RAG 132-BUILT ENVIRONMENT AND HUMAN SETTLEMENT PLANNING PERMISSION APPLICATION TO THE PENANG MUNICIPIAL COUNCIL(MAJLIS PERBANDARAN PULAU

PINANG) NAME OF LECTURER:AR.HARIS FADZILAH BIN ABDUL RAHMAN DATE OF SUBMISSION:21ST NOVEMBER 2012 NUMBER OF GROUP:3(ARCHITECTURE) GROUP MEMBERS: ASMA AMIRAH BINTI MD KHATIB 114598 CHERYL TONG HUI MIN 114606 GOH HUI QIN 114626 MOHAMAD SYAHMI BIN MD DOM 114662 MOHD HANIF BIN MAHAMAD NOOR 114673 MUHAMMAD HA MIM BIN MOHD ROSDI 114684 NUR AZUREEN BINTI AZHA 114721 NURSABRINA IZZATI BINTI MOHD AFDIIZA 114739 POH JING WEI 114760 SYAMIRAH BINTI SAHNAWI 114796 TEE RU HANG 114808 LI YI ZHAO

INTRODUCTION Actor is an individual, organisation, or system that has a role that initiates or interacts with activities; for example, a sales representative who travels to visit customers. Actors may be the internal or external to an organisation. In the construction industry, developer is the actor that interacts with the clients who want to buy properties. Also, clients are the actors that interact with architects to realise their ideas. Actors are simply a client goes to architects, other designers, quality surveyors, engineers, building surveyors, developers, contractors and several more. In construction industry, to realise the actors involved in each stage are very important in order to fit the timeframe estimated, effective communication and construction goes smoothly by time. Actors involved in construction industry vary as there are numbers of work stage sequences by different procurement methods according to Royal Institute of British Architects (RIBA) Outline Plan of Work 2007 (revised). RIBA is a guideline that the British architects hold as the best way of keeping the construction industry in order and organised. RIBA has their own ways of leading this industry from disciplines until business services. RIBA promotes several outline of work plan to get better results in this industry while keeping the actors involved coordinated.

CONTENTS NO. 1. 2. 3. CONTENTS INTRODUCTION APPRECIATION ACTORS INVOLVED FOR PLANNING PERMISSION APPLICATION 4. ROLES OF EACH ACTOR FOR PLANNING PERMISSION APPLICATION 5. 6. 7. LAWS FOR PLANNING PERMISSION APPLICATION PROCEDURES FOR PLANNING PERMISSION APPLICATION DOCUMENTS NEEDED FOR PLANNING PERMISSION APPLICATION 8. 9. REFERENCES CONCLUSION 30 31 20-21 22-26 27-29 7-19 PAGE 1 2 3-6

APPRECIATION First of all,we from group 3 major in architecture want to thank Mr.Ar.Haris Fadzilah,lecturer that responsible in this assignment and also our lecturer in RAG 132(BUILT ENVIRONMENT AND HUMAN SETTLEMENT) for guiding us on how to make this assignment and told us where we can find the materials that can be used to find all the information.Without his guidance,our report must be not completed in its giving time. Furthermore,not forgetting our studiomaster,Mr.Jestin Nordin that guide and teach us a very details about RIBA,from early stage into completion thus,making us understand more about RIBA.Moreover,this assignment connect many things about RIBA and make us easier to complete this report. Lastly,thank you to all members of group 3 that giving a full responsibilities and attention in completing this task.The supportive and good attitudes leads to the completion of report.

REFERENCES 1. The Royal Institute of British Architects (RIBA) Plan of Work Stages 2. http://www.architecture.com/ 3. http://www.rehdainstitute.com/research-a-resources/property-development/ccc.html

30

CONCLUSION As the conclusion, from exhibitions and talks to conferences and awards, the RIBA advances architectural and design excellence through engagement with all. RIBA works to promote and support effective architectural practice and to maintain standards in the profession. They provide guidance, tools and services to enhance the capabilities of architects and their practices. In partnership with the members, they seek to positively influence the working environment of architects. RIBA is helping to inspire and support the designers of tomorrow. They are also taking action to increase the number of women and other under-represented groups in architecture.They are keeping standards of teaching high by assessing and validating architectural degree courses at British universities and many overseas and, through our funding schemes and awards, we support and reward architectural education and research.

