TERMS OF REFERENCE FOR ELECTRICAL SERVICES

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TABLE OF CONTENTS.

1.0 Introduction.

2.0 Objective of the Works to be carried out.

3.0 Description of Works.

4.0 Scope of Consulting Services.

4.1 General.

4.2 Discrepancies Between Architect and Electrical Drawing.

4.3 Professional indemnity insurance.

4.4 Meetings.

4.5 Design Work.

4.5.1 Design Criteria.

4.5.1.1 Electrical Works.

4.5.1.2 Telecommunications Works.

4.5.1.3 Audio Visual Work.

4.5.2 Optimum Design.

4.5.3 Diversion of Existing Services.

4.5.4 Design Drawings.

4.6 Reports On Design Work.

4.6.1 Investigation and Design Proposal.

4.6.2 Initial Design.

4.6.3 Final Report and Detail Design.

4.7 Document Preparation.

4.7.1 Bill of Quantities and Cost Estimate.

4.7.2 Specifications and Tender Documents.

4.8 Supervision on Site.

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5.0 Materials and Workmanship.

6.0 Information to be provided by the Government.

7.0 Technology Transfer/Training Programmes.

8.0 Submission of Reports and Schedules.

8.1 Implementation Schedule.

8.2 Progress Report.

8.3 Completion Certificate and As-Installed Drawing.

9.0 Project Co-Ordination.

10.0 Failure of The Works After Construction.

11.0 Responsibility During Defect Liability Period.

12.0 Liaison with other Agencies/Autorities.

13.0 Remuneration Procedure

14.0 Agreement

Appendix I

Appendix II

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TERMS OF REFERENCE FOR ELECTRICAL CONSULTANCY SERVICES
FOR THE DESIGN AND CONSTRUCTION SUPERVISION OF ELECTRICAL

1.0 INTRODUCTION

Universiti Teknologi Malaysia (UTM) has decided to appoint

Consulting Engineer to undertake design, drafting, preparatation fo
specification and construction for the implementation of
…………………………………………………………………………………………
……………………………………………………………………. (Project). These
Terms of Reference have been prepared for the appointment of a firm
of Consultant Engineers, hereinafter, referred to as “ the Consultant”.

2.0 OBJECTIVE OF THE WORKS TO BE CARRIED OUT

Upon accepting the appointment and assignment specified herein, the

Government expects the Consultant to :

i) Design the Electrical, Telecommunication, Security and Audio

Visual System for the project mentioned.

ii) Liaise with UTM, City Hall, Local Authorities, Fire and Rescue
Services Department, DOE, TNB, TMB, Utility Companies and
other relevant authorities for approvals.

iii) Prepare the tender document for the project

iv) Supervise the installation works

v) Handover the services/works in approved working order

3.0 DESCRIPTION OF WORKS

Refer to Appendix II

4.0 SCOPE OF CONSULTING SERVICES

4.1 General

The Consultant shall provide all personnel, equipment and

everything else necessary for the works herein described to
achieve the objectives mentioned in Section 2 this Terms of
Reference. In carrying out the works, the Consultant shall
cooperate fully with the Government.

The scope of work to be carried out by the Consultant shall be

inclusive but not limited to the following:

1) Design of the electrical lighting and power requirement

of the project.

2) Design of the telephone, information technology and

telecommunication services of the project.

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 3) Design of the external reticulation systems for power
supply (which includes TNB incoming and all outgoing
supply feeders from MSB to all SSB’s in various blocks),
telecommunication and information technology services.

4) Design of the external compound/street/security

lighting system for the whole complex.

5) Preparation of Bills of Quantities for the design work

involved and other necessary documentation for
tendering purposes.

6) Supervision of all works at site where the design works

are carried out by the consultant.

All Consultancy works in the design, documentation,

supervision at site, etc. carried out by Consultant shall comply
with ISO 9001 requirement as practiced by UTM.

