS AND PHASE 1 DESIGN AND CONSTRUCTION

APPENDIX I: GEM MEP services & involvement in various stages

Further to the request on WhatsApp by Arch. James Setzler on 26/05/2021 on the involvement of GEM doing the master
planning phase, we are glad to lift a summary of the same as follows:

1. STAGE 1 – STRATEGIC DEFINITION & INCEPTION

1a Strategic Definition
Scope Listing of the expected services to be undertaken by GEM for the above scope shall be as follows:

1a.1 Lighting & small Power services

1a.2 MV, LV & ELV power Services
1a.3 Power Backup Solutions – Generator services – Fuel Storage Systems
1a.4 Clean Power Solutions – UPS power – Inverter
1a.5 Lightning Protection
1a.6 Stabilization of Power
1a.7 Intercom & PABX Systems
1a.8 Structured Cabling systems
1a.9 TV Systems
1a.10 CCTV Services
1a.11 Access Control Systems
1a.12 Electric Fence
1a.13 Intruder Alarm Systems
1a.14 Gate Control Systems – Under Vehicle scanners – Rising access Arms for entrance gates – LPR,
Retracting Bollards / boom barrier or Tyre Rippers
1a.15 Pedestrian Control Systems - Walk through Metal Detectors – Luggage Scanner – Turnstiles
1a.16 Security Integration
1a.17 Plumbing & Drainage (Internal) Services
1a.18 Water Reticulation & Irrigation
1a.19 Water heating Systems
1a.20 HVAC & Refrigeration Services
1a.21 Kitchen Equipment & Laundry Services
1a.22 Fire Detection, warning Systems and Fire Fireghting
1a.23 Hose reel & Hydrant Systems
1a.24 Lifts and Hoist where applicable

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 Deliverables
 Firmed up listing of the MEP services required after feedback from client & consultants team.

1b Inception
1b.1 Be appraised on the scope of work and services that GEM is to be contracted to undertake,
conclude the terms of the agreement with the client and receive signed agreement appointing GEM.

1b.2 Study / appreciate client's brief & any other availed project documentation and visit the site.
1b.3 Study client's brief, architectural designs & any other availed project documentation.
1b.4 Conduct a site visit to appreciate detail & complexity of project & any processes needing consideration.
1b.5 Advice on necessity for any surveys, investigations, studies or tests which may be required to be
conducted for the proper design and construction of the WORKS including the availability and location of
trunk infrastructure.

1b.6 Request, receive & review necessary documentation, data &/ information relating to the PROJECT and
those that are relevant to the WORKS in collaboration with OTHER CONSULTANTS.

1b.7 Consult with local or other authorities in connection with or affecting matters of principle with the design.
1b.8 Upon client approval, conduct the necessary surveys, investigations, studies / tests required for proper
design and construction of the WORKS including the availability and location of trunk infrastructure.

1b.9 Attend the project initiation meetings.

1b.10 Issue progress reports

Deliverables
 Receive signed appointment letter and / contract agreement.
 Obtain project brief which consequently forms the basis of the scope of work.
 Report on site visit. This can be directly issued by GEM or can be incorporated as part of the site visit minutes
issued by the Project manager / lead consultant / Architect.
 Issue a schedule of required surveys, tests, analyses, site and other investigations and information /
documentation needed from client and others
 Respond to information requested by client and professional consultants.

2. STAGE 2 – MASTERPLAN, CONCEPT & SCHEME DESIGN

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2a Surveys, DBR, Plantrooms, raceways & reticulation

2a.1 Agree on the WORKS program with the professional consultants

2a.2 Attend scheduled design and consultants’ meetings.
2a.3 Receive any client instructions from the client or the appointed representative
2a.4 Liaise, cooperate and provide necessary information to the client and professional consultants.
2a.5 Determine the projects risks involved and establish mitigation measures.
2a.6 Establish access, utilities, services and connections required for the design.
2a.7 Generate a concept design criteria
2a.8 Advice on the project procurement strategy and criteria that could influence lifecycle cost significantly.
2a.9 Prepare concept design and related documentation mainly incorporating plant rooms.
2a.10 Generate design and documentation for cable raceways
2a.11 Calculate and establish appropriate sizes of ducts, cable and other services raceways, capacity sizing, etc
2a.12 Establish design and related documentation for plumbing services routings & sleeves.
2a.13 Sketch design and for internal drainage paths.
2a.14 Come up with sketches & locations for HVAC routings and any necessary openings.
2a.15 Undertake necessary calculations to establish various services capacity sizings.
2a.16 Consultation with local or approving authorities, the public and stakeholder groups in matters of principle
in connection with the works.

