EFPC 100

Engineering Foundation - Principle & Communication

(INDE 1000)

Stage 2: Contractors Tender Submission

Client Name: EMPACT

Project: Mars Rover
Date of Submission: 17 September 2017

Designing Company: Master Builders

Team Members Name: Millicent Rosette Chung Wan Yi (700019932) [Designer]
Yventh Tey (700024376) [Designer]
Gilles Earl ak Spencer (700020604 ) [Contractor]
Hariharan (700014995) [Contractor]
Ng Kai Xin (700020379) [Contractor]

Tendering Company: Space Invaders

Team Members Name: Azalia Sharmine binti Saiful (700018175) [Contractor]
Denise Liew Chee Yuen (700024101) [Contractor]
Emmanuel Muia Butali (700020557) [Contractor]
Lee Jia Seng (700017550 ) [Designer]
Nurul Ain Binti Hamizan (700020881) [Designer]
Executive Summary

This tender was written by Space Invaders company in order to be contracted with Master
Builders company. The main purpose of this tender submission is to bid for the contract that was
proposed by Master Builders company on behalf of the client EMPACT. This tender submission
was prepared to prove the credibility and professionalism of Space Invaders contractors in
constructing the Mars Rover prototype in this project. This tender submission described the
contractors perspective about the design package, suggestions on improvements and the brief
responses to the tender evaluation criteria together with the evidences.

The understanding of the design has been briefly explained in the design package review.
With respect to the design package initiated by Master Builders company, Space Invaders noticed
that the design are relatively simple with a special safety feature such as the uses of chopsticks at
every sides of the car base to reduce the impact from the vertical drop. However, Space Invaders
contractors has pointed out some suggestions that can be improve by the designers. The
suggestions also included the uses of rubber band and sponge as safety measurement to improve
the protection of the egg and prevent it from fall out during the vertical drop. Moreover, this
tender also included the estimated cost that has been accounted by Space Invaders company in
order to satisfy the demands from designers. The total cost can be reduced by using more recycled
materials that can be easily obtained from home.

The contractors from Space Invaders demonstrated the professionalism through the
punctuality to the meetings. Space Invaders contractors always responded to the messages and
emails briefly without any uses of short forms. With that, Space Invaders contractors also showed
a good communication skills as well. In addition to that, Space Invaders have shown their
professionalism by reaching the designers for the first meeting. The professionalism has proved
that this tender should be consider by Master Builders company. Furthermore, Space Invaders
company also provided the Gantt Chart as timeline to demonstrate that the contractors are
committed in completing every submission before the deadline which satisfied the tender
evaluation criteria.

This tender submission must gain the consideration from Master Builders since Space
Invaders have satisfied the tender evaluation criteria. In terms of experience, contractors from
Space Invaders have presented the past experiences where all of the contractors participated in the
Physics project during Foundation level. In the project, the contractors have experienced in
constructing a boat that traveled within 3 meters. Moreover, Azalia Sharmine binti Saiful have
experienced in handling tools such as hand saw during the participation in Girl Guide camping.
Some of the evidences are attached in the appendix to support the experiences that were described
by the contractors. This clearly showed that Space Invaders contractors have the credibility in
constructing the prototype designed by Master Builders based on the past experience.

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 As for conclusion, this tender submission are provided with clarification and sufficient
evidences as supporting documents. Space Invaders company have complied and satisfied the
tender evaluation criteria required by Master Builders company. Hence, Space Invaders company
should be taken into consideration and should be granted the contract to construct the Mars Rover
prototype design from Master Builders.

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Table of Contents

Heading Page No.