4.2 Discrepancies between architect and Electrical Drawing.

It is the responsibility of the Consulting Engineer to

ensure that no discrepancy occurs between drawings. If
discrepancies due to negligence of the Consulting
Engineer are discovered at any stage, then the
Consulting Engineer is liable for the cost of rectification.
The Consulting Engineer is also required to come up
with a working proposal for rectification at his own cost.

4.3 Professional indemnity insurance

The Consulting Engineer shall be responsible for any

design faults of failures and they shall take all necessary
insurance cover to indemnity the government from any
claims for compensation that may arise through their
negligence.

4.4 Meetings

The Principal shall attend any critical meeting or any

other meeting as an when requested by UTM.

4.5 Design Work

The Consultant shall liaise with the UTM Electricity Supply

Authority and/or Electricity Supply Company on the Electricity
supply for project and Telekom Malaysia Berhad (JTM) or
Telecommunications Company for the telecommunication work
to ensure that the requirements are fully complied with. The
Consultant shall investigate and obtain the electrical data/load
and telecommunication facilities and all other data, which are
necessary for the planning and design of the works.

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4.5.1 Design Criteria

4.5.1.1 Electrical Works

The design and drawings prepared shall be based on the

following:

i). BS 7671 : 1992 (IEE Wiring regulations for

Electrical Installation of Edition).

ii). Electricity Supply Act 1990

iii). Electricity Regulations 1994

iv). Malaysia Standards/British Standards

v). Malaysia Standard Code of Practice/British

Standards Code of Practice.

vi). Chartered Institution of Building Services (CIBSE)

(UK) code of Practice.

vii). Uniform Building by-laws 1984

viii). Fire and Rescue Services Department requirement

ix). Occupational Safety and Health Act

x). UTM Technical Circulars and current UTM

practice

xi). Guidelines of Utilities Authorities/Companies

xii). Department of Environment requirement

xiii). City Hall or Local Authorities requirement

xiv). All other requirement of relevant Authorities

4.5.1.2 Telecommunication Works

The design and drawings for telecommunication work

shall be based on UTM specifications, the Guide Books
and guidelines issued by Malaysian Communication and
Multimedia Commission/Syarikat Telekom Malaysia
Bhd.

4.5.1.3 Audio Visual Works

The consultant shall obliged to ascertain the actual

requirements, if any, for audio visual (including public
address) systems and acoustics prior to carrying out any
work on such systems.

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 The design and drawing for any such audio-visual
systems and acoustics shall be based on UTM
specifications and guidelines, other relevant standard.

4.5.2 Optimum Design

The Consultant shall make every endeavor to optimize

the design in the interest of future electrical load growth
and economy of the project and also negotiate with the
with Supply Authority/Company for the optimum
possible tariff structure.

In the case of extensions or new development to existing

government complexes the Consultant shall take special
effort to integrate the new design work into the existing
system.

4.5.3 Diversion of Existing Services

The Consultant shall investigate on site and identify the

existing electrical, telephone and other communication
services that have to be diverted. The Consultant shall
then advise the Government the necessary action to be
taken.

4.5.4 Design Drawings

The Consultant shall prepare design drawings on A1 size

and A3 sheets. Dimensions are to be in metric units.
Standard UTM Electrical Symbols shall be used for all
the drawings.

The title panel is to be placed in the bottom right hand

corner of the drawings. All drawings, whether
preliminary or final shall be signed by a partner/Director
of the Consultant and all plans submitted for approval
shall also bear the Professional Engineer’s seal of the
Partner concerned.

The Professional Engineer shall be registered with the

Board of Engineers Malaysia.

4.6 Reports on Design Work

4.6.1 Investigation and Design Proposal

The Consultant shall submit system proposal and investigation

report to UTM Unit Electric for approval before starting the
detail design work.

4.6.2 Initial Design

The Consultant shall submit in initial design and the related

reports together with drawings to UTM Unit Electric approval
before starting the detail design work.

The document shall be submitted in duplicate copies.