31

The actors involved in realising the client's intention. PREPARATION A. INCEPTION/APPRAISAL Client/Owner/Developers Architect/Lead designer

B. DESIGN BRIEF Architect Quantity surveyors Engineers

DESIGN C. OUTLINE PROPOSAL Architect Client Quantity surveyors Engineers and other specialist

D. DESIGN DEVELOPMENT Architect Client Quantity surveyors Engineers and other specialist

E. TECHNICAL DESIGN Architect Client Quantity surveyors Engineers and other specialist

F. PRODUCTION INFORMATION Architect Client Quantity surveyors Engineers and other specialist

G. TENDER DOCUMENTS Architect Engineers and other specialist 4

H. TENDER ACTION Architect Quantity surveyors Client Engineers Contractor

CONSTRUCT

J. SITE OPERATION (MOBILISATION) Architect Client Engineers Contractors Quantity surveyors

K. OPERATION ON SITE Contractors Sub-contractors Contractor programme 5

L. COMPLETION Architects Client Engineers Sub-contractors Contractors Quantity surveyors

USE M. FEEDBACK Architect Engineers Quantity surveyors Contractor Client users

ROLES OF ACTORS A.INCEPTION/APPRAISAL 1.CLIENTS/OWNER/DEVELOPERS. Giving tasks/requirement to developers. Provide land.

2.ARCHITECT/LEAD DESIGNER Identification clients requirement and any possible constraints. Preparation of studies/option appraisals to enable clients to decide whether to proceed and to select the probable procurement method. Submit outline business case(OBC) Advertise for and select partnering contractor. Develop scheme with client and contractor to determine budget. Appoint design advisor,education expert and design champion. Set up client organisation for briefing.

B.DESIGN BRIEF 1.ARCHITECT Preparation of general outline of requirement and planning of future action. Identification of procedures,organisational structure and range of consultants and others to be enganged for the project. Monitor performances. Sketch design proposal. Prepare final design brief. Study user requirement,site conditions,planning and design.

2.QUANTITY SURVEYORS Cost check against budget. Study cost of project to be engaged of the project.

3.ENGINEERS Commence work stage. Identify surveys required. Advise on structural aspects of design brief. Contribute to appraisal of option. Consult local or other statutory authorities as necessary. Review design co-ordination and development with planning supervisor; carry outrisk assessments required. 8

C.OUTLINE PROPOSAL 1.ARCHITECT Detailed design brief. Tender documentation produced. Finalise contract details.

2.QUANTITY SURVEYORS Ensure feasible financially. Cost estimates are produced. Making sure Final design developed jointly within the budget.

3.ENGINEERS AND OTHER SPECIALISTS Ensure feasible functionally,technically and efficiently. Monitor performances to reach decisions. Carry out or arrange and supervise agreed surveys Update detailed proposals Update procurement advice

D.DESIGN DEVELOPMENT 1.ARCHITECTS Complete final development brief. Submit proposalsfor all approvals. Determines general approach to the layout,design and construction. Detailed proposal will be made. Full development control approval.

2.QUANTITY SURVEYORS Finalise budget constraints. Final design developed jointly to an Agreed Maximum Price(AMP).

3.ENGINEERS AND OTHER SPECIALISTS Prepare preliminary design. Full explanatory report. Monitor performances against the vision and KPIs of the project. Tender documentation produced.

10

E.TECHNICAL DESIGN 1.ARCHITECTS Full design of every part and component of the building by collaboration of all comcerned. Completion briefing with decision made on the planning arrangement,appearance. All approvals obtained. Detailed design and tender documentation produced. Non sample design prepared in BSF. Negotiations with preferred Bidder to finalise contract details.

