“IN GOD WE TRUST”

Cquence design Studio Architects & Designers

Terms and conditions

1. Cquence design Studio Architects & Designers agrees to undertake the following
services:

1.1 Preparation of concept sketches: A first conceptual architectural design shall be prepared for
the clients’ approval. Additions/ alterations shall subsequently be made to this design based on
client feed back.
1.2 Preliminary interview with clients and site visits: The Interior Designers shall meet with the
clients and help them define their needs. Preliminary discussions on project cost shall also be
undertaken along with time schedules. The Interior Designers shall also visit and study the site at
this stage.
1.3 Preparation of final sketch designs: Finalised interior design drawings for client’s final
approval. A preliminary estimate of costs based on built area of the project shall also be provided
to the client at this stage. Specifications lists would also be finalised at this stage wherever
applicable.
1.4 Scope of works for Interior Designers:
- Interior layouts with furniture.
- Flooring patterns and materials specifications.
- Toilet designs including specifications of finishes, fittings and fixtures.
- reorganisation of opening sizes based on interior layouts.
- Design of all False ceilings to be incorporated with lighting design and air
conditioning requirements.
- Design of fixed furniture and other items of interior works, loose furniture
- Illumination design.
- Sound and acoustic design.
- Indoor plants cape..
- Selection of materials, equipment and other interior related elements like art,
decoration items etc.
- - Periodic inspection and evaluation of works at site.

1.5 Working Drawings and Tender Documents Stage: The Interior Designers shall supply with
working drawings, specifications and schedule of quantities sufficient to prepare estimate of cost
and tender documents. Architect will assist the Client in calling for tenders, Prepare shortlist of
contractors, prepare and issue tender documents to contractors for a fee, and assist client in
selecting contractor for the job for appoinment.

1.6 Construction Stage:

- Prepare and issue working drawings and details for proper execution of works during
construction.
- Approve samples of various elements and components.
- Check and approve shop drawings submitted by the contractor/ vendors.

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 - The Architect or his designated representative will visit the site of work and
fabrication workshop, at intervals mutually agreed upon, to a maximum of 12
visits, to inspect and evaluate the progress of works and where necessary clarify any
decision, offer interpretation of the drawings/specifications, attend conferences and
meetings to ensure that the project proceeds generally in accordance with the
conditions of contract and render advice on actions, if required.
- In order to ensure that the work at site proceeds in accordance with the contract
documents/ drawings and to exercise time and quality controls, the day-to-day
supervision will be carried out by a site supervisor who will be directly
appointed and paid for by the Client. The Site supervisorwould be required to:
- To ensure the thorough implementation of all instructions as given by the
Architects, adherence to all specifications and design details, and conformation
to all good for construction drawings as supplied by the architects.
- Maintain sitebooks which note down all instructions given by the Architects
during site visits.
- To inspect and verify all materials being supplied to site as conforming to
specifications as supplied by the Architects, and is of the required quantities.
- To organise and co-ordinate between all construction parties for the smooth
execution of works in a timely manner.
- To keep the architect informed about any deviations and anamolies in site
conditions which might require modifications in design.

1.7 Period of Undertaking: This memorandum of undertaking is valid for a period of 18 months
from the date of signing.

Please note: The architects are not responsible for the following:

a. Time of completion of Project: Architects will not be responsible for the pace of the project
beyond issuance of drawings within reasonable time limits. In case of design changes requested by
clients, adequate additional time would be required to issue revised drawings.

b. Material handling and delivery: Architects shall not be responsible for the ordering, following
up of delivery and for checking conformance of delivered materials to specifications as prescribed by
architects in list of specifications and drawings.

Please note that the above are in the sole purview of the site manager and the Architect has no
responsibilities regarding these matters other than design and specifications co-ordination, issuance
of drawings and instructions and collating and publishing complete and co-ordinated design
instructions for the same.

2.0. CLIENTS' RESPONSIBILITIES

The following shall be the responsibilities of the clients:
2.1 Provide detailed project brief and scope of services as required from the
architects.
2.2. Provide accurate digital working drawings containing site plan, civil, MEP and all other
working drawings of the project.
2.3. Obtain approvals/sanctions for any works relating to the works from the relevant
government agencies, if required.
2.4. Appoint a site manager to take note of observations made by the architects on their
inspections and visits and ensure correction of deficiencies in the work pointed out by them.