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4.6.3 Final Report and Detail Design

The Consultant shall submit detail design and related reports

including drawings to the Government for approval.

Copies of the final reports including all detail drawings and

calculations shall be submitted in a format that is approved by
the Government.

All design calculations shall be properly bound and set out in

an orderly manner. The design calculation submitted must be
complete and be legible. Where computer results are used, a
full description of the computer program used its input and
assumptions made must be included.

Failing to comply , the report will not be accepted and will be

returned to the Consultant for resubmission.

4.7 Document Preparation

4.7.1 Bill of Quantities and Cost Estimate

The Consultant shall submit a preliminary cost estimate to the

Government for budgetary purpose immediately after the
completion of the preliminary design work.

On completion of the final design work the Consultant shall

prepare a Bill of Quantities for all items required, inclusive of
all quantities and measurement. The Bill of Quantities shall
follow the format practice by Cawangan Elektrik, Ibu Pejabat
JKR Malaysia and as approved by the Government. The
practice of putting “lump sum” quantities shall be avoided.

The Consultant shall also prepare a detail cost estimate based

on the Bill of Quantities. The detail cast estimate shall be
signed by a partner of the Consultant and submitted to
Government under confidential cover. The estimates should be
based on realistic current market prices.

4.7.2 Specification and Tender Documents

The Consultant shall prepare the necessary specifications for

the work. The specification shall be complete and clear and
shall cover the various aspects of the work.

The Consultant shall prepare complete tender documents

based on the standard Government Conditions of Contract,
Form of Tender and other documents currently in use for
electrical engineering works. Prior consultation with the

Government will be necessary before the tender documents are

drawn up.

Two draft copies of the tender documents shall be submitted

for the Government’s review at least three weeks before the
date scheduled for calling of tenders. Final tender documents
shall only be printed after the Government has approved the
draft documents
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 The Consultant will be informed of the number of copied of the
tender documents that he has to furnish to the Government.
Payments for this will be as a reimbursable item.

4.8 Supervision on Site

The Consultant shall function as the Superintending Officer’s

Representative on behalf of the Government in the supervision
of the work and in the administration of the works contract. A
weekly report shall be produce by the consultant to so.

5.0 MATERIALS AND WORKMANSHIP

The materials and workmanship to be used for the works are to be of

the best quality of their respective kinds. All materials and
workmanship for which there is a Malaysian Standard Specification or
Code of Practice are to be specified and designed and installed to
comply with the latest edition of that specification or Code of Practice.
Where any Malaysian Standard or Code of Practice is not yet
available, its British or IEC equivalent may be adopted. For the
materials which are in the controlled list of approval materials by
JKR, only approved brands of equipment by JKR shall be acceptable
in the Work.

6.0 INFORMATION TO BE PROVIDED BY GOVERNMENT

The Government shall provide the 1: 100 scale architectural plan and
the site plans to the Consultant to start the work. The Government
shall also provide the Standard JKR Electrical Symbols.

7.0 TECHNOLOGY TRANSFER/TRAINING PROGRAMMES

The Government may wish to assign one or more professional staff to

the Consultant for training with the Works. A decision will be taken
on this matter at the time of contract negotiations and the Consultant
shall be prepared to accommodate the Government’s requirement in
this regard.

8.0 SUBMISSION OF REPORTS AND SCHEDULES

8.1 Implementation Schedule

Within 2 weeks after the appointment, the Consultant is to

submit his proposed implementation schedule for the Work.
The Consultant shall make every effort to complete their
assignments before the dates stipulated in the implementation
schedule.

8.2 Progress Report

The Consultanting Engineers shall submit 2 copies of Progress

Reports to UTM twice monthly showing the progress of work. In
the format that is approved by the UTM.

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 8.3 Completion Certificate and As-Installed Drawing

During the supervision, the Consultant shall submit monthly

progress report on the installation work. On completion of the
installation work, the Consultant shall submit to the
Government a Completion Certificate Certified by a partner.
The format of the certificate shall as in Appendix I.