Executive Summary 1-2

1.0 Introduction 4-5

2.0 Design Package Review 7-11

2.1 Understanding of the Design 8

2.2 Dimension Summary 8

2.3 Materials Specification 8

2.3.1 Dimension, Purposes, Quantity and Price for Materials
2.4 Tools specification 9
2.4.1 Method of using tools
2.5 Construction procedure 9
2.5.1 Car base/chassis
2.5.2 Wheels and axles 9

2.5.3 Carry load and holder 10

2.5.4 Cushion for egg 10

2.6 Travel path 11

2.7 Concerns and solutions 11

3.0 Addressing the Tender Evaluation Criteria 12-17

3.1 Professionalism 13

3.2 Time management 13

3.3 Experience 14

3.4 Communication 15

3.5 Understanding the design 15-17

4.0 Reference List 18-19

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5.0 Appendix 20-32
5.1 Appendix A: Minutes of meeting with designers from Master Builders 21-22

5.2 Appendix B: Whatsapp conversation between Azalia Sharmine binti 23

Saiful with Master Builders designer
5.3 Appendix C: Screenshot of the email sent by Denise Liew Chee Yuen to 24-25
Master Builders designers
5.4 Appendix D: Construction stage Gantt Chart 26-27

5.5 Appendix E: Foundation Physics project timeline 28

5.6 Appendix F: Pictures of the Azalia Sharmine binti Saifuls group Physics 29
project in Foundation level
5.7 Appendix G: Certificate of Azalia Sharmine binti Saiful participating 30
the Girl Guide camping
5.8 Appendix H: Emmanuel Muia Butalis GCSE certificate 31

5.9 Appendix I: Azalia Sharmine binti Saifuls Foundation result 32

5.10 Appendix J: Denise Liew Chee Yuens Malaysian University English 33

Test certificate
5.11 Appendix K: Whatsapp conversation between Denise Liew Chee Yuen 34
and Master Builders designer

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 1.0

Introduction

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1.0 Introduction

This tender submission is presented by Space Invaders company. The purpose of this tender
submission is to win the contract proposed by Master Builders company. This is a privilege for
Space Invaders company to involve in constructing a Mars Rover prototype that was designed by
Master Builders company following the requirements from EMPACT. The contractors must
presented the understanding of the design package and satisfied all the criteria demanded by the
designing company. In this tender submission, Space Invaders contractors have shown the
understanding of the design package and demonstrated all the capabilities and strengths based on
the tender evaluation criteria. Space Invaders company have provided the credible evidences in the
appendix to support the clarifications. With that, Space Invaders contractors have the recognition
to contract with Master Builders company in constructing the ideal Mars Rover transportation.

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 2.0

Design Package Review

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2.1 Understanding of the Design
The Space Invaders contractors have revised the design package from Master Builders company
and noticed the idea of the design are relatively simple with a special feature such as the uses of
chopsticks and bottle caps at every sides of the car body to reduce and withstand the impact during
the drop from the slope with vertical distance of 1 meter. The specified measurements in the
design drawings are understandable and briefly explained. However, the design drawing will give
a clearer and more straight forward image to the contractors if the drawings for every components
of the prototype are included in the design package as well. Hence, the overall design have
followed the design constraint as in the client brief.

2.2 Dimension Summary

According to the client brief from EMPACT, the Mars Rover prototype is restricted to fit within
the A3 paper size which is 420mm x 297mm with the maximum height of 210mm (Client brief,
2017). However, the design created by Master Builders company have exceeded the client
dimension constraint from EMPACT. Based on Master Builders design package, the design
created with dimensions of 544mm length, 484mm width and 89mm height where only the height
have complied with the client requirements.

2.3 Materials Specification

2.3.1 Dimension, Purposes, Quantity and Price for Materials

According to the Master Builders design package, the materials for construction have satisfied
with EMPACT client brief requirements where the total cost of materials accounted by Master
Builders company is RM 18.70 which is less than RM 30 as the requirement. Based on the
materials specification, the type and prices of the materials as per below:

1 lunch box with dimension of 240mm x 180mm x 65mm (RM 10 per lunch box)
4 bolts with diameter of 2/8 x 2 (RM 0.50 each)
12 nuts with diameter of 2/8 (RM 0.10 each)
3 pieces of flexible styrofoam (RM 1.50 for 3 pieces)
600ml water bottle (provided)
500ml water bottle (recycled)
24 pieces bottle caps (recycled)
4 pairs of chopsticks (recycled)
4 pieces rubber band (recycled)

The materials that have been listed above are relevant to be used for the Mars Rover prototype and
none of the materials are restricted in the clients brief. However, according to the client brief, the
prices for every recycled materials that is used in the prototype needs to be considered as 50% of
the original price (Client brief, 2017). Furthermore, it would be more helpful for the contractors to
obtain the materials if the suppliers name are provided as well in the materials specification. Based
on the aspects mentioned above, the materials specification have complied with the material
constraints in the client brief.

