Sei sulla pagina 1di 484

GOVERNMENT OF MALAYSIA

DEPARTMENT OF IRRIGATION
AND DRAINAGE

Volume 11 Construction
Management

Jabatan Pengairan dan Saliran Malaysia


Jalan Sultan Salahuddin
50626 KUALA LUMPUR

DID MANUAL

Volume 11

Disclaimer
Every effort and care has been taken in selecting methods and recommendations that are
appropriate to Malaysian conditions. Notwithstanding these efforts, no warranty or guarantee,
express, implied or statutory is made as to the accuracy, reliability, suitability or results of the
methods or recommendations.
The use of this Manual requires professional interpretation and judgment. Appropriate design
procedures and assessment must be applied, to suit the particular circumstances under
consideration.
The government shall have no liability or responsibility to the user or any other person or entity
with respect to any liability, loss or damage caused or alleged to be caused, directly or indirectly,
by the adoption and use of the methods and recommendations of this Manual, including but not
limited to, any interruption of service, loss of business or anticipatory profits, or consequential
damages resulting from the use of this Manual.

Revision 0 : March 2009

Volume 11

DID MANUAL

Foreword
The first edition of the Manual was published in 1960 and was actually based on the
experiences and knowledge of DID engineers in planning, design, construction, operations and
maintenance of large volume water management systems for irrigation, drainage, floods and river
conservancy. The manual became invaluable references for both practising as well as officers newly
posted to an unfamiliar engineering environment.
Over these years the role and experience of the DID has expanded beyond an agriculturebased environment to cover urbanisation needs but the principle role of being the countrys leading
expert in large volume water management remains. The challenges are also wider covering issues
of environment and its sustainability. Recognising this, the Department decided that it is timely for
the DID Manual be reviewed and updated. Continuing the spirit of our predecessors, this Manual is
not only about the fundamentals of related engineering knowledge but also based on the concept
of sharing experience and knowledge of practising engineers. This new version now includes the
latest standards and practices, technologies, best engineering practices that are applicable and
useful for the country.
This Manual consists of eleven separate volumes covering Flood Management; River
Management; Coastal Management; Hydrology and Water Resources; Irrigation and Agricultural
Drainage; Geotechnical, Site Investigation and Engineering Survey; Engineering Modelling;
Mechanical and Electrical Services; Dam Safety, Inspections and Monitoring; Contract
Administration; and Construction Management. Within each Volume is a wide range of related
topics including topics on future concerns that should put on record our care for the future
generations.
This DID Manual is developed through contributions from nearly 200 professionals from the
Government as well as private sectors who are very experienced and experts in their respective
fields. It has not been an easy exercise and the success in publishing this is the results of hard
work and tenacity of all those involved. The Manual has been written to serve as a source of
information and to provide guidance and reference pertaining to the latest information, knowledge
and best practices for DID engineers and personnel. The Manual would enable new DID engineers
and personnel to have a jump-start in carrying out their duties. This is one of the many initiatives
undertaken by DID to improve its delivery system and to achieve the mission of the Department in
providing an efficient and effective service. This Manual will also be useful reference for non-DID
Engineers, other non-engineering professionals, Contractors, Consultants, the Academia,
Developers and students involved and interested in water-related development and management.
Just as it was before, this DID Manual is, in a way, a record of the history of engineering
knowledge and development in the water and water resources engineering applications in Malaysia.
There are just too many to name and congratulate individually, all those involved in
preparing this Manual. Most of them are my fellow professionals and well-respected within the
profession. I wish to record my sincere thanks and appreciation to all of them and I am confident
that their contributions will be truly appreciated by the readers for many years to come.

Dato Ir. Hj. Ahmad Hussaini bin Sulaiman,


Director General,
Department of Irrigation and Drainage Malaysia

ii

Revision 0 : March 2009

DID MANUAL

Volume 11

Acknowledgement
Steering Committee:
Dato Ir. Hj. Ahmad Husaini bin Sulaiman, Dato Nordin bin Hamdan, Dato Ir. K. J. Abraham, Dato
Ong Siew Heng, Dato Ir. Lim Chow Hock, Ir. Lee Loke Chong, Tuan Hj. Abu Bakar bin Mohd Yusof,
Ir. Zainor Rahim bin Ibrahim, En. Leong Tak Meng, En. Ziauddin bin Abdul Latiff, Pn. Hjh. Wardiah
bte Abd. Muttalib, En. Wahid Anuar bin Ahmad, Ir. Hj. Zulkefli bin Hassan, Ir. Dr. Hj. Mohd. Nor bin
Hj. Mohd. Desa, En. Low Koon Seng, En. Wan Marhafidz Shah bin Wan Mohd. Omar, Sr. Md Fauzi
bin Md Rejab, En. Khairuddin bin Mat Yunus, Cik Khairiah bt Ahmad,
Coordination Committee:
Dato Nordin bin Hamdan, Dato Ir. Hj. Ahmad Fuad bin Embi, Dato Ong Siew Heng, Ir. Lee Loke
Chong, Tuan Hj. Abu Bakar bin Mohd Yusof, Ir. Zainor Rahim bin Ibrahim, Ir. Cho Weng Keong, En.
Leong Tak Meng, Dr. Mohamed Roseli Zainal Abidin, En. Zainal Akamar bin Harun, Pn. Norazia
Ibrahim, Ir. Mohd. Zaki, En. Sazali Osman, Pn. Rosnelawati Hj. Ismail, En. Ng Kim Hoy, Ir. Lim See
Tian, Sr. Mohd. Fauzi bin Rejab, Ir. Hj. Daud Mohd Lep, Tn. Hj. Muhamad Khosim Ikhsan, En.
Roslan Ahmad, En. Tan Teow Soon, Tn. Hj. Ahmad Darus, En. Adnan Othman, Ir. Hapida Ghazali,
En. Sukemi Hj. Sidek, Pn. Hjh. Fadzilah Abdul Samad, Pn. Hjh. Salmah Mohd. Som, Ir. Sahak Che
Abdullah, Pn. Sofiah Mat, En. Mohd. Shafawi Alwi, En. Ooi Soon Lee, En. Muhammad Khairudin
Khalil, , Tn. Hj. Azmi Md Jafri, Ir. Nor Hisham Ghazali, En. Gunasegaran M., En. Rajaselvam G., Cik
Nur Hareza Redzuan, Ir. Chia Chong Wing, Pn Norlida Mohd. Dom, Ir. Lee Bea Leang, Dr. Hj. Md.
Nasir Md. Noh, Pn Paridah Anum Tahir, Pn. Nurazlina Mohd Zaid, PWM Associates Sdn. Bhd.,
Institut Penyelidikan Hidraulik Kebangsaan Malaysia (NAHRIM), RPM Engineers Sdn. Bhd. and
JUBM. Sdn. Bhd.
Working Group :
Dato Ong Siew Heng, En. Mohd Said Bin Dikon, Tn. Hj. Shahimi Bin Sharif, En. Ng Kim Hoy, Ir. Dr.
Ng Chee Hock, Tn. Hj. Hussin bin Haron, Tn. Hj. Zul bin Mohammad, En. Wan Mohd. Sulaiman bin
Wan Ismail, En. Roslan bin Hussin, Tn. Hj. Shaharuddin Bin Ibrahim, En. Alexander Anak Ngindang,
En. Khairuddin Bin Sulaiman, Pn. Norazia Binti Ibrahim, En. Teo Siaw Chung, En. Mohd Adnan bin
Ahmad Fauzi, En. Mohamad Radzi Bin Abdul Talib, Ir Hj. Mohd Razali bin Husain, En. Wan Mohd
Azam bin Wan Long, En. Hj. Rashiddi Bin Hj Hussein, En. Adnan bin Abd. Latif, En. Abd. Rahman
bin Che Mud, Pn. Nurliza binti Zakaria and Sr Nur Aziz Abu Bakar, Lt Kol (B) Ir Shahar Abdullah,
Wong Wing Cheong, Meor Ahmad Saifuddin Mohd Nordin, Khairil Hafiz Rahmat Ali Malim.