The Consultant shall also submit 4 sets of manuals of this

installation work to Government and each set shall include the
following:

i. 1 set of print of the design drawings certified by one of

the partner of the Consultant with complete design
calculation.

ii. 1 set of maintenance manual for each of the equipment.

iii. Testing results for the installation and equipment

Together with the manuals one set of the As-Installed

Drawings soft copy shall also be submitted to the
Government.

9.0 PROJECT COORDINATION

The Consultant shall liase and coordinates very closely with architect,
structure & civil engineer, mechanical engineer and the quantity
surveyor for the work.

The Consultant shall attend all the coordination and site meetings
and also to ensure that the work can proceed smoothly.

10.0 FAILURE OF THE WORKS AFTER CONSTRUCTION

In the event of failure of the works after construction, the Consulting

Engineer shall bear the cost of remedial work if the failure arises from
his negligence in design and supervision.

11.0 RESPONSIBILITY DURING DEFECT LIABILITY PERIOD

The Consulting Engineer shall be responsible to monitor the progress

of rectification of defect work and to submit monthly reports or as
required by UTM. The Consulting Engineer shall advice UTM on the
course of action to be taken should the Contractor fails to make good
defects as scheduled or instructed.

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12.0 LIASON WITH OTHER AGENCIES/AUTORITIES

The Consultant shall liase with Tenaga Nasional Bhd, Malaysia

Communications and Multimedia Commission, Telekom Malaysia
Bhd, Suruhanjaya Tenaga, Jabatan Bomba, Jabatan Alam Sekitar
and other authorities which have jurisdiction over the Work and shall
ensure that the Work is designed in compliance with the requirements
of these authorities. Where necessary, the Consultant shall submit
the design to these authorities for approval.

13.0 REMUNERATION PROCEDURE

All reimbursable items especially out of pocket expenses shall be
claimed on a monthly basis.

Any reimbursable claims, which are outstanding after three (3)

months, shall not be entertained at all.

14.0 AGREEMENT

The Consulting Engineer shall prepare four (4) sets of Memorandum

of Agreement (and incorporating this Term of Reference) for signing
within two weeks from the date of his formal appointment in writing
by the Director.

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 FORM OF COMPLETION AND INSPECTION CERTIFICATES
COMPLETION CERTIFICATE

I CERTIFY that the electrical installation at :-

has been inspected and tested in accordance with BS 7671 : 1992

( Institution of Electrical Engineers Regulations for Electrical Installation,
16th Edition) and Electrical Supply Regulation 1994 and that, to the best of
my knowledge and relief, the installation summarized in the
drawing/schedule attached complies. At the time of my test, with the above
Regulations current at the date of contract for the work, expect as stated
below in Details of Departure.

I RECOMMEND that this installation be further inspected and tested after

an interval of not more that years.

Signed Date

Stamped & sealed :

NOTE : This Completion does not cover portable appliances or

equipment connected to socket outlets, for which an Inspection
Certificate may be obtained.

Details of departures (if any) from the above Regulations :

comment (if any) on existing installation (where this certificate relates to an

alteration or addition) :

Appendix II
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Description of Works

Electrical Services

The Consultant shall carry out the following scope of works for Electrical
Installation works.

The Electrical Engineering Services shall include the following works :

a) High Tension reticulation System (If necessary/required)

b) Low Tension Reticulation and Distribution System, including a

suitable size standby generator set to cater for all essential loads.

c) Internal Low Tension Electrical installations

i) Distribution Systems

ii) Wiring and Cabling

iii) Luminaries

iv) Power Point

v) Fireman Switch

vi) Fans

d) External Lighting (Compound lighting, street lighting, façade lighting,

etc)

e) Lighting Protection System

f) Public Address System

g) External Telecommunication Installation

h) Internal Telecommunication Installation

i) Computer networking system

j) CCTV system

k) MATV system

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