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2.4 Tools specification
All the listed tools can be easily obtained by Space Invaders contractors and safe to be used by
following all the methods provided and also risk management plan. The tools listed as the
following:
Scissors
Ruler
Hand saw
Hand drills
Hot glue gun
Tapered nose pliers
Knife

2.4.1 Method of using tools

The information for methods of using tools have briefly and clearly explained by the designers in
the design package.

2.5 Understanding the construction procedure

2.5.1 Car base/chassis

A lunch box with the dimension of 240mm x 180mm x 65mm will be used as the car base. The lid
of the lunch box will be separated from the container. Four holes needs to be punctured near the
bottom of the car base by using hand drill and 6.5mm drill bit for the bolt of the wheels. Next, by
using 4mm drill bit, eight holes will be drilled near to the middle part of each sides of the car base
for the chopstick that act as a safety feature in the prototype. Then, a hole with the diameter of
27mm will be marked at the front part of the car base and cut by using a sharp knife for the place
of carry load holder.

2.5.2 Wheels and axles

Based on the construction methods, 24 bottle caps are needed where eight of the bottle caps will
be used as the wheels and another 16 bottle caps will be used for the chopsticks as the safety
feature. As for the wheels, hot glue gun is needed to combine two bottle caps on top of each other
with the inner part facing inside. The same method are repeated for another 3 wheels. As for the
chopstick, the previous method using hot glue gun can be applied to build another eight tires to put
at every sides of the car base. Small holes should be made at the center of all the wheels for the
bolts and nuts and tires for chopsticks. After all tires are done, the flexible Styrofoam is used to
layer out the wheels. The styrofoam will be cut into two types of layers with different length.
There are 12 pieces of first layer and 4 pieces of second layer required. The first layer will be cut
according to the measurement 128mm x 30mm and the second layer will be cut into 180mm x
30mm. Next, hot glue gun is used to wrap the styrofoam around the wheels. Contractors must not
take a long time to use hot glue gun on the styrofoam because the styrofoam will melt due to the
heat from glue gun. The wheels must be connected to the bolt and nuts attached at the car base and
must be secured with another bolts and nuts at the outer end of the wheels. The remaining 8 of the
first layer styrofoam is used to wrap the remaining 8 tires. The chopsticks then need to be inserted
into the center hole at each of the tires and stick it with hot glue gun.

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2.5.3 Carry load and holder
By using a hand saw, cut the top part of the 500ml water bottle along with the cap as shown in
figure 1 below:

Figure 2.5.3.1: Top part of 500ml water bottle with cap

The 600ml water bottle will then be combined with the top part of the 500ml water bottle that
have been cut. The other end of top part from 500ml water bottle is inserted into the front hole that
was prepared at the car base and stick it by using hot glue gun as shown in the figure below:

Figure 2.5.3.2: The top part that stick to the front hole of the car base

2.5.4 Cushion for egg

Based on the construction methods, the balance of the styrofoam will be cut into 4 pieces which is
3 pieces with measurements of 50mm x 65mm and 1 piece with measurement of 34mm x 65mm.
The styrofoam then will be combined to build a small box shape and placed in between the
chopsticks beside the space for the carry load.

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2.6 Travel path

The client, EMPACT required all companies to produce a prototype of Mars Rover transportation.
There are few constraints of travel path that need to be followed by the companies. Based on the
client brief, the designed prototype must be able to carry loads which is the 70 grams egg
representing the astronaut with a 600ml water bottle act as the cargo (Client brief, 2017). The
prototype must successfully moves along 2 meters straight down a slope of 30 - 45 degrees
without any aid and experience 1 meter vertical drop from the slope without crashing (Client brief,
2017). The cargo and astronaut both must be able to be assess by visual inspection from
approximately 1 meter distance from the landing position (Client brief, 2017). Space Invaders
contractors have revised the design package from Master Builders company and assured that the
designed prototype will be able to travel as the following travel path.