Revision 0 : March 2009

iii

Volume 11

DID MANUAL

Registration Of Amendments
Amend No

iv

Page No

Date of
Amendment

Amend No

Page No

Date of
Amendment

Revision 0 : March 2009

DID MANUAL

Volume 11

Table Of Content
Disclaimer...i
Foreword......ii
Acknowledgements.......iii
Registration of Amendments....iv
Table of Contents.........v
List of Volumesvii
List of Abbreviations..........ix
List of Glossary........................xiii

PART I INTRODUCTION
Chapter 1

Introduction to Volume 11

Chapter 2

Construction Management Overview

PART II CONSTRUCTION STAGE


Chapter 3

Project Construction Start Up

Chapter 4

Quality Assurance and Quality Control

Chapter 5

Project Monitoring Inspection and Supervision

Chapter 6

Time Control

Chapter 7

Cost Control

Chapter 8

Health, Safety and Environmental Protection

Chapter 9

Liaison with Other Government Agencies and Service Providers

Chapter 10

Progress Report

Chapter 11

Records, Drawings and Documentation

Chapter 12

Testing and Commissioning / Final Inspection

Revision 0 : March 2009

Volume 11

DID MANUAL

PART III COMPLETION AND HAND OVER STAGE


Chapter 13

As-Built, O&M Manual and Other Deliverables

Chapter 14

Training

Chapter 15

Final Inspection and Hand Over

PART IV DEFECTS LIABILITY STAGE


Chapter 16

Maintenance / Defects Management

Chapter 17

Final (Completion) Report

vi

Revision 0 : March 2009

DID MANUAL

Volume 11

List Of Volumes
Volume 1

FLOOD MANAGEMENT

Volume 2

RIVER MANAGEMENT

Volume 3

COASTAL MANAGEMENT

Volume 4

HYDROLOGY AND WATER RESOURCES

Volume 5

IRRIGATION AND AGRICULTURAL DRAINAGE

Volume 6

GEOTECHNICAL MANUAL, SITE INVESTIGATION AND ENGINEERING SURVEY

Volume 7

ENGINEERING MODELLING

Volume 8

MECHANICAL AND ELECTRICAL SERVICES

Volume 9

DAM SAFETY, INSPECTIONS AND MONITORING

Volume 10

CONTRACT ADMINISTRATION

Volume 11

CONSTRUCTION MANAGEMENT

Revision 0 : March 2009

vii

Volume 11

DID MANUAL

(This page is deliberately left blank)

viii

Revision 0 : March 2009

DID MANUAL

Volume 11

List Of Abbreviations
AHU

Air Handling Unit

ATDA

As Tendered Detailed Abstract

BCS

Building Control System

BOD

Biological Oxygen Demand

CCC

Certificate of Completion and Compliance

CF

Certificate of Fitness for Occupation

CIDB

Construction Industry Development Board

CMGD

Certificate of Completion of Making Good Defects

CNC

Certificate of Non Completion

COC

Condition of Contract

COD

Chemical Oxygen Demand

CPC

Certificate of Practical Completion

CPM

Critical Path Method

CV

Curriculum Vitae

DB

Design and Build

DG

Director General

DID

Department of Irrigation and Drainage

DLP

Defects Liability Period

DO

Dissolved Oxygen

DOE

Department of Environment

DOSH

Department of Occupational Safety and Health

EI

Employers Instruction

EIA

Environmental Impact Assessment

EMCP

Environmental Management Compliance Plan

EMS

Environmental Management System

EMSB

Emergency Main Switch Board

EOT

Extension of Time

EQA

Environmental Quality Act

ER

Employer Representative

FAT

Factory Acceptance Test

FC

Final Certificate

FCU

Fan Coil Unit

FIDIC

Federation Internationale des Ingenieurs Conseils French for International


Federation of Consulting Engineers.

HSE

Health, Safety and Environment

HSSE

Health, Safety, Security and Environment

HVAC

High Vent Air Conditioning

Revision 0 : March 2009

ix

Volume 11

DID MANUAL

I/O

Input / Output

IPC

Interim Payment Certificate

ITP

Inspection and Test Plan

JBA

Jabatan Bekalan Air

JBEG

Jabatan Bekalan Elektrik dan Gas - Suruhanjaya Tenaga

JKKP

Jabatan Keselamatan dan Kesihatan Pekerjaan

JKR

Jabatan Kerja Raya

JPP

Jabatan Perkhidmatan Pembetungan

JPS

Jabatan Pengairan dan Saliran

LAD

Liquidated and Ascertained Damages

L&E

Loss & Expense

LOA

Letter of Award / Acceptance

LV

Low Voltage

MATV

Master Antenna Television

MCB

Main Circuit Breaker

MEP

Mechanical, Electrical and Plumbing

MOH

Ministry of Health

MSB

Main Switch Board

NCR

Non Compliance Report

NIOSH

National Institute of Occupational Safety and Health

NSC

Nominated Sub-Contractor

O&M

Operation and Maintenance

OEM

Original Equipment Manufacturer

OSHA

Occupational Safety and Health Act

PA

Public Address

P&A

Profit and Attendance

PD

Project Director

PE

Professional Engineer

PERKESO

Pertubuhan Keselamatan Sosial

PM

Project Manager

PPE

Personal Protective Equipment

PQP

Project Quality Plan

PT

Project Team

PTG

Pengarah Tanah dan Galian

PWD

Public Works Department

QA/QC

Quality Assurance / Quality Control

Revision 0 : March 2009

DID MANUAL

Volume 11

RFI

Request For Inspection

RWDP

Rainwater Down Pipe

SI

Soil Investigation

SO

Superintendent Officer

SOCSO

Social Security Organization

SOP

Standard Operating Procedure

SYABAS

Syarikat Bekalan Air Selangor Sdn Bhd

T&C

Testing and Commissioning

TMB

Telekom Malaysia Berhad

TNB

Tenaga National Berhad

TSP

Total Suspended Particulate

TSS

Total Suspended Solids

UPS

Uninterrupted Power Supply

VO

Variation Order

WBS

Work Breakdown Structure

WMS

Work Method Statement

Revision 0 : March 2009

xi

Volume 11

DID MANUAL

(This page is deliberately left blank)

xii

Revision 0 : March 2009

DID MANUAL

Volume 11

List Of Glossary
TERM

DEFINITION

A
Acceleration

The use of methods for completing work in a shorter time than previously
planned or required by the contract.

Acceptance

The formal process of accepting delivery of a product or a deliverable.

Action Plan

A description of what needs to be done, when and by whom.

Activity

A task or set of tasks that are carried out in order to create a deliverable

Actual Cost

Incurred costs that are charged to the project budget and for which
payment has been made, or accrued.

Added Value

The addition of some worthwhile quality or performance improvement as


a result of some action taken, which may or may not have been part of
the original understanding, agreement or contract.

Agenda

A list of things to be done or discussed, typically at a meeting.

Agreement

A term often used to refer to contracts between an owner and its


professional consultants.

Alternative
Dispute
Resolution

Any procedure or combination of procedures voluntarily used to resolve


issues in controversy without the need to resort to litigation. These
procedures may include, but are not limited to, assisted settlement
negotiations, conciliation, facilitation, mediation, fact-finding, mini-trials,
and arbitration.

Approval

A process for sanctioning a proposed course of action usually following


some form of review. It should involve the transfer of the necessary
supporting Authority and Responsibility with the expectation of Reliability
and Accountability.

Arbitration

A formalized system for dealing with grievances and administering


corrective justice as part of collective bargaining agreements.

As-built
Documentation

Drawings and diagrams that provide an accurate representation of how


the product or facility is actually built.

Award Letter

A letter sent in response to an offer that accepts that offer.

B
Bar Chart

A scheduling tool (also called a Gantt chart) in which the time span of
each activity is shown as a horizontal line, the ends of which correspond
to the start and finish of the activity as indicated by a date line at the
bottom of the chart.

Revision 0 : March 2009

xiii

Volume 11

DID MANUAL

TERM

DEFINITION

Baseline
Schedule

A fixed project schedule that is the standard by which project


performance is measured. The current schedule is copied into the baseline
schedule which remains frozen until it is reset. Resetting the baseline is
done when the scope of the project has been changed significantly, for
example after a negotiated change. At that point, the original or current
baseline becomes invalid and should not be compared with the current
schedule.

Benchmark

A standard by which something can be measured or judged.

Best Practices

Techniques that agencies may use to help detect problems in the


acquisition, management, and administration of service contracts. Best
practices are practical techniques gained from experience that have been
shown to produce best results.

Bid Documents

A set of documents issued for purposes of soliciting bids in the course of


the acquisition process.

Bond

A written instrument executed by a bidder or contractor (the principal),


and a second party (the surety or sureties), to assure fulfillment of the
principals obligations to a third party (the obligee or agent identified in
the bond. If the principals obligations are not met, the bond assures
payment, to the extent stipulated, of any loss sustained by the obligee.

Budget

When unqualified, usually refers to an estimate of funds planned to cover


a fiscal period. Also a planned allocation of resources.

Buildability

The practical ease with which parts can be put together to form a unified
whole.

C
Certification

A written testimony to certain facts. Used to satisfy regulatory bodies or


customers that a person's or thing's capability, qualities, performance, etc.
are up to specified standards.

Change Order

A unilateral written order to a contractor to modify a contractual


requirement within the scope of contract and consistent with the terms of
that contract.

Checklist

A list of items to help in the process of checking.

Claim

The assertion of one of the contracting parties against the other seeking
financial adjustment or interpretation with financial implications of an
existing contract, subject to the terms of the contract's dispute clause.

Clarification

As a contractual term, refers to communication between a buyer and a


seller to eliminate minor irregularities or apparent clerical errors in a
proposal.