2a.17 Establish utilities and services required for the design.

2a.18 Participate in design interfaces with the other consultants.
2a.19 Participate and contribute to client reviews and approvals with Project Consultant
2a.20 Give input for preliminary designs and related documentation for approval by authorities and the client
and suitable for costing.

2a.21 Generate preliminary cost estimates.

2a.22 Present the preliminary cost estimates to project team / client and incorporate any feedback
2a.23 Issue the preliminary cost estimates to project Qs for incorporation in the main project budget
2a.24 Liaise with the project Qs to optimize the costs and budgets where necessary
2a.25 Generate preliminary, schematics and fittings selection.
2a.26 Present, receive feedback, incorporate and submit progress reports on the above undertaken scope for
client approval.

2a.27 Issue progress reports

2b Scoping for each of the above items listed in 2a

2b1 Surveys

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 The following surveys in regard to MEP services world need to be done in order to establish availability or lack of it
thereof as well as location and distance from site.

2b1.1 Design brief report (DBR/design criteria

2b1.2 Electricity power from supply undertaking company
2b1.3 Fiber optic cable from available ISPS
2b1.4 Locating suitable location for Electrical and ICT site services plant rooms e.g. Transformers, Generators,
Turrets, cable pathways.
2b1.5 Main water pipeline from undertaking company
2b1.6 Sewage line availability, location and direction of the flow
2b1.7 Locating suitable location for mechanical site services plant rooms e.g. bulk water storage, Pump station,
Firefighting station, water reticulation pathways

2b2 MEP Design brief

2b2.1 Design brief report (DBR)

2b2.2 /design criteria report (CR)

2b3 Plant rooms of plants / equipment

Advisory on the space requirement and allocation of MEP plant rooms, plants and related equipment is key as early
as possible during master planning for optimization of space, runs which impacts on cost later.

2b3.1 Power transformer substation sizing

2b3.2 Main power distribution panel location
2b3.3 Water storage tanks location
2b3.4 Diesel generators location
2b3.5 Fuel for DGS location
2b3.6 Main ICT distribution closet
2b3.7 Fire pump location
2b3.8 Public health water pumps
2b3.9 Sump pumps where needed and discharge
2b3.10 L.P Gas location to meet the standard and statutory regulation
2b3.11 Lighting protection mast location
2b3.12 Passive energy measures (irradiance, building orientation, natural ventilation, day lighting etc)
2b3.13 Flues/chimneys orientation vis a vis location of the plants / equipment needing them
2b3.14 Security room location
2b3.15 Perimeter security
2b3.16 Gate / entry security
2b3.17 Fire hydrants & related services
2b3.18 Foul water recirculation
2b3.19 Solar water heating
2b3.20 Selected solar lighting

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 2b4 Services Reticulation

Reticulation of MEP services optimization is key to simplicity of design and maintenance in the long run. Also has
direct implications on costs.

2b4.1 Electricity sub-mains reticulation duct work

2b4.2 ICT reticulation duct work
2b4.3 Water pipeline reticulation from source to various buildings
2b4.4 Fire hydrant reticulation

Deliverables
 Concept design criteria.
 Preliminary design for services plant rooms.
 Preliminary design for services ducts and raceways.
 Advice on any statutory and / regulatory requirements for incorporation is the approval submission
 Preliminary Cost estimates as required.
 Progress reports

3. STAGE 3 – DESIGN DEVELOPMENT

3.1 Review on the WORKS program with the professional consultants.

3.2 Attend design and consultants’ meetings.
3.3 Incorporate client and any other authorities’ detailed requirements.
3.4 Incorporate the professional consultants’ design requirements.
3.5 Prepare design development drawings including draft technical details and specifications.
3.6 Review and evaluate design and outline specifications.
3.7 Liaise, co-operate and provide necessary information to the client and professional consultants.
3.8 Submit designs and calculations to local authorities for approval where necessary
3.9 Capacity sizing on conductors, pipelines, ducts, etc and equipment sizing and capacities
3.10 Generate product & performance calculations / charts / data for the SERVICES
3.11 Generate specifications & draft Bills of Quantities
3.12 Prepare detailed estimates of the SERVICES.
3.13 Review working drawings for compliance with the approved budget.
3.14 Generate drawings register.
3.15 Issue progress reports

Deliverables
 Design development drawings.
 Product specifications.
 Local authority submission drawings input to architectural designs where applicable
 Detailed estimates in cognizance of the budgetary allocation / project phasing.