2.7 Concerns and solutions

Space Invaders contractors have revised the design package from Master Builders and there are
some concerns that were noticed by the contractors. In this section, contractors have come out
with some solutions regarding the concerns. The concerns and solutions as the following:

Designers have listed down the rubber band in the materials list. However, the uses of
rubber band were not mentioned in the construction methods. Contractors have suggested
that the rubber band can be used as a protective feature to the egg holder. It will be placed on
top of the egg holder to protect the egg from fall out.

Besides that, contractors also noticed that uses of newspaper to protect the egg was not
too relevant. This matter can be fixed by adding some sponge at the base of the egg holder to
as extra protection to withstand the impact experience by the egg during the vertical drop.

Contractors noticed some small mistakes that could lead to confusion in the materials
list and construction methods. In the materials list, the glue stick was listed but it was not
mentioned in the construction methods. In order to solve this matter, the contractors have
changed the glue stick into hot glue gun in the tools specification since most of the materials
were required to combine using hot glue gun.

Other concern on this design is the dimensions. Space Invaders company have
mentioned in the design package review that the dimensions stated by designers have
exceeded the client restriction. In order to comply with the client requirement and succeeded
the project testing, contractors suggested to reduce some of the measurements before the
construction stage to avoid any misunderstanding and to satisfy the needs of designers and
also the client EMPACT.

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 3.0

Addressing Tender Evaluation Criteria

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3.1 Professionalism

Description of Criteria:
Appendix L showed the design package from Master Builders company. Based on the design
package from Master Builders stated that contractors must be punctual for every meeting, prevent
the uses of short forms in replying emails or messages to show that contractors are professionally
committed to the project and the contents of the emails must be brief and straight to the point.

Addressing of Criteria:
Professionalism is the competency of completing the tasks accurately and follows the expected
procedure. Space Invader company has followed the professionalism requirement as shown in
appendix A which contains of the previous minutes of meeting that was done by Space Invader
contractor. The recorded time in the minutes of meeting shows that the meeting has started on time
and all members has arrived before the meeting started. Furthermore, the meeting still continued
regardless of the holidays during tuition free week. This showed that contractors are very
committed to the project meeting. Secondly, Space Invader contractors were required to reply the
emails or messages professionally which was proven in appendix B that shows the Whatsapp
conversation between Master Builders designer and Space Invader contractor. Referring to the
appendix B, Azalia Sharmine binti Saiful have replied messages from designer without any short
forms. Moreover, Denise Liew Chee Yuen have sent a brief and understandable email to designers
regarding the minutes of meeting as shown in appendix C. The attachment provided in appendix
have shown that Space Invader contractors will commit professionally to the mars rover project
with Master Builder company.

3.2 Time management

Description of Criteria:
Space Invader contractors are required to follow the time management criteria by completing the
Mars Rover prototype before the deadline set by the client and the prototype is expected to be
complete in a good condition according to the design package.

Addressing of Criteria:
In order to comply with the tender evaluation criteria, Space Invader contractor have prepared a
Gantt Chart as the timeline for Master Builders company reference in appendix D. Hence, Space
Invader contractors have experienced in completing the Physics project which is a part of the
assessment in Foundation Engineering and Science during Semester 1, 2017. Appendix E is the
Physics project timeline to prove that the project was done before the project showcase. This
proven that Space Invader contractors are able to complete the Mars Rover prototype before the
deadline as required. Furthermore, the contractors will test the completed prototype and fix the
problem arise during the initial testing stage to ensure that the prototype are in excellent condition
during the project showcase. Hence, the Gantt Chart have clearly represented Space Invaders
productivity and effectiveness in completing the assigned project.