Closeout

The completion of project work once the project has been implemented.
The phase at the end of the project lifecycle just before the operations
begin.

xiv

Revision 0 : March 2009

DID MANUAL

Volume 11

TERM

DEFINITION

Coding

The assignment and use of code numbers for each project activity to
facilitate control and reporting.

Commission
and Handover

The completion, testing and transfer of a facility to the "Care, custody and
control" of the operators.

Commissioning

Advancement of an installation from the stage of static completion to full


working order and achievement of the specified operational requirements.

Compatibility

The characteristic or ability of systems to coexist and function in the same


environment without mutual interference.

Competency

In project management, the measurement of both a person's knowledge


and their demonstrated capability in project management.

Concept Phase

The first phase of a project in which the need is examined, alternatives


are assessed, the goals and objectives of the project are established and a
sponsor is identified.

Conceptual
Design

An early stage in the life of a project that should result in the preparation
of a document containing a functional program, sketches and outline
drawings, a concept estimate and a set of design standards.

Concurrent
Delays

Two or more delays that take place or overlap during the same period,
either of which occurring alone would have affected the ultimate
completion date. In practice it can be difficult to apportion damages when
the concurrent delays are due to the owner and contractor respectively.

Conditions

The existence of, or setting of, certain requirements before agreement


can be reached or work can begin, etc.

Conflict
Resolution

To seek a solution to a problem, five methods in particular have been


proven through confrontation, compromise, smoothing, forcing and
withdrawal.

Consent

In project team decision-making, acquiescence or agreement to a course


of action commonly characterized by comfort with the general direction
though not necessarily with all the specific details. In project decisionmaking, consent is considered a more practical approach than consensus.

Consistency

The degree of uniformity, standardization, and freedom from contradiction


among the documents or parts of a system or component.

Constructability

The extent to which the design of a structure facilitates ease of


construction, subject to the overall requirements for the completed form.

Construction

All the work involved in assembling resources and putting together the
materials required to form a new or changed facility.

Construction
Cost

Any of the cost types (appropriations, commitment, expenditure or


estimate to complete) associated with the scope of the construction work.

Revision 0 : March 2009

xv

Volume 11

DID MANUAL

TERM

DEFINITION

Construction
Management

The process by which a potential owner of a capital facility engages a


professional agent, referred to as a construction manager, to coordinate,
communicate and direct the entire process of construction from the
project planning stage through design, procurement, construction and
startup, in terms of scope, quality, time and cost.

Construction
Stage

That part of a project life cycle during which the construction work is
carried out.

Consultant

One who provides some specialized service based on their special


qualifications, education or experience.

Contingencies

Specific provision(s) to mitigate random or unknown project risks from


causing project failure or frequent baseline changes.

Contract

A mutually binding agreement in which the contractor is obligated to


provide services or products and the buyer is obligated to provide
payment for them. Contracts fall into three categories: fixed price, cost
reimbursable or unit price.

Contract
Closeout

Contract closeout activities which assure that the contractor has fulfilled
all contractual obligations and has released all claims and liens in
connection with work performed.

Contract
Completion
Date

The date established in the contract documents for the completion of all
or specified portions of the work. This date may be expressed as a
calendar date or a number of work days from the issuance of the Notice
To Proceed. When time extensions are issued by the owner, this revised
contract completion date is referred to as the Adjusted Contract
Completion date.

Contract
Dispute

Disagreement between the parties. This may occur during contract


execution or at completion and may include misinterpretation of technical
requirements and any terms and conditions or due to changes not
anticipated at the time of contract award.

Contract Preaward Meetings

Meetings with prospective suppliers before final award determination to


aid ranking and/or finalize terms of agreement between parties.

Contract Terms
and Conditions

The stated legal, financial, and administrative aspects of a contract.

Contract Types

The various forms of contracts by which goods/services can be acquired.

Contractual
Conditions

Conditions that bind parties to a performance in exchange for payment


(lawful consideration.)

Coordination

The act of ensuring that work carried out by different organizations and in
different places fits together effectively. It involves technical matters,
time, content and cost in order to achieve the project objectives
effectively.

xvi

Revision 0 : March 2009

DID MANUAL

Volume 11

TERM

DEFINITION

Corrective
Action

Action for the purpose of adjusting for deviations from a project plan. In
Quality Management, Corrective Actions are those measures taken to
rectify conditions adverse to specified quality, and where necessary, to
preclude repetition.

Cost Analysis

The analysis of the cost elements of a proposal or on-going work. It


includes verification of cost data, evaluation of all elements of costs, and
projection of these data to determine the effect on price.

Cost Control

The work of ensuring that costs fall within budgeted estimates by


monitoring actual costs against control estimates, flagging actual or
potential deviation, preparing forecasts and recommending actions to be
taken to keep costs in line with target.

Cost Estimate

The expected costs to perform a task or to acquire an item. Cost


estimates may be a single value or a range of values.

Cost
Management

The effective financial control of the project through evaluating,


estimating, budgeting, monitoring, analyzing, forecasting and reporting
the cost information.

Cost Plan

A budget which shows the amounts and expected dates of incurring costs
on the project or on a contract.

Cost Reviews

Planned, systematic and rigorous reassessments of the estimated cost at


completion of the scope of work in a cost class. Every design review
should be accompanied by a reforecast of cost.

Criteria

A statement that provides objectives, guidelines. procedures, and


standards that are to be used to execute the development, design, and/or
implementation portions of a project.

Critical Activity

An activity that has zero or negative float. This activity has no allowance
for work slippage. It must be finished on time or the whole project will fall
behind schedule. (Non-critical activities have float or slack time and are
not on the critical path. Super-critical activities have negative float.)

Critical Path

The path (sequence) of activities which represent the longest total time
required to complete the project. A delay in any activity in the critical path
causes a delay in the completion of the project. There may be more than
one critical path depending on durations and work flow logic.

Critical Path
Analysis

Procedure for calculating the critical path and floats in a network.

Critical Path
Method

A technique used to predict project duration by analyzing which sequence


of activities has the least amount of scheduling flexibility. Early dates are
figured by a forward pass using a specific start date and late dates are
figured by using a backward pass starting from a completion date.

Revision 0 : March 2009

xvii

Volume 11

TERM

DID MANUAL

DEFINITION

D
Defect

Any condition or characteristic in any supplies or services furnished by the


Contractor under the contract that is not in compliance with the
requirements of the contract.

Defective

A unit of product which contains one or more defects.

Delay

An interruption or hindrance to planned progress.

Deliverables

End products of a project or the measurable results of intermediate


activities within the project organization
Note: Deliverables may be in the form of hardware, software, services,
processes, documents or any combination thereof.

Design

In construction, defining the construction requirement (including the


functional relationships and technical systems to be used, such as
architectural, environmental, structural, electrical, mechanical, and fire
protection), producing the technical specifications and drawings, and
preparing the construction cost estimate.

Design &
Development
Phase

The second phase in the generic project life cycle encompasses detailed
technical, commercial and organizational decisions. There is often
substantial opportunity to optimize these decisions without the
expenditure of significant resources. Modeling, prototyping and testing
may thus be effort well spent. Management approval gates will be
necessary where major decisions are to be made, for example, technical
and design or procurement and commercial. In some industries this phase
is dealt with as two separate phases with a management gate between
the two. This is to allow the design to be developed in further outline
before approval is given for significant resource expenditure on full
design/development. Equally, the gate may be required before major
procurement decisions and commitments are made after initial design but
prior to full design/development.

Design Brief

The design synopsis of a project, usually at the end of the feasibility


phase.

Design
Development

The process of identifying and verifying technical solutions to meet the


requirements of the Conceptual Design. It brings a Conceptual design to
the next level of detail, but not as detailed as the Detailed Design Stage.
Depending on the size and nature of the project, it may be a separate
Stage in the Project Life Cycle.

Design Review

A formal, documented, comprehensive and systematic examination of a


design to evaluate the design requirements and the capability of the
design to meet these requirements and to identify problems and propose
solutions

Detailed
Design Stage

That part of a project life cycle during which working drawings, standards,
specifications and tender documents are prepared.

xviii

Revision 0 : March 2009

DID MANUAL

Volume 11

TERM

DEFINITION

Detailed
Estimate

An estimate based on complete or nearly complete details of quantity,


specifications, conditions and the like. Suitable for major commitments,
cost tracking and control. Also known as Definitive Estimate, or "bottom
up estimate".

Dispute

Disagreements not settled by mutual consent which could be decided by


litigation or arbitration.

Disruption

A major interference with the orderly progress of a project or major


activity. Usually on the part of a group or individuals who are dissatisfied
with conditions as they are.

Document

Any official or authoritative paper containing instructions, information,


evidence, facts and the like.

Document
Control

A system for controlling and executing project documentation in a uniform


and orderly fashion.

Document
Management

The orderly and appropriate organization, distribution, storage and


retrieval of project documents.

Documentation

The collection of reports, user information and references for distribution


and retrieval, displays, back-up information and records pertaining to the
project.

Duration

The length of time needed to complete an activity.