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4. STAGE 4 – PROCUREMENT / TENDERING

4.1 Preparing such designs, details and drawings as may be necessary for the invitation of tenders and for the
execution of the WORKS. The drawings referred to here are the “tender drawings” completed in such detail as
to enable competitive tenders to be obtained.
4.2 Examining tender documents to ensure consistency with designs and documents by OTHER CONSULTANTS.
4.3 Package tender documents for use in inviting bids / tenders
4.4 Generate and share with the PROJECT TEAM the SERVICES Prime Cost Sums for purposes of the project
Quantity surveyor to incorporate in their builder’s works Tender document as PC Sums.

4.5 Generate RFP documents for MEP services

4.6 Generate a list of contractors / suppliers / vendors for client to consider in inviting bids
4.7 Issue the tender document to contractors / suppliers / vendors approved for pricing
4.8 Guide / spearhead the Tender opening as the case may be
4.9 Evaluation of received MEP bids and recommendation
4.10 Present the tender report and recommendations to the client
4.11 Facilitate / participate in any value engineering workshop to suite client budget
4.12 Assist the project QS where needed with preparation of the contract documentation for signature.
4.13 Familiarize the awarded contractor[s] / suppliers with the project scope, design & specs
4.14 Advice in liaison with awarded vendors on any long lead items as per project plan to avoid delays
4.15 Attend scheduled design and consultants’ meetings.
4.16 Issue progress reports

Deliverables
 List of bidders.
 Tender document[s]
 Tender invitation[s] where client authorizes, we lead in this action
 Tender opening lead or participation as required.
 Tender evaluation report and recommendations

5. STAGE 5 – CONSTRUCTION
5.1
5.2 Attend site hand over to contractor.
5.3 Orienting the MEP services contractors in the hand over process.
5.4 Participate and contribute in general site handover procedures.
5.5 Issuing requisite documentation to CONTRACTOR[S] in soft PDF copy to enable them to prepare their working
and shop drawings and to execute the WORKS.

5.6 Making periodic visits to site to monitor quality, cost and program in compliance with the terms of the contract.
5.7 Check and approve Contractor[s]’ shop drawings.

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 5.8 Compliance with statutory / regulatory obligations on SERVICES installations
5.9 Inspection of SERVICES installations before concreting / plaster to ensure they are as designed and specified
5.10 Samples approval on site or in fabrication workshops to ensure they are as specified
5.11 Attendance of scheduled meetings & joint inspections led by the lead consultant
5.12 Respond to queries on SERVICES throughout the construction period as they arise
5.13 Issue contract instructions as and when required.
5.14 Monitor Contractors conformance with instructions
5.15 Preparing interim payment valuations for contractors / suppliers after reviewing their payment claims
5.16 Preparing financial appraisals to guide the client in appreciating the cost status / implications
5.17 During the construction period, if anything urgent happens on site, GEM shall visit the site according to The
CLIENT’s notification and deal with the emergency case(s).

5.18 Adjudicate and resolve financial claims by sub-contractor(s).

5.19 Assist in the resolution of contractual claims by sub-contractors. Arbitration and court proceedings attendance
subject to time charges agreement with the client on scope of involvement.

5.20 Clarify details and descriptions during installation as required.

5.21 Generate and avail the acceptance criteria for the services
5.22 Oversee commissioning MEP installations & equipment using above acceptance criteria
5.23 Practical Completion certification when all works are complete before handover
5.24 Generation Of Snag List to be made good by contractor before handing over the project
5.25 Attend the site handover.
5.26 Witness and review of all tests and mock-ups carried out both on and off the site.
5.27 Issue progress reports

Deliverables
 Drawing register.
 Issue slips for designs and other documentation to contractors
 Valuations processing upon receipt of detailed claim of payment by the contractors.
 Variation orders costings and advisory.
 Site instructions where needed.
 Financial appraisals.
 Draft final account(s).
 Snag / defects list (s) prior to Practical completion issuance by architect.