2.QUANTITY SURVEYORS Complete cost checking for the design. Cost specification for the project.

3.ENGINEERS AND OTHER SPECIALISTS Contribute to development of preferred solution. Consult and negotiate as necessary to establish compliance in principle with statutory (and other) requirements. Amend detailed proposals if instructed to change (or comply with) the brief.

11

F.PRODUCTION INFORMATION 1.ARCHITECTS Prepare final production information;drawings,schedules and specifications. Tenders obtained. All statutory approvals obtained.

2.QUANTITY SURVEYORS. Final design developed jointly to an Agreed Maximum Price(AMP).

3.ENGINEERS AND OTHER SPECIALISTS. Monitor performances against the vision and KPIs for the project. Any further production information required under the building contract to complete the information for construction then be prepared.

12

G. TENDER DOCUMENTATION 1.ARCHITECTS. Implement work stage procedures and programme. Ascertain contract conditions. Implement document control. Edit production information. Prepare information release schedules. Review procurement method Work stage report. Amend tender documentation.

2.QUANTITY SURVEYORS. Prepare tender pricing documents. Archive data for tender pricing docs. Pre-tender estimate and cash flow. Amend tender documentation.

3.ENGINEERS AND OTHER SPECIALISTS. Pre-tender Health & Safety plan. Finalize statutory submissions. Prepare information release schedules. Review completed production information.

4. CLIENTS. Authorize commencement of work stage. 13

H. TENDER ACTIONS 1.ARCHITECTS. Pre-tender enquiries. Financial & technical contractors' check. Prepare short list of tenderers. Sub-contract tendering. Answer tenderers' queries. Appraise response to Health & Safety plan. Negotiations with tenderers. Tender (work stage) report.

2.QUANTITY SURVEYORS. Main contract tendering. Amend production and pricing info.

3.ENGINEERS AND OTHER SPECIALISTS. Implement work stage procedures and programme. Tender documentation. Sub-contract tendering. Amend production and pricing info.

4. CLIENTS. Authorize commencement of work stage. Identify procedural requirements. 14

J. MOBILISATION 1.ARCHITECTS. Implement work stage procedures and programme. Contract documents. Production information. Brief site inspectorate. Administrative arrangements. Nominate or name sub-contractors.

2.QUANTITY SURVEYORS. Issue priced tender documents.

3.ENGINEERS AND OTHER SPECIALISTS. Notify project to Health Safety Executive. Review design co-ordination.

4. CLIENTS. Authorize commencement of work stage. Letter of acceptance of tender.

5. CONTRACTORS. Develop Health & Safety plan.

15

K. CONSTRUCTION TO PRACTICAL COMPLETION 1.ARCHITECTS. Implement work stage procedures and programme. Administer the building contract. Provide additional information. Variations. Site visits. Interim certificates. Progress and performance review meetings. Monthly progress and financial reports. List outstanding items. Defects reporting procedure. Interim certificates. Updated status report.

2.QUANTITY SURVEYORS. Cost reports. Updated cost report.

3.ENGINEERS AND OTHER SPECIALISTS. Provide additional information. Site visits. Arrange training of client's personnel. Building Owner's manual. 16

4. CLIENTS. Authorize commencement of work stage. Arrange insurance.

5. CONTRACTORS. Take possession of site. Perform obligations under building construction. Contractor's design information. Assemble data for Health & Safety file Contractor's claims. Progress reports. Contractor's meetings. List outstanding items.

17

L. CONSTRUCTION AFTER PRACTICAL COMPLETION 1.ARCHITECTS. Implement work stage procedures and programme. Final account. Review decisions affecting completion date. Regular reports to client. Interim certificates. Schedule of defects. Final inspection. Issue final certificate. Completion of consultant services.

2.QUANTITY SURVEYORS. Complete final account. Completion of consultant services.

3.ENGINEERS AND OTHER SPECIALISTS. Pre-final inspections . Final inspection.