E
Early Finish

The earliest calculated date on which an activity can end. It is based on


the activity's Early Start which depends on the finish of predecessor
activities and the activity's duration. Most PM software calculates early
dates with a forward pass from the beginning of the project to the end.

Early Start

The Early Start date is defined as the earliest calculated date on which an
activity can begin. It is dependent on when all predecessor activities finish.
Most PM software calculates early dates with a forward pass from the
beginning of the project to the end.

Endorsement

Written Approval. Endorsement signifies personal understanding and


acceptance of the thing endorsed, and recommends further endorsement
by higher levels of authority if necessary. Endorsement of commitment by
a person invested with appropriate authority signifies authorization.

Environmental
Requirements

Regulatory conditions that pertain to the natural environment that must


be met in the planning and execution of a project.

Estimate

The prediction of a quantitative result. It is usually applied to project


costs, resources and durations.

Estimated
Completion Date

The predicted date at which all requirements for a defined task will be
completed.

Revision 0 : March 2009

xix

Volume 11

DID MANUAL

TERM

DEFINITION

Estimated Cost
at Completion

Actual Direct Costs, plus all related indirect costs, plus the estimate of
costs, both direct and indirect for all the work remaining.

Evaluation

The process of determining satisfaction of requirements. Evaluations may


include methods such as analyses, inspections, reviews, and tests. For
acquisition, evaluations are conducted throughout the contract period of
performance.

Evaluation of
Progress

A careful assessment of the work completed to date as compared to the


baseline plan.

Expediting

Facilitating and accelerating progress by the removal of obstacles.

Expert

One who is skilled by virtue of learning and experience. One who has
acquired special knowledge, skill or mastery of something.

F
Fabrication

The making, building, construction, or assembly of parts into a whole.

Facilitating

Enabling activities to proceed or be completed through encouraging


compromise and acceptance and/or by removing obstacles or otherwise
making the activities easier.

Failure

A deficiency, defect, nonperformance or non-conformance with specified


requirements.

Fast Tracking

Compressing the project schedule by doing some or all of certain activities


in parallel that would normally be done in sequence (such as design and
construction).

Feasibility
Study

The methods and techniques used to examine technical and cost data to
determine the economic potential and the practicality of project
applications. It involves the use of techniques such as the time value of
money so that projects may be evaluated and compared on an equivalent
basis. Interest rates, present worth factors, capitalization costs, operating
costs, depreciation, etc., are all considered.

Field Inspection

An inspection at the site of the work or job site.

File

A group of records.

Final
Completion

When the entire work has been performed to the requirements of the
contract, except for those items arising from the provisions of warranty,
and is so certified.

Final Payment

Final settlement paid at contract completion of the contractually obligated


amount including retention.

Final Report

Post-implementation report. Normally a retrospective report that formally


closes the project having handed over the project deliverables for
operational use.
Note: The report should draw attention to experiences that may be of
benefit to future projects and may form part of the accountability of the
project team

xx

Revision 0 : March 2009

DID MANUAL

Volume 11

TERM

DEFINITION

Findings

The conclusions of an assessment, evaluation, audit, or review that


identify the most important issues, problems, or opportunities within the
area of investigation.

Float

The difference between the time available for performing a task and the
time required to complete it. If the total float for a task equals zero, then
that task is on the critical path.

Functional
Management

The standard departments of a business organization that represent


individual disciplines eg. engineering, marketing, purchasing, accounting,
etc.

G
Gantt Chart

A Gantt chart is a time-phased graphic display of activity durations. It is


also referred to as a bar chart. Activities are listed with other tabular
information on the left side with time intervals over the bars. Activity
durations are shown in the form of horizontal bars.

General
Provisions

The mandatory clauses (by law or regulation) for contracts of a type.


Unique clauses are called Special Provisions.

General
Requirements

Non-technical specifications defining the scope of work, payments,


procedures. implementation constraints, etc. pertaining to the contract,

Government
Regulations and
Requirements

Those laws, regulations, rules, policies, and administrative requirements


imposed upon organizations by government agencies.

Guideline

A recommended or customary method of working to accomplish an


objective. A guideline is not enforced but is generally followed.

H
Hand-Over

A process of transfer of responsibility for all or part of a project or its


deliverables. Typically, this takes place at the end of a project or a major
part thereof.

Hand-Over
Phase

The phase in the generic project life cycle covers completion of the project
to the satisfaction of the sponsor. It includes management of the
introduction of the product or service being delivered by the project.
During Hand-Over, project records together with an audit trail
documentation include any operations and maintenance plans, are
completed and delivered to the sponsor.

Holdback or
Retention

A sum of money withheld from a construction contractor is payment


according to the terms of its contract, and/or statutory obligation to
ensure protection against valid third party claims.

I
Implementation

That part of the project life-cycle during which working drawings,


specifications and contract documents are prepared, contracts are
tendered and awarded, and the construction work undertaken.

Implementation
Phase

The project phase that develops the chosen solution into a completed
deliverable.

Revision 0 : March 2009

xxi

Volume 11

DID MANUAL

TERM

DEFINITION

Independent
Verification and
Validation

The process of proving compliance to a specification by using personnel


that are technically competent and managerially separate from the
development group.

Inexcusable
Delays

Project delays that are attributable to negligence on the part of the


contractor which lead in many cases to penalty payments.

Inspection

Activities such as measuring, examining, testing, gauging one or more


characteristics of a product or service and comparing these with specified
requirements to determine conformity.

Inspection
Record

Recorded data concerning the results of inspection action.

Instrumentation

The application of instruments for observation, measurement, or control.

Integration

The process of bringing people, activities and other things together to


perform effectively.

Interface

The functional and physical characteristics required to exist at a common


boundary or connection between persons, or between systems, or
between persons and systems.

Invitation to Bid

The invitation issued to prospective suppliers to submit a bid/quotation/


proposal for the supply of goods/ services.

J
Jurisdiction

The extent of territory over which legal or other power extends, e.g.
authority to interpret and apply the law.

K
Kick-Off
Meeting

A meeting of representatives of all groups (stakeholders) involved in the


project execution, to come to a common understanding of the project
responsibilities, scope of work and safety program.

L
Late Finish

The latest dates by which an activity can finish to avoid causing delays in
the project. Many PM software packages calculate late dates with a
backward pass from the end of the project to the beginning.

Lead Time

The time required by one task before another task can begin.

Lessons Learned

The capture of what went well as well as past errors of judgment resulting
in material failures, wrong timing or other mistakes, all for the purposes of
improving future performance.

Letter of Intent

A type of letter sometimes issued to a contractor to confirm the award of


a contract and pending the signing of formal contract documents. It is a
commitment document. It allows the contractor to prepare for
mobilization. Permitting work to start on site before the contract is signed
is not recommended as the Owner is without full protection at that point
until the construction contract is signed.

xxii

Revision 0 : March 2009

DID MANUAL

Volume 11

TERM

DEFINITION

Limits of
Authority

A corporate policy that provides guidelines for issuing proposals and


bidding in the interest of risk detection and evaluation.

Liquidated
Damages

A stipulation in a contract of a monetary amount that must be paid by the


contractor if the contractor fails to deliver supplies or perform services as
specified in the contract or any subsequent modification. Payments are in
lieu of actual damages related to the failure.

Long Lead Items

Those components of a system or piece of equipment for which the times


to design and fabricate are the longest and for which an early
commitment of funds may be desirable or necessary in order to meet the
earliest possible date of system completion.

M
Maintenance

Upkeep of property, equipment, or conditions (such as working


conditions.)

Major Defect

A defect other than critical, that is likely to result in failure, or to reduce


materially the usability of the unit of product for its intended purpose.

Manuals

Books of reference providing standard operating management or technical


information.

Master Plan

Plan showing the main project structure

Methodology

A documented process for management of projects that contains


procedures, definitions and roles and responsibilities.

Milestone

A point in time representing a key or important intermediate event in the


life of a project. A milestone should be capable of validation by meeting all
of the items prescribed in a defining checklist as agreed with the
stakeholders.
A defect that is not likely to reduce materially the usability of the unit of
product for its intended purpose, or is a departure from established
standards having little bearing on the effective use or operation of the
unit.

Minor Defect

Mitigation

Working to lessen risk by lowering its chances of occurring or by reducing


its effect if it does occur.

Mobilization

Organizing people, resources, etc. for starting up a project or an activity.

Mock-up

A physical demonstration model, built to scale, to verify proposed design


fit, critical clearances, and operator interfaces.

Module

A self-contained unit of code that accomplishes a particular process


network diagram. A scheduling tool in which activities or events are
displayed as arrows and nodes in which the logical precedence conditions
between the activities or events are shown.

Multi-Disciplined

Activity or project involving several professions.

Revision 0 : March 2009

xxiii

Volume 11

TERM

DID MANUAL

DEFINITION

N
Negligence

In legal terms, the omission to do something which a reasonable person,


guided by those ordinary considerations, which ordinarily regulate human
affairs, would do, or the doing of something that a reasonable and
prudent person would not do.

