CASE SCENARIO PAPER 1

General Scenario

You are a fully qualified and registered architect and together with two similarly qualified University friends you formed a practice six years ago.

The practice is a limited liability company with yourself and your two friends as Directors. The Company employs a total of ten people including a part time office manager/bookkeeper. You lease office space in Hoxton which is now too small for your needs.

The practice has been very busy but due to the current financial situation two major projects have been delayed and you are concerned about the need to acquire new work if the present workforce is to be maintained. The practice has just received an enquiry from a Developer for involvement on a large block of flats, you are proceeding apace with the design for a major office development and are completing a number of other projects on site including a four storey office block and a Sports Hall.

The scenario for each question gives a brief description of a specific situation; the candidate is free to state their own assumption of what took place prior to this event.

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Section A – Practice Management and Business Administration

Scenario for Question 1

Two administrative problems have arisen at the office; firstly, a system of ‘time sheets’ has been introduced but staff are lax about completing them and when completed you discover that they are just filed away; secondly, the auditors are due to carry out an inspection of accounts and you find that the books have not been kept up to date.

Question 1 What action will you take in respect of ‘time sheets’ and explain how the information contained on time sheets can be of use and value to the practice?

I would arrange an in-office meeting with all the staff and try to explain the importance of completing properly the timesheet. I would let them know that the clients could be for some project charged at fee time basis and if it the case the timesheet would be fundamental to calculate such fees. I would instruct the administrative staff to collect every Friday evening the timesheet and prepare a spreadsheet with the breakdown of the hours spent by every member of staff on every project.

What will you do about the forthcoming audit?

Scenario for Question 2 The practice has recently failed to get onto a short list because it did not meet the requirement to be QA registered. You have been asked by your fellow Directors to prepare a paper on what is involved in achieving and maintaining registration and the impact it will have on the day to day life of the office.

Question 2 Prepare a paper for consideration at the next Board Meeting setting out your thoughts and your recommendations for action.

Section B – The Management of Architecture

Scenario for Question 3 The scaffolding has just been struck on the four storey 3,000m² office building contract revealing the new brick façade. You are concerned about the widespread inconsistency of the colour of the mortar joints. You arrange to have a sample test taken in one of the worst areas and the results indicate that the mortar is of an incorrect mix resulting in the colour variation; it contains insufficient cement and an unknown additive. The report advises that the structural strength of the wall may be compromised.

You advise the contractor of the results and ask for an explanation. The contractor states that this area of mortar is a one-off error and that as the Interim Certificates had included for this work this means that you, as the Contract Administrator, had accepted that the quality and workmanship were in accordance with the contract (‘SBC05.With Quantities’)

Question 3 Write to the Contractor responding to his comments and state the action you intend to take, quoting the relevant clauses of the contract in support of your action.

Dear Sir,

RE: Instruction for testing under clause 3.17

Following the site inspection of (date) defective works have been discover in respect of

type of mortar used. Under the contract provision (SBC05), clause 3.18.4 further test are

needed in order to ascertain the extent of defective works. Under clause 3.18.4 all the tests

are at Contractor's cost, regardless of the outcome of the test.

If the tests prove that the work to be satisfactory the Contractor is entitled to request an

extension of time if the test has delayed the progress of the Works.

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Scenario for Question 4 The Directors consider that they are aware of the importance of continuing professional development and demonstrate this by providing occasional lunchtime seminars from manufacturers. However a member of staff has complained that this provision is inadequate, he adds that he has heard from friends that the RIBA are carrying out inspections of CPD records and is concerned that the office is not meeting their obligations.

Question 4 Prepare a note to be sent out to all members of staff advising them of the RIBA CPD obligations and set out what future steps the office intends to take in respect of this matter.

Section C – The Management of Construction

Scenario for Question 5 A client you have worked with in the past has recently acquired a site with an existing large disused concrete framed chemical laboratory building. He proposes to demolish the building, clear the site and erect a block of fifty, 120m^2, high quality, up-market flats with underground car parking. The development does not present any planning problems and it can be assumed that these matters will be dealt with within the minimum time scale. He wants to start work on site as soon as possible and seeks your advice on the best way to achieve an early start, possible forms of contract and information on the procurement and tendering procedure.

Question 5 Comment on particular issues that may arise in the development of this site and the way they could be dealt with to allow an early start on the construction of the new building.

Set out the principles of tendering, the criteria for the selection of tenderers and typical procedures for the process of obtaining tenders.

Scenario for Question 6 There is a long lasting contractual dispute on the Sports Hall contract between the Employer and the Contractor, you have made every attempt to try and settle the matter but both parties are adamant in their views. Determined to resolve the issue the Contractor has now exercised his right under the SBC05 Contract to refer the dispute to adjudication. The contract particulars state that the President of the RIBA shall nominate the adjudicator.

The Employer is very concerned about the situation, he has asked you to explain what is involved and if the Adjudicator’s decision is final and binding.

Question 6 Write a formal letter to the client explaining the role and responsibilities of the adjudicator and the procedure and timetable to be followed by both parties to the dispute. Also respond to the specific question on the status of the Adjudicator’s decision.

Section D – The Context for Practice

Scenario for Question 7 Three months ago you were appointed to lead the design team for a new office block on a very tight programme and you are pushing ahead as quickly as possible with the design and preparation of the planning application.

On your appointment you had written to the client advising them of their responsibilities under the CDM Regulations 2007 but you have heard nothing from them on this matter.

Question 7 What action will you take? Describe your own responsibilities under CDM as a member of the design team and the procedures that need to be followed throughout the design stage, construction and completion of the project.

Scenario for Question 8 In March 2008 a new client appointed the practice to design a new house with a construction budget cost of £750,000. He has acquired a spectacular but sensitive agricultural site on the outskirts of an old village and wants a radical 21^st century design. As the design stage progressed, in consultation with the client, meetings were held with the planning officer and also with the village amenity association who expressed their opposition to the application. Prior to the submission of the planning application you understood from the planning department that the officer’s report would be recommending that consent be given to the application.

In the event the Planning Committee refused consent and you have just received notice of their decision stating the reasons for refusal which include refusal of Change of Use and the inappropriate design. You have conveyed the news to the client who is very upset but is determined to proceed with the project and has asked you what options are open to him and what are the implications of each alternative in respect of risk, cost and time.

Question 8 Write a formal letter to the client explaining what options are available setting out the pros and cons of each in respect of risk, cost and time.