4. CLIENTS. Authorize commencement of work stage. Appoint Planning Supervisor if necessary. 18

5. CONTRACTORS. Correction of defects. Programme for remedial work.

19

Among the guidelines prepared for the local authorities Local Government Act 1976 (Act 171), Street, Drainage, and Building Act 1974 (Act 133), Town and Country Planning Act 1976 (Act 172), Town Planners Act 1995 (Act 538), Road Transport Act 1987 (Act 333), Housing Development (Control and Licensing) Act 1966 (Act 118), Strata Titles (Act 318), Fire Services Act 1988 (Act 341)

Also,there are 19 by-laws enacted in accordance with the Local Government Act: Licensing of Premises, Trade, Business and Industry By-laws, Mini-Market By-laws, Hawkers By-laws, Barbershops By-laws, Advertisements By-laws, Parks By-laws, Licensing and parking By-laws, Compoundable Offences By-laws Earth Works By-laws

20

Furthermore, By-laws enacted under the Street, Drainage and Buildings Act: Uniform Building By-laws 1984 Earth Works By-laws 1985.

By-laws under the Housing Development ( Control and Licensing ), 1966 : Relevant Bylaws: the Housing Development ( Control and Licensing ) Regulation, 1989 Housing Development ( Housing Developers Account ) Regulations, 1991

More over, CIDB are a government agencies that responsible to everything related to construction industry. Among the functions outlined in Act 520 (Part 2, Section 4)

21

PROCEDURES You are advised to obtain the services of an agent who is normally a town planner or an architect to submit the planning permission application. The applicant should submit the planning permission application according to the procedure stipulated under the Town and Country Planning, Planning Control Rules (General) Act, 1995. 1. First and foremost, the applications should be submitted to the One Stop Centre (OSC), Level 4, KOMTAR which will assist the applicant if he/she has any enquiries.

2. The OSC Secretariat shall check and examine all documents submitted based on the checklist prepared. * If the application is incomplete, the OSC Secretariat will request the applicant to submit the necessary or addition documents/plans.

3. Then, the OSC Secretariat will register the application, receive the receipt of processing fees, key in data for electronic submission (if applicable) and issue letter receipt application to the applicant.

4. The OSC Secretariat shall distribute the application for planning permission with all accompanying documents to the Town Planning Department/Division of the Local Authority. 5. For the application of planning permission, the technical departments/agencies that can be referred are as follow:

22

State Town and Country Planning Department State Land and Mines Department/District Land Office Public Works Department Department of Drainage and Irrigation Tenaga Nasional Berhad Department of Environment Department of Fire and Rescue Services Water Supply Corporation Internal technical departments (Landscape Department, Department of Engineering, Department of Health and Building Department

Other related technical departments/agencies

6. Next, the process and procedure of Planning Permission application by the Department of Town Planning Local Authority are as follow: (i) Receive the application letter from the One Stop Centre Secretariat and open file. (ii) (iii) (iv) Check application fee and the documents as in the detail checklist. Refer to Development Plans and Planning Guidelines. Check content of Development Proposal Report prepared according to the Development Proposal Report prepared according to the Development Proposal Report Manual JPBD, Peninsular Malaysia.

23

Send notice to neighbouring lot owners/hearing of objections (for areas without a local plan) as in Schedule VIII Development Control (General) Rules 1986. (v) Refer to the State Planning Committee and the National Physical Planning Council (if required) and the period taken will depend on the meeting date of the State Planning Committee (SPC) / National Physical Planning Committee (MPFN). (vi) Receive comments from technical departments/agencies and coordinate the conditions and comments. (vii) Prepare written directions to the applicant and ensures all requirements are complied with, within 7 days (or extended period granted). (viii) Prepare recommendation paper to the One Stop Centre Secretariat.

7. The OSC Secretariat compiles and coordinates all recommendation papers, issues letter of calling for meeting attached with meeting agenda to all members of the OSC Committee and distribute the recommendation papers.