Negotiation

A bargaining process between two or more parties seeking to reach a


mutually satisfying agreement.

NonConformance

A deficiency in characteristics, documentation or procedure that renders


the quality of material/service unacceptable or indeterminate.

Nonconformity

The non-fulfillment of specified requirements.

Non-Destructive
Testing

A method of testing which does not destroy or alter the item being tested.

O
Obligation

A duty to make a future payment of money. The duty is incurred as soon


as an order is placed, or a contract is awarded for the delivery of goods
and/or the performance of services. The placement of an order is
sufficient. An Obligation legally encumbers a specified sum of money
which will require outlay(s) or expenditures in the future.

Obsolete

No longer current.

Off the Shelf


Item

An item produced and placed in stock by a contractor, or stocked by a


distributor, before receiving orders or contracts for its sale.

Offsite
Fabrication

The assembly of materials, components, systems and parts away from the
site of the project. For example, the parts of fixed furnishings for a
building may be pre-assembled in a manufacturing plant.

On-site
Assembly

The assembly of materials, components, systems and parts on the site


rather than offsite.

On-the-job
Training

Training by acquiring direct experience in the job environment. Usually


implemented by a team or mentor approach

Operations and
Maintenance
Operations and
Maintenance
Manual

Usually covers field operations, training, repair, logistics support,


upgrades, and related items.
A document that describes the required operations and maintenance
procedures for an entity or a system.

Overhead

Costs arising from management and supervision, office expenses, interestduring-construction, and any other general costs associated with the
project not directly attributable to design or construction.

xxiv

Revision 0 : March 2009

DID MANUAL

TERM

Volume 11

DEFINITION

P
Parameters

Any of a set of physical properties whose values determine the


characteristics or behavior of something. In project work, typically refers
to the range or limits within which the item must work.

Penalties

Sums to be forfeited to which the organization has agreed to be subjected


in case of non-fulfillment of requirements. Typically, sums forfeited under
contract for late delivery or non-performance or both.

Performance
Bond

A bond that secures performance and fulfillment of the contractor is


obligations under the contract.

Phase

The time between two major project milestones, during which a welldefined set of objectives is met, artifacts are completed, and decisions are
made to move or not move into the next phase.

Post Project
Review

A formal review of the project that examines the lessons that may be
learned and used for the benefit of future projects.

Practice

The usual, traditional, or commonly recommended way of doing things.

Pre Award
Meetings

Meetings to aid ranking of prospective suppliers before final award


determination and to examine their facilities or capabilities.

Pre
Commissioning

That work which is carried out prior to commissioning in order to


demonstrate that commissioning may be safely undertaken.

Precedence

When one task must be completed before another task can be started,
the first task is said to have precedence over the other.

Precedence
Diagramming

An activity oriented system in which activities are displayed in uniform


boxes complete with activity number, start duration and finish dates. The
logical relation between activity boxes is shown by logic connector lines.
Lead and lag times can also be shown. The display is more effective than
Arrow Diagramming and is also easier to revise, update, and program on
computer.

Preliminary

Something that precedes or is introductory or preparatory. Coming before


and usually forming a necessary prelude to something else.

Preliminary
Design

The design prepared in the planning stage of a project and submitted as


part of the project brief. The drawings and specifications that comprise
the Preliminary Design should be clearly specified as a matter of policy
and provide the basis for the Appropriation estimate.

Prequalification

An assessment of capabilities, current capacity, etc. as an initial part of a


selection process. Used to narrow the number of bidders when inviting
tenders for contract work and thereby reduce the amount of work for both
those bidders unlikely to be successful on these grounds as well as the
amount of work in reviewing the submissions and making a final selection
for award.

Revision 0 : March 2009

xxv

Volume 11

DID MANUAL

TERM

DEFINITION

Preventive
Maintenance

All actions performed in an attempt to retain an item in specified condition


by providing systematic inspection, detection, and prevention of incipient
failures.

Problem
Resolution

The interaction between the project manager and an individual team


member with the goal of finding a solution to a technical or personal
problem that affects project accomplishment.

Procedure

A prescribed method for performing specified work.

Procedures
Manual

A book of reference describing standard project procedures.

Process

A set of interrelated work activities in which value is added to the inputs


to provide specific outputs.

Procurement

A process for establishing contractual relationships to accomplish project


objectives. The assembly, tendering and award of contracts or
commitment documents. Specific procedures should be established for the
Procurement Process.

Procurement
Strategy

A macro view of the manner or approach to securing the necessary


resources for carrying out the work of the project. Procurement strategy
should be established early on in the project planning phase, since
procurement strategy decisions will affect the design of the work
breakdown structure. Procurement strategy may range from completing
all of the work in-house, or a single complete contract to a number of
separate trade contracts under the direction of a coordinating (e.g.
construction) manager.

Product
Liability

A generic term used to describe the onus on a producer or others to make


restitution for loss related to personal injury, property damage or other
harm caused by a product or service.

Progress
Milestones

Those project milestones identified as the basis for making Progress


Payments.

Project Brief

Statement that describes the purpose, cost, time and performance


requirements/constraints for a project.

Project
Completion

The point at which the results are handed over to the client, and the
project group disbanded.

Project Control

A project management function that involves comparing actual


performance with planned performance and taking corrective action (or
directing or motivating others to do so) to yield the desired outcome when
significant differences exist.
Communication linking various areas of a project to ensure the transfer of
information or hardware at interface points at the appropriate times and
identification of any further necessary resources.

Project
Coordination
Project Hand
Over

xxvi

The acceptance of the facility by the facility operators for occupancy and
training even though construction may not be fully completed.

Revision 0 : March 2009

DID MANUAL

Volume 11

TERM

DEFINITION

Project Life Cycle

The four sequential major time periods through which any project passes,
namely:
1. Concept
2. Definition
3. Execution (Implementation or Development)
4. Finishing (Commissioning or Close Out)
Each period may be identified as a Phase and further broken down into
stages that typically reflect the area of project management application
and the size and complexity of the specific project.

Project
Management

The planning, monitoring and control of all aspects of a project and the
motivation of all those involved in it to achieve the project objectives on
time and to specified cost, quality and performance.

Project
Management
Team

The members of the project team who are directly involved in project
management activities. On some smaller projects, the project
management team may include virtually all of the project team members.

Project Milestone

An important or key event in the project plan.

Project
Stakeholders

People or organizations who have a vested interest in the environment,


performance and/or outcome of the project.

Project Startup

The complex sequence of activities that are required to start the project,
mobilize the team, initiate the project definition process, obtain
agreement to the project's objectives and plan to deliver them.

Project Team

The central management group headed by a project manager and


responsible for the management and successful outcome of the project.

Project Team
Members

The people who report either directly or indirectly to the project manager.

Punch List

A list made near to the completion of a project showing the items of work
remaining in order to complete the project scope.

Q
Qualitative
Quality

Subjective opinion of quality based on judgment and not on quantitative


measurement.
The composite of all attributes or characteristics, including performance,
of an item or product required to satisfy stated or implied needs.
Conformance to requirements.

Quality
Assurance

All those planned and systematic actions necessary to provide adequate


confidence that a product or service will satisfy given requirements for
quality.

Quality
Assurance

All those planned and systematic actions necessary to provide adequate


confidence that a product or service will satisfy given requirements for
quality.

Quality
Assurance Plan

A plan that guarantees a quality approach and conformance to all


customer requirements for all activities in a project.

Revision 0 : March 2009

xxvii

Volume 11

DID MANUAL

TERM

DEFINITION

Quality Audit

A systematic and independent examination to determine whether quality


activities and related results comply with planned arrangements and
whether these arrangements are implemented effectively and are suitable
to achieve objectives.

Quality Control

The process of monitoring specific project results to determine if they


comply with relevant standards and identifying ways to eliminate causes
of unsatisfactory performance.

Quality
Management

The function required to determine and implement quality policy


throughout the project life cycle. Quality management encompasses the
sub-functions of Quality Assurance and Quality Control.

Project Quality
Plan

A document setting out the specific quality practices, resources and


sequence of activities relevant to a particular product, service, contract or
project.

Quality Policy

The overall quality intentions and direction of an organization as regards


quality, as formally expressed by top management.

R
Record
Retention

The necessity to retain records for reference for a specified period after
contract closeout, in case they are needed.

Records

The collection of related items of information assembled during the course


of a project.

Records
Management

The effective and efficient receipt, processing, storage and retrieval of all
project records, in whatever form (hardcopy, electronic, etc.) A good
Records Management program should:
1. Encompass all records having a bearing on the project's activities
including procurement and technical aspects
2. Establish policies for standardizing required forms, reports,
procedures and manuals
3. Ensure smooth and consistent distribution of information throughout
the project organization on a need-to-know basis
4. Expedite all required or outstanding information
5. Ensure security of vital records
6. Provide necessary retention for historical purposes
7. Meet legal retention requirements
8. Withdraw and destroy obsolete duplicates
Every project large and small is involved in records management to a
greater or lesser degree whether recognized or not. A conscious effort in
this area can greatly reduce the time and effort required to trace
information or to avoid duplication of work in the field due to oversight or
misplaced information.