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3.3 Experience

Description of Criteria:
Master Builders required the contractors to demonstrate the experience of participation in the
previous projects and experience in handling tools. Hence, the contractors are also advisable to
show critical thinking by providing suggestions of improvement to the prototype.

Addressing of Criteria:
Space Invaders company have fit this criteria since the contractors in Space Invaders have
experienced in some other projects in the past. The contractors have experienced in the previous
design and constructing Physics project in Foundation of Engineering and Science during semester
1, 2017. Appendix F showed the final design of contractors group project. This proved that the
contractors have experienced in participating the design and constructing project. Furthermore,
Azalia Sharmine binti Saiful have experienced in handling tools such as hand saw where she used
it to cut the bamboos to build the camp site during her participation in Girl Guide camping.
Appendix G proved her participation in Girl Guide camping in 2014. The contractors have
demonstrated the critical thinking by presenting some improvements to the prototype. The
evidence can be refer to page 11 for concerns and solutions. Every improvements were recorded in
the section. With all the attached evidence, it is proven that Space Invaders contractors are eligible
to construct the prototype designed by Master Builders company with minimum risk to the
contractors and others.

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3.4 Communication

Description of Criteria:
Communication is the key point for both companies involved in the project. According to the
tender evaluation criteria, Space Invader contractors are required to satisfy the communication
criteria by replying the emails or messages from the designing company within 3 hours. By
responding to the conversation on time, Space Invader has demonstrated an excellent concern and
commitment towards the project.

Addressing of Criteria:
Communication is a significant factor that are mainly practiced in corporate company. Space
Invaders contractors have presented an excellent communication skills and good English
proficiency. In June 2015, Emmanuel Muia Butali has possessed excellent speaking and listening
skills in English Language subject. Appendix H shown that Emmanuel Muia Butali has been
graded with level 5 which is the highest grade for English Language subject. In conjunction to that,
Azalia Sharmine binti Saiful also have been assessed for the communication skills during
Foundation level. Appendix I shown that Azalia Sharmine binti Saiful has obtained a good grade
in Effective Communication Skills unit with high distinction. Furthermore, Denise Chee Liew
Yuen also have demonstrated a good communication skills in Malaysia University English Test.
Denise Liew Chee Yuen have been graded with band 4 in the Malaysia University English Test.
Appendix J proved that Denise Liew Chee Yuen have a good communication skills and have been
graded with band 4. Space Invaders contractors also have satisfied the criteria by replying to
designers messages and emails within 3 hours period of time. This can be proven by the Whatsapp
conversation in appendix K. The evidence showed that Denise Liew Chee Yuen have replied to the
designers messages within the specified period of time. With that, Space Invaders contractors will
satisfy all the concerns and needs from Master Builders designers at all time.

3.5 Understanding the design package

Description of Criteria:
Master Builders company requires the contractors to show the understanding of the design
package in a presentable way. Space Invader contractors must show the understanding by
demonstrating the suggestions of improvements of the prototype to maximize the quality of the
final prototype and satisfy the criteria set by the clients. In addition, Space Invader contractors are
also required to provide a detailed timeline of the construction progress in timetable or Gantt
Chart form.

Addressing of Criteria:
Understanding the design package are very crucial for Space Invader contractors to ensure the
quality of the final prototype satisfy the criteria from the clients and also follows the approved
specifications from the designing company. The understanding of the design package will be
clarified in the design package review in section 2.1 of the tender submission. As for the
designers reference, Space Invader company have provided the Gantt Chart to keep track on the
construction stage. The Gantt chart is provided in appendix D.

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Designers have provided some questions to ensure of the contractors understanding regarding the
design. Space Invaders contractors have answered designers questions as below:

1. The concerns and improvements have been explained in details in section 2.7 of the
tender submission. The contractors have clarified the concerns regarding the design
package and also provided some of the improvements that can be applied to improve the
prototype in terms of quality and the safety measurement.

2. The estimated cost that have been accounted by Space Invaders contractors are listed as
below:

Table 4.5.1: Contractors estimated cost of materials.