8. One Stop Centre Committee Meeting will held to consider and make decisions on the application for planning permission, building plans and earthworks plan and road and drainage plans. The decision of the planning permission shall be issued through FormC1 (Schedule I Development Control (General) Rules, 1986-Award Planning Permission to Applicant) and FormB (Schedule IV Development Control General Rules, 1986- Notice to Person who Object the Planning Permission) or 24

FormC2(Schedule I Development Control General Rules, 1986- Reject to Grant Planning Permission). These documents shall be signed by YDP or empowerment to the Director of Planning Department Local Authority.

9. Preparation of notification of planning approval will do by OSC secretariat to land administrator. The necessary documents to be submitted included approved documents layout plans that had been signed, FormC1- planning permission approval and letter of confirmation of approval.

10. The land administrator informs the applicant of the decision on the land development application, i. ii. The subdivision that has been approved For every subdivision, the category, conditions and expressed conditions as directed by the State Authority iii. iv. Additional premium rate, quit rate and other payments need to be paid Period of the payment of the additional premium, quit rent and others that is charged v. Others condition of approval as imposed by the State Authority

The land administer will present to request the applicant to make the necessary payment such as surveying fees and payment for preparation and registration of the Qualified Title within the time. 11. The OSC secretariat prepared decision paper of the One Stop Centre Committee for acknowledged to the Full Council Meeting of the Authority. 25

12. The OSC secretariat shall collect the approved documents signed by the YDP or through empowerment to the Director of Planning, Director of Building and Director of Engineering. Besides that, OSC secretariat shall inform the applicant decision of the application enclosing the approved layout plan, building plan and other related plan.

Total time for processing of simultaneous application is suggested as 92 days (3 months and 2 days). If the application falls within an area with the gazette local plan, the normal tome to proceed shall be 67 days.

26

Form A Certificate of Building/Structural Plan Retained for submission/ approval of plans

By-law 3 (1) & 16 (2) UBBL 1984

Form B Notice of Commencement/ Resumption of Building Works

Retained for use as at present. By-law 22 (1) & (2) UBBL 1984

Form C Notice of Completion of Setting Out Deleted and incorporated as form G2

Form D Notice of Completion of Foundation Deleted and incorporated as form G3

Form G1-G21 Stage Certification This form list out 21 building components under the stage verification process.

By-law UBBL 25 or 27 UBL 2007

Deleted. But, Form E is still used during the transitional period where the local authority still issue the certificate of Fitness for Occupation Besides, Form F by-law UBBL 1984 will also be used for the issueance of Certificate of Completio and Compliance for bungalows.

Form E Application for the issue of Certification of Fitness or Occupation UBBL 1984

Form F Certificate of Completion and Compliance Sunbstitute of Form E . It is issued by PSP together with certificate that he By-law 25 UBBL 2007 has supervised the construction and completion of the respective building.

Form F1 Partial Certificate of Completion and Compliance Form F1 is inserted after Form F . It is issued by PSP too, but here is By-law 25 UBBL 2007 regarding partial completion of any parts of a building.

27

Table below shows types of Form G used based on building components follows by parties involved in corresponding stage certification process. Form G1 G2 Component Earthworks Setting Out Contractor / / Licensed land surveyor G3 G4 G5 Foundations Structural Internal Wall Plumbing / / Licensed plumber G6 Internal Sanitary Plumbing G7 Internal Electrical Licensed plumber Competent person G8 Fire-fighting (Passive) G9 Fire-fighting (Active) G10 G11 Mechanical Ventilation Lift-Escalator Installation G12 G13 Building External Water Supply System / / PSP SP / / SP SP / SP / PSP SP SP SP SP SP Trade Contract Professional SP PSP

G14

Sewerage Reticulation

SP

G15

Sewerage Treatment Plant

SP

G16

External Electrical Supply System

Competent person / Competent person

SP

G17 G18

Road and Drain Street Lighting

SP SP

G19

Street Lighting External Main Drain

SP

G20 G21

Telecommunication Landscape

/ /

/ /

SP Architect or Landscape Architect

SP= Submitting person PSP= Principal submitting person