Recovery
Schedule

A special schedule showing special efforts to recover time lost compared


to the master schedule.

Regulations

Rules or orders issued by an executive authority or regulatory agency of a


government and having the force of law.
The ability of an item to perform a required function under stated
conditions for a stated period of time.

Reliability

xxviii

Revision 0 : March 2009

DID MANUAL

Volume 11

TERM

DEFINITION

Request for
Change

A buyer or seller request to spend contract funds on an engineering


change proposal for a change. The request states the technical or
contractual issue being addressed, the impact on or benefit to the project,
and an assessment of the cost and schedule impact.

Request for
Information

A formal inquiry in the market place for information, typically concerning


"Expressions of Interest", capacity, capability and availability of
contractors to undertake and bid on work described in the solicitation.

Request for
Proposal

A document issued by one organization to another organization (or to several


other organizations) describing work that the issuer wishes to have undertaken by
the recipient(s) and inviting the recipient(s) to respond with a proposal.

Request for
Quotation

A formal invitation to submit a price for goods and/or services as


specified.

Resource

Any personnel, material or equipment required for the performance of an


activity.
Note: - Time is not a resource. It is the measure of the duration for which
a resource is needed or used. Also, money is better not thought of as a
resource, except in financing. It is better seen as the basis of evaluation
of the resources used by an activity or task.

Resource
Management

The planning, allocating and scheduling of resources to tasks, generally


including manpower, machine (plant and equipment), money, and
materials. Resource Management typically covers resource allocation and
its impact on schedules and budgets, as well as resource leveling and
smoothing.

Retention

A sum of money retained by the customer from each stage payment


which is paid at the end of the project when the end product is accepted.

Risk
Management

An organized assessment and control of project risks.

S
S Curve

Safety

A display of cumulative costs, labor hours or other quantities plotted


against time.
Note: The name derives from the S-like shape of the curve, flatter at the
beginning and end and steeper in the middle, which is typical of most
activities (and whole project). The beginning represents a slow, deliberate
but accelerating start, while the end represents a deceleration as the work
runs out.
The condition of being safe from undergoing or causing hurt, injury, or
loss. Protection against failure, breakage, or accident.

Sample

One or more units of product drawn from a lot or batch, the units of the
sample being selected at random without regard to their quality.

Sampling

The technique of selecting a representative part of a population for the


purpose of determining parameters or characteristics of the whole
population. A small part selected as a sample for inspection or analysis

Satisfaction

Fulfillment of a need or want; acceptability.

Revision 0 : March 2009

xxix

Volume 11

DID MANUAL

TERM

DEFINITION

Schedule

A time sequence of activities and events that represent an operating


timetable. The schedule specifies the relative beginning and ending times
of activities and the occurrence times of events. A schedule may be
presented on a calendar framework or on an elapsed time scale.

Schedule
Development

Developing a project schedule based on activity sequences, activity


durations and resource requirements.

Schedule
Management

The management or rearrangement of the activities in a project schedule


to improve the outcome based on the latest available information.

Scope

The definition that describes the project's product deliverables.

Shop Drawings

Drawings submitted by the construction contractor or a subcontractor


showing in detail:
1. The proposed fabrication and assembly of structural elements
2. The installation (i.e., form, fit, and attachment details) of
materials or equipment, or
3. Both

Sign-Off

The formal acceptance of a planned or proposed course of action,


constituting authority for the planner or proposer to proceed with the
action. Key sign-offs in the project life-cycle, by Owner and User, occur at
the conclusion of the concept and planning phases.

Specialist

One who specializes in a particular occupation, practice, or branch of


learning.

Specification

The document that prescribes the requirements with which the product or
services has to conform.

Stakeholders

Specific people or groups who have a stake in the outcome of the project.
Normally stakeholders are from within the company, and could include
internal customers, management, employees, administrators, etc. A
project may also have external stakeholders, including suppliers,
investors, community groups and government organization.

Stand Alone

A system which performs its function requiring little or no assistance from


interfacing systems.

Standard

A specific statement of the rules and constraints governing the naming,


contents, and operations of deliverables. The rules and constraints are
designed to support specific objectives.

Standard
Procedure

Prescribes that a certain kind of work be done in the same way wherever
it is performed.

Status

The comparison of actual progress against the plan to determine variance


and corrective action.

Stop Work Order

Request for interim stoppage of work due to non-conformance, or funding


or technical limitations

xxx

Revision 0 : March 2009

DID MANUAL

Volume 11

TERM

DEFINITION

System
Specification

Defines the system baseline in terms of system description, functional


requirements, quantitative technical parameters, design constraints and
the criteria for acceptance. It must be formulated in terms that are
quantifiable and verifiable.

System
Verification

Proof of compliance with system specifications. Verification may be


determined by test, analysis, inspection, or demonstration.

T
Tender and
Award Stage

That part of the project life-cycle during which contractors are invited to
prepare and submit bids, a selection is made and contracts are awarded.

Termination

The discontinuation of a project, project phase, stage, activity, or person.

Terms of
Reference

A specification of a team member's responsibilities and authorities within


the project.

Test

Any procedure designed to obtain, verify, or provide data for the


evaluation of a system, service or product.

Test Criteria

Standards by which test results and outcomes are judged.

Test Plan

A description of the tests needed to complete a project properly. A


document that describes the approach to all development, integration,
qualification, and acceptance testing.

Time Extension

An increase in the time allowed for completion of the project, usually


through the issuance of a Change Order.

Time Line

A Schedule line showing key dates and planned events.

Total Float

The maximum number of work periods by which an activity can be


delayed without delaying project completion or violating a target finish
date.

Traceability

The ability to trace the history, application or location of an item or


activity, or similar items or activities, by means of recorded identification.

Tracking

Collecting actual time, cost and resource information and feeding them
back into the project plan.

Turnkey

A form of contract in which a facility or equipment is to be designed, built,


supplied, or installed complete and ready for operation.

V
Validation

As in Project Validation, the process of providing evidence that a system


meets the needs of the user, i.e. "Are we building the 'Right Thing'?"

Value
Engineering

The structured approach to optimizing project value through examination


of the project's design. It is concerned with optimizing the design,
engineering and configuration aspects of value.

Revision 0 : March 2009

xxxi

Volume 11

DID MANUAL

TERM

DEFINITION

Value
Management

This technique is a creative, organized approach designed to optimize the


total cost and/or performance of the project. Usually applied only to the
most significant elements of a project by analyzing their contribution and
identifying functionally acceptable substitution. VM often results in
improved performance and/or appearance and simplification at a payoff
many times the cost of the VM program. It is best applied in the earliest
stages of a project. VM is not popular because of its "real" front end cost
compared to "notional" downstream savings.

Variation

A change in scope or timing of work which a supplier is obliged to do


under a contract.

Variation Order

The term used in the construction industry for an approved technical


change to the project.

Vendor

A supplier of material or services offered from a catalog or price list and


purchased with a purchase order.

Verification

Proof of compliance with specification performance requirements.


Verification may be determined by test, analysis, inspection, or
demonstration.

W
Waiver

Buyer action that grants contract relief from achieving specified


performance. Usually applied when the required performance is not worth
the cost and/or schedule to achieve full compliance.

Working
Drawings

The detailed graphical representations resulting from the detailed design


effort and which are necessary for the proper construction, assembly or
creation of the thing designed.

Workmanship

The art and skills of the operative performing the work and the resulting
style and character of the work performed.

Workshops

A usually brief and intensive program for a relatively small group of


people that focuses especially on techniques and skills in a particular field,
e.g. a training workshop. Unlike a briefing or lecture, a workshop format
encourages interaction and creative participation. Workshops are
especially useful at the commencement of a project to "educate and
motivate" team members by examining the project's goals, objectives,
organization, etc. and promotes team building through development of
schedules, coordination and problem solving activities.

Z
Zero Float

xxxii

A condition where there is no excess time between activities. An activity


with zero float is considered a critical activity. If the duration of any
critical activity is increased the project finish date will slip.