6. STAGE 6 – INTERIOR FIT-OUT AND FURNITURE SELECTION

6.1 Attend site hand over to contractor.
6.2 Orienting the MEP services contractors in the hand over process.
6.3 Participate and contribute in general site handover procedures.
6.4 Issuing requisite documentation to CONTRACTOR[S] in soft PDF copy to enable them to prepare their working
and shop drawings and to execute the WORKS.

6.5 Making periodic visits to site to monitor quality, cost and program in compliance with the terms of the contract.
6.6 Check and approve Contractor[s]’ shop drawings.
6.7 Compliance with statutory / regulatory obligations on SERVICES installations

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 6.8 Inspection of SERVICES installations before concreting / plaster to ensure they are as designed and specified
6.9 Samples approval on site or in fabrication workshops to ensure they are as specified
6.10 Attendance of scheduled meetings & joint inspections led by the lead consultant
6.11 Respond to queries on SERVICES throughout the construction period as they arise
6.12 Issue contract instructions as and when required.
6.13 Monitor Contractors conformance with instructions
6.14 Preparing interim payment valuations for contractors / suppliers after reviewing their payment claims
6.15 Preparing financial appraisals to guide the client in appreciating the cost status / implications
6.16 During the construction period, if anything urgent happens on site, GEM shall visit the site according to The
CLIENT’s notification and deal with the emergency case(s)

6.17 Adjudicate and resolve financial claims by sub-contractor(s).

6.18 Assist in the resolution of contractual claims by sub-contractors. Arbitration and court proceedings attendance
subject to time charges agreement with the client on scope of involvement.

6.19 Clarify details and descriptions during installation as required.

6.20 Generate and avail the acceptance criteria for the services
6.21 Oversee commissioning MEP installations & equipment using above acceptance criteria
6.22 Practical Completion certification when all works are complete before handover
6.23 Generation Of Snag List to be made good by contractor before handing over the project
6.24 Attend the site handover.
6.25 Witness and review of all tests and mock-ups carried out both on and off the site.
6.26 Issue progress reports

Deliverables
 Drawing register.
 Issue slips for designs and other documentation to contractors
 Valuations processing upon receipt of detailed claim of payment by the contractors.
 Variation orders costings and advisory.
 Site instructions where needed.
 Financial appraisals.
 Draft final account(s).
 Snag / defects list (s) prior to Practical completion issuance by architect.

7. STAGE 7 – PRACTICAL COMPLETION / HAND OVER

7.1 Generate Draft Final Accounts by approximate site re-measurements at practical completion
7.2 Issue draft penultimate Valuations
7.3 Facilitate and monitor the training, commissioning and handover procedures
7.4 Advice on post contract administration / maintenance of MEP systems
7.5 Project handover and close out
7.6 Issue progress reports

Deliverables
 Draft Final accounts

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  Testing & commissioning report[s]
 Penultimate Valuations

8. STAGE 8 – DEFECTS LIABILITY PERIOD [DLP] & CLOSE OUT

8.1 Generate Final Accounts by site re-measurements

8.2 Prepare project close out report and collating file[s] with all project MEP information [warranties, manuals for
plant & equipment & appliances, etc and hand over to The CLIENT or manaent company as applicable].

8.3 DLP follow up after handover of project to monitor services performance

8.4 Advice on issuance of certificate Of Making Good Defects by architect
8.5 Final Valuation / Release of Second Moiety of Retention after all snags are attended
8.6 Advice on post contract administration / maintenance of MEP systems
8.7 Inspect and verify rectification of defects.
8.8 Final account(s) signed.
8.9 Issue progress reports
8.10 Project closure and effective expiry of this CONTRACT AGREEMENT

Deliverables
 Final accounts
 Completion documents - operations / maintenance manuals, guarantees, warranties & as built drawings.
 Defects / snags attendance close out
 Final account(s)

The above listed are the main areas of GEM involvement during master planning. In addition, other noted issues as the
masterplan scheme is generated shall be commented on as and when they arise.

Kindly confirm if this addresses the request or you need further information

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