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2.5. Submit bi-weekly report to the architects, so that they are informed on the progress of
work at site.

2.6. Pay the fees of the architects within 10 days of submission of bills.

3.0 PROFESSIONAL FEES

3.1 The Interior Designers' fees for all the services mentioned above for the project shall be ‘3.5
% of total cost.
Consultants, if any, required for design and implementation of the interior works shall be
appointed and
paid directly by the Clients.
3.2 The architect shall be paid in stages, as outlined in Clause 3.3 below. Reimbursable
expenses, as agreed upon, shall also be paid as and when bills are presented by the
Architect. Payments made to the architect are on account and shall be adjusted against the
final amount payable.
3.3 The billing shall be as follows:
Stage I - 50% of fees on submission of:
-Finalised and frozen designs
-Cost Estimates
-Tender drawings with all details pertinent to tendering.
-Detailed Bill of Quantities and specifications for Tender documents.
 Finalisation of all bought out items, like movable furniture, artwork, light fittings,
including sample approval for prototype
 Issuing good for construction drawings or commencement of work at site
whichever is earlier.
Stage II - 100% of fees on completion of the project (minus fees paid already).
Completion of works at site related to all fixed items of works as mentioned below:
- Joinery
- Painting False Ceiling
- Illumination
- Flooring if any
- All fixed furniture
3.4 Changes to design requested by the client after the finalization and freezing of the design,
which incurs additional design and production time, shall be paid for additionally as per
actual hours spent by the office and other consultants' offices on this additional work. If, due
to these changes, the cost of the project is substantially increased, relevant and
commensurate changes to the fee agreed upon shall also be implemented.

3.5 In case of the project extending beyond the period of undertaking as mentioned in Clause
1.7, the architects would be compensated for their work in a pro rata basis according to
additional hours of work put in from the time of lapsing of the undertaking.

4 REIMBURSABLE & OTHER EXPENSES

In addition to the fee payable under the preceding clauses, the client will reimburse the architect
towards actual expenses of the following:
4.1 Cost of presentation models, walk-through etc., if required.
4.2 Bill checking if any required by the client, charged at 1% of the bill amount.
In the event that a claim or suit is brought against the Architect or the Consultants by any
third party for damages arising from personal injury or property damage caused wholly by

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 the Client, or anyone employed by the Client, or anyone for whose acts the Client may be
held responsible, then the Client shall indemnify the Architect and fully reimburse any loss,
damage or expenses, including the attorney’s fees, which the Architect may incur in
connection therewith.

5.0. OWNERSHIP OF COPYRIGHT

Architectural design is an intellectual property of the Architect. The drawings, specifications,
documents and models as instruments of service are the property of the Architect whether
the project, for which they are made, is executed or not. The Client shall retain copies of the
Architect’s models, drawings, specifications and other documents for his information and use
in connection with the project. These shall not be used for any other project by the Client or
the Architect or any other person, except for the repetition as stipulated in the Scale of
Charges.

6.0. TERMINATION OF AGREEMENT

6.1. Agreement between the Architect and the Client may be terminated by either one giving the
other a written notice of not less than 30 (thirty) days, should either fail substantially to
perform his part of responsibilities/duties, so long as the failure is not caused by the one
initiating the termination.
6.2. When termination of this Agreement is not related or attributable, directly or indirectly to
any act, omission, neglect or default on the part of the Architect, the Architect shall be
entitled to professional fees proportionate to the stages of works completed by the
architects.
63. In the event of Architect’s firm closing its business or the Client having terminated the
agreement, the Client shall have the right to employ another Architect to complete the work,
after making payment proportionate to the work completed to the previous architect’s firm.

7.0. INTERPRETATION
In case of any ambiguity or difficult in the interpretation of the Conditions of Engagement
and Scale of Charges, the interpretation of the Council of Architecture shall be final and
binding on the Architect and the Client.

8.0. ARBITRATION
All disputes or differences which may arise between the Client and the Architect under
“Conditions of Engagement and Scale of Charges” with regard to the meaning or
interpretation or matter or things done or to be done in pursuance hereof, such disputes and
differences shall be referred for arbitration to the Council of Architecture. The arbitrator shall
be appointed jointly by the client and the architect. The arbitration shall be conducted as per
the provisions of the Arbitration and Conciliation Act, 1996. The decision and award of the
arbitrator shall be final and binding on the Architect and his Client.