Revision 0 : March 2009

DID MANUAL VOLUME 11


CONSTRUCTION MANAGEMENT
PART I : INTRODUCTION

CHAPTER 1

INTRODUCTION TO VOLUME 11

Chapter 1 INTRODUCTION TO VOLUME 11

Table of Contents
Table of Contents..........1-i
1.1

INTRODUCTION ......................................................................................................... 1-1

1.2

SCOPE OF VOLUME 11................................................................................................ 1-1

1.3

AUTHORISED PARTY AND LIMITS OF AUTHORITY ....................................................... 1-1


1.3.1 Chapter 4 of Volume 10 - Superintending Officer (SO)/ Project Director (PD)....... 1-1
1.3.2 Chapter 5 of Volume 10 Authorised Party ....................................................... 1-1

1.4

DOCUMENT STRUCTURE AND CONTENTS.................................................................... 1-2


1.4.1 Structure Procedures And Appendices ............................................................ 1-2
1.4.2 Contents.......................................................................................................... 1-2
1.4.3 Samples/Pro-Forma.......................................................................................... 1-3

1.5

DOCUMENT UPDATES & CHANGE CONTROL/APPROVAL ............................................... 1-3

Appendix 1A Document Change Control / Approval .......1A- 1


Appendix 1B Amendments Record Sheet 1A- 2

Revision 0 : March 2009

1-i

Chapter 1 INTRODUCTION TO VOLUME 11

(This page is deliberately left blank)

1-ii

Revision 0 : March 2009

Chapter 1 INTRODUCTION TO VOLUME 11

1 INTRODUCTION TO VOLUME 11
1.1

INTRODUCTION
This chapter provides:

1.2

An overview of the scope, document structure and contents of Volume 11.

Procedures on updating the document.

SCOPE OF VOLUME 11
Volume 11 covers the general procedures and practices pertaining to construction
management, commencing from the award of contract stage until the completion of
defects liability stage.
It aims to be the first point of reference for matters pertaining to the construction
management procedures of the Department of Irrigation and Drainage (DID), for
example:

1.3

1.

The construction start-up processes and liaison with other Government agencies
and service providers;

2.

The Quality Assurance (QA) documents and Quality Control (QC) procedures;

3.

Project schedule and cost control;

4.

Project monitoring records, reports and Health, Safety and Environmental


protection (HSE) concerns;

5.

Training, Testing and Commissioning (T&C) and hand over inspection and
deliverables; and

6.

Defects management during Defects Liability Period (DLP).

AUTHORISED PARTY AND LIMITS OF AUTHORITY


The officers who are empowered to exercise the relevant powers under the conditions of
contract on behalf of DID, with the corresponding limits of authority are set out in
Volume 10 as follows:

1.3.1

Chapter 4 of Volume 10 - Superintending Officer (SO)/ Project Director (PD)


The administration of the construction contract is the responsibility of the SO/PD duly
named in the contract. The appointment of the SO/PD depends on a number of factors,
including value of the works; whether the project is undertaken at HQ or State level and
the location of the works.
The supervision of the construction work is generally carried out by the SO/PD
Representative. The SO/PD may delegate powers to more than one officer to perform
different duties on his behalf.

1.3.2

Chapter 5 of Volume 10 Authorised Party


The DID complies with the procurement guidelines set under the current relevant
Treasury Instructions. Accordingly, only the person who is duly authorized (Authorised
Party) may accept, approve, certify or otherwise act on behalf of the Government, in
matters of procurement or administration of contract, regardless who the SO/PD may be.

Revision 0 : March 2009

1-1

Chapter 1 INTRODUCTION TO VOLUME 11

Such person may be an officer, by virtue of his office, or a board or committee duly
convened and comprising the relevant officers. The limit of authority is usually
dependent on the value or estimated value of the contract.
1.4

DOCUMENT STRUCTURE AND CONTENTS

1.4.1

Structure Procedures And Appendices


Where applicable, the information is presented in the following manner and order:
a)

Procedures
The procedures section describes the relevant work processes/activities. The
guidelines or guidance notes on salient processes within construction management
practices, if any, are included in the respective appendix.

b)

Appendices
The Appendices may include the following, as may be relevant to the chapter.

1.4.2

a.

Checklist of procedures

b.

Forms

c.

Pro forma documents

d.

Flow charts - provides an overview of a particular process set out within the
chapter, and the sequence and interrelationship between the processes.

e.

Guidelines

Contents
The chapters within the Volume 11 are grouped into 4 parts, covering the following
subjects:
a)

Part I : Introduction
Part I gives a description on the structure and components of Volume 11. It also
provides a brief description of the overall process involved in the implementation of
construction management.

b)

Part II : Construction Stage


Construction management can be defined as the coordination of actions required
for the performance of site construction activities including procedures and
elements of control and monitoring necessary to assure that all contractual
obligations under construction stage are fulfilled by the parties to the contract.
Part II covers the general construction management process from the award of
construction contract to the Contractor, up to the stage prior to initiation of the
issuance of Certificate of Practical Completion (CPC).
It also includes guidelines, explanatory notes, checklists, flowcharts and sample
pro-forma on various construction management processes such as sample preconstruction meeting agenda; sample project quality plan (PQP) and work
inspection forms; management of work programme flowchart; guidelines on
testing and commissioning (T&C) administration and environmental compliance
audit checklist.

1-2

Revision 0 : March 2009

Chapter 1 INTRODUCTION TO VOLUME 11

c)

Part III : Completion And Hand Over Stage


Part III covers the general management process on works completed by the
Contractor to be handed over to DID. The procedures provide elements of control
necessary to assure that all contractual obligations are fulfilled by the parties to the
contract, before the issuance of CPC and hand over certificate.
It also includes guidelines, explanatory notes, checklists, flowcharts and sample
pro-forma on the processes involved such as sample defects list form; sample
training agenda; guideline for operation and maintenance (O&M) manual and asbuilt drawings including the flowchart on review and approval cycle for test
records, O&M manual and as-built drawing; CPC and hand over certificate
checklist.

d)

Part IV : Defects Liability Stage


Part IV covers the general management process from the commencement of
defects liability period up to the stage of issuance of certificate of making good
defects (CMGD). The procedures provide elements of control necessary to assure
that all defects and/or outstanding works rectified or closed out before issuing
CMGD to the Contractor. Checklists for CMGD and final certificate are included.
Sample Project final (completion) report is included as a guide to the Project Team.
This document is prepared by Project Team involved. It serves to facilitate the
dissemination of knowledge gained from the projects undertaken by DID. It will
also serve as a guide to the Project Teams undertaking other projects in the
future.

1.4.3

Samples/Pro-Forma
Samples/Pro-forma are included for reference and ease of comprehension of the
procedures only. Users should exercise care in its use in accordance with the specific
requirements of the respective projects.

1.5

DOCUMENT UPDATES & CHANGE CONTROL/APPROVAL


Volume 11 is a live document and is to be updated from time to time. The document is
ring bound for this purpose.
An officer may propose changes to the contents or procedures set out in Volume 11, by
using the Document Change Control Form. The officer should state the proposed
amendments together with reasons for the amendments in the Amendment Record
Sheet. Refer to Appendix 1A and 1B respectively.
Upon approval, the superseded page or document shall be replaced by the new/updated
page/document. The changes must be recorded in the Registration of Amendments
sheet at the front of the Manual.

Revision 0 : March 2009

1-3

Chapter 1 INTRODUCTION TO VOLUME 11

(This page is deliberately left blank)

1-4

Revision 0 : March 2009

DID MANUAL
Volume 11
Construction Management

Chapter 1
Introduction to Volume 11
APPENDIX 1A

Document Change Control / Approval

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 1 INTRODUCTION TO VOLUME 11

APPENDIX 1A

DOCUMENT CHANGE CONTROL/APPROVAL

TO :.

CHANGE REQUEST
DOCUMENT REFERENCE

PROPOSED AMENDMENT

DID MANUAL VOLUME 11

...................................................................
[OFFICER]

........................................
Date

Name :
Designation:
Contact No :
APPROVAL RECORD

Approved for Implementation

Not Approved

Remarks :

.............................................................
[APPROVING OFFICER]

.....................................
Date

Name :
Designation:
Contact No :

Revision 0 : March 2009

1A- 1

DID MANUAL
Volume 11
Construction Management

Chapter 1
Introduction to Volume 11
APPENDIX 1B

Amendment Record Sheet for Revision

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 1 INTRODUCTION TO VOLUME 11

APPENDIX 1B

AMENDMENTS RECORD SHEET FOR REVISION

AMENDMENT RECORD SHEET FOR REVISION : _______

TO:.
The amendment enclosed herewith is the revision to your DID Manual.
DOCUMENTS ISSUED

1.1

INSERT

REMOVE

AMENDMENT/
DOCUMENTED
PROCEDURE

REASON FOR
AMENDMENT/
DOCUMENTED
PROCEDURE

Volume 11, Chapter .


Page ____ to
Page ___, Rev.
___

Page ___ to
Page ___, Rev. ___

Attachment ___,
Page ___ to Page
___ , Rev. ___

Attachment ___,
Page ___ to Page
___ , Rev. ___

Volume 11, Chapter .