Materials Purposes Dimensions Quantity Supplier Price (RM)
Lunch box The car base 240mm x 1 SuperSave / 10.00
180mm x Daiso /
65mm Mr Diy
Bolt The axles and 2/8 (diameter) 4 Sin Huat 2.00
shafts x 2 Engineering
Nuts Used to 2/8 (diameter) 12 Sin Huat 1.20
secure the Engineering
wheels
Flexible Layers of - 3 pieces Bookshop / 1.50
styrofoam protection for SuperSave /
the wheels Mr Diy
Water bottle Carry load 600ml 1 Provided -
Water bottle Top part is 500ml 1 Recycled 0.50
used as carry
load holder
Bottle caps Wheels/tires - 24 Recycled 1.20
Chopstick Reduce - 4 pairs Recycled 1.00
impact from
the vertical
drop
Rubber band Safety - 4 Recycled 0.12
protection for
the egg
Sponge The base of - 1 Recycled 0.80
the egg holder
Total 18.32

Based on Table 4.5.1, the estimated cost are slightly reduced since most of the materials
used are recycled materials which can be found at home.

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 3. Space Invaders have provided the Gantt Chart of the construction and testing stages as a
timeline for designers to keep track on the construction progress of the prototype. Appendix 6
shown the Gantt Chart that have been prepared by Space Invaders company.

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4.0 Reference List

Curtin University (2017). Client brief. Retrieved from

https://lms.curtin.edu.au/bbcswebdav/pid-4855078-dt-content-rid-26382480_1/courses/31020
6-FacSciEng-728569718/Client%20Brief-2017s2.pdf

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 5.0

Appendix

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5.1 Appendix A: Minutes of meeting with designers from Master Builders

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5.2 Appendix B: Whatsapp conversation between Azalia Sharmine binti Saiful with
Master Builders designer

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5.3 Appendix C: Screenshot of the email sent by Denise Liew Chee Yuen to Master Builders
designers

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5.4 Appendix D: Construction stage Gantt Chart

Week 11 Week 12 Week 13

Position
Stages Tasks S M T W T F S S M T W T F S S MT WT F S
(Name)
Stage
Construction Stage
3
Check allocated Contractors
3.1 company for (Azalia, Denise,
construction Emmanuel)
Draft the Contractors
3.2 construction (Azalia, Denise,
schedule Emmanuel)
Send the
Contractors
construction
3.3 (Azalia, Denise,
schedule to allocated
Emmanuel)
company
Designers
Supervise the
3.4 (Millicent,
contractors
Yventh)
Contractors
Collect/purchase
3.5 (Azalia, Denise,
materials and tools
Emmanuel)
Contractors
3.6 Construct the Rover (Azalia, Denise,
Emmanuel)
Designers
3.7 Check the product (Millicent,
Yventh)
Contractors
Filled handover
3.8 (Azalia, Denise,
form (Contractors)
Emmanuel)
Designers
Filled handover
3.9 (Millicent,
form (Designers)
Yventh)
Handover to Contractors
3.10 designers allocated (Azalia, Denise,
company Emmanuel)
Designers
Handover to client
3.11 (Millicent,
(EFy studio)
Yventh)

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 Attend the Graduate
3.12 Everyone
panel
Engineering identity
3.13 Everyone
reflection
Online peer
3.14 Everyone
assessment

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5.5 Appendix E: Foundation Physics project timeline

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5.6 Appendix F: Pictures of the Azalia Sharmine binti Saifuls group Physics project in
Foundation level

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5.7 Appendix G: Certificate of Azalia Sharmine binti Saiful participating the Girl Guide
camping

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5.8 Appendix H: Emmanuel Muia Butalis GCSE certificate

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5.9 Appendix I: Azalia Sharmine binti Saifuls Foundation result

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5.10 Appendix J: Denise Liew Chee Yuens Malaysian University English Test certificate

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5.11 Appendix K: Whatsapp conversation between Denise Liew Chee Yuen and Master
Builders designer

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5.12 Appendix L: Master Builders design package

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