Page ____ to
Page ___, Rev.
___

Page ____ to
Page ___, Rev. ___

Attachment ___,
Page ___ to Page
___ , Rev. ___

Attachment ___,
Page ___ to Page
___ , Rev. ___

After Revision : ____ has been inserted, please complete the Registration of Amendments Sheet on
Page ___ of your Manual
Revision 0 : March 2009

1A- 2

DID MANUAL VOLUME 11


CONSTRUCTION MANAGEMENT
PART I : INTRODUCTION

CHAPTER 2

CONSTRUCTION MANAGEMENT
- OVERVIEW

Chapter 2 CONSTRUCTION MANAGEMENT - OVERVIEW

Table of Contents
Table of Contents..2-i
List of Figures.2-ii
2.1

INTRODUCTION ......................................................................................................... 2-1

2.2

FUNCTION OF CONSTRUCTION MANAGEMENT ............................................................ 2-2

2.3

CONSTRUCTION STAGE.............................................................................................. 2-2


2.3.1

Construction Start-Up ..................................................................................... 2-2

2.3.2

Quality Assurance and Quality Control ............................................................. 2-3

2.3.3

Project Monitoring Inspection and Supervision............................................... 2-3

2.3.4

Time Control .................................................................................................. 2-3

2.3.5

Cost Control ................................................................................................... 2-4

2.3.6

Health, Safety and Environmental.................................................................... 2-4

2.3.7

Liaison with Other Government Agencies and Service Providers......................... 2-5

2.3.8

Progress Report.............................................................................................. 2-5

2.3.9

Records, Drawings and Documentation ............................................................ 2-5

2.3.10 Testing and Commissioning............................................................................. 2-5


2.4

2.5

COMPLETION AND HAND OVER .................................................................................. 2-6


2.4.1

Final Inspection and Defects/Outstanding Works .............................................. 2-6

2.4.2

Hand Over of Records, Documents and Drawings ............................................. 2-6

2.4.3

Training ......................................................................................................... 2-6

2.4.4

Hand Over Certificate and Certificate of Practical Completion ............................ 2-7

DEFECTS LIABILITY STAGE......................................................................................... 2-7


2.5.1

Defective Works During Defects Liability Period ................................................ 2-7

2.5.2

Certificate of Making Good Defects .................................................................. 2-7

2.5.3

Final Certificate .............................................................................................. 2-7

2.5.4

Final (Completion) Report ............................................................................... 2-7

Revision 0 : March 2009

2-i

Chapter 2 CONSTRUCTION MANAGEMENT - OVERVIEW

List of Figures
Figure 2.1

Project Life Cycle Flow Chart.......2-1

Figure 2.2

Construction Management Methodology....2-2

2-ii

Revision 0 : March 2009

Chapter 2 CONSTRUCTION MANAGEMENT - OVERVIEW

2 CONSTRUCTION MANAGEMENT - OVERVIEW


2.1

INTRODUCTION
This chapter provides an overview of the processes involved in the following three stages
of a project life cycle:
i.
ii.
iii.

Construction stage
Completion and Hand-Over stage
Defects Liabilities stage

Figure 2.1 indicates these stages with respect to the overall project life cycle.
START
TENDER STAGE
Volume 11
Construction
Management

PROJECT INITIATION STAGE

CONSTRUCTION STAGE
PROJECT PLANNING STAGE

CONCEPT DESIGN STAGE

SCHEMATIC DESIGN STAGE

COMPLETION AND
HAND OVER

DEFECTS LIABILITY STAGE

DETAILED DESIGN
DEVELOPMENT STAGE
END

Figure 2.1 PROJECT LIFE CYCLE FLOW CHART (Outline)


Revision 0 : March 2009

2-1

Chapter 2 CONSTRUCTION MANAGEMENT - OVERVIEW

The overview provides a quick reference of the procedures within the Construction
Management module. Refer to Figure 2.2 for the flowchart on the Construction
Management methodology (Please see attachment Figure 2.2).
This procedure is written in anticipation that events would unfold in a chronological order
(although it is not always possible) in the management of a project. There are activities
that run through the entire phase of the project rather than in stages.
In general, the following procedures address the common approaches to both
conventional and design and build type of contracting method. In the case of
conventional type of contracting method, there can be projects whereby supervision is
fully undertaken by DID and also projects where consultants assume supervisory roles.
Where there are exceptions or departures from the conventional contracting, specific
mention is made in the procedure in reference to design and build practice.
2.2

FUNCTION OF CONSTRUCTION MANAGEMENT


The function of construction management is to provide overall procedures and describe
the major tasks and elements of control in construction management, from the award of
construction contract to the stage of issuing the Certificate of Practical Completion to the
Contractor. This volume also covers procedures in handing over completed works and
defects management during the defects liability/maintenance period.
The Project Team administers and monitors the Consultants services and the
Contractors progress on site with respect to time, quality, cost, environment, safety and
health.
Relevant procedures are stipulated in Chapters 3 to 17 of this volume and where
applicable, cross-referred to corresponding procedure on contract administration in
Volume 10 of the Manual.

2.3

CONSTRUCTION STAGE

2.3.1

Construction Start-Up
Chapter 3 provides the procedures and elements of control from the award of the
construction contract to the commencement of works on site. The procedure is read
together with Chapter 5, 8 and 20 of Volume 10 on contract administration for Limit of
Authority; Tender Evaluation and Acceptance and Nominated Sub-contract, respectively.
Upon the issuance of Letter of Award, such as Surat SetujuTerima Tender, JKR 203D
(Pind. 6/2005), a Pre-construction or kick off meeting is conducted to inform local leaders
and the public about the development. The first site meeting with the Contractor is held
before the commencement of work on site, to address contractual deliverables and other
standard requirements with respect to site operations. A sample of the agenda in such
meetings is provided.
The Project Team should ensure that the site is ready for handover to the Contractor and
that the Consultants have secured the necessary Authority approvals before the
commencement of works on site. If no approvals are obtained, the Authorized Person will
decide whether to commence with the works or otherwise.

2-2

Revision 0 : March 2009

Issue letter of Acceptance /


Award to Contractor.

Issue to Contractor, letter of


Employers delegation of powers
and its authority.

Agenda for Contractors preconstruction meeting advise on


procedure to be used.

DID brief Contractor on


specific procedures. (i.e.: Drawings
Management, Programming, NCR,
Testing, Commissioning, Reporting
etc.).

Ensure acceptance of Contractors


work programme and project quality
plan.

Contractors Development of Request


for Information and Request for
Inspection Proforma based on its
Inspection & Test Plan.

Implement cost and contract


management procedure.

Prepare, bind and sign off construction


contract documents.

Contract Award

Contractor Organisation & Program Submittals


Project Quality Plan
Organisation Chart
Site Office requirements
Materials Approvals
Work Programme
Drawings Management
Product Technical Information
Inspection and Test Plan
QA/QC, Safety, Health, Logistic, Environmental
Requirements
Statutory Permits
Temporary Structures
Tower Crane
Project Signage
Temporary Utility Supply

Pre Construction Meeting

Minutes of Meeting ( Consultant )

Mobilisation
DID
Review & Approval

Comments
Construction Survey ( Contractor ):
Setting out based on Land Surveyor
Demarcation Plan
Establish control points from given TBM

Comments

Review and Approval of Contractors


Submissions ( Consultant )

Comments /
Status C

DID Final Approval

Contract Administration

Ongoing Contract Correspondence

Client Information & Project Files


Project Meetings

Contract Variation Request ( EI / VO )


Contractor EOT & IPC.

Contractor Submittals
Shop Drawings
Work Method Statements
Manufacturing Programs
Updated / Revised Work Programme
Testing Programs and Results
Mock-Up / Sample / Cut Sheet / Catalog

Comments

Consultant Review & Approval

Comments

Final Approval
( DID )

Consultants Review & Recommendations

Approval and Recommendations


( DID )

Comments

Construction Mechanical,
Electrical & Special Systems

Progress Reports
Monthly
Quarterly

Construction Civil & Structures,


Architectural, ID.

Manufacture Equipment

Factory Witness Testing of Equipment


( Consultant, DID, Client )

Client Endorsement of Claims & Interim


Payment Certificate
( Client )

Quality Assurance / Control


( Contractor )

Draft O & M Manuals

Temporary Works / Mockups


( Contractor )

No

DID ensures continuous


update of Contractors work
programme and Inspection & Test
Plan.

Contractors development of
Testing and Commissioning
procedures and acceptance by
Consultant.

DID develops handing over


procedures to owner / operator.

DID develops procedures to


ensure safe keeping of contract
end records :
CPC
CMGD Certificate
Operation & Maintenance
Manual
Asbuilt drawings
Warranty Certificates
Contract Documents
Final Certificate

The flow chart is also applicable to


infrastructure works with modification
of elements referred i.e. Omission of
ID, Architectural and Special Systems.

Owners appointment of Building


Maintenance Operator.
Operator O & M training.

Closure of all NCRs.

Closure of EOT and Loss and


Expense claim.

Contractor prepare Draft Final


Account.

Ensure all defects corrected before


issuance of Certificate of Making
Good Defects.

Secure Certificate of Fitness for


Occupation/Certificate of Completion
and Compliance ( Could be Consultant
or Contractors role depending on
types of construction contract ).

Closure of all Consultants and


Contractors contract.

Owner taking Operational Insurance.

Construction Activities
( Contractor )

Pass Testing

Yes
No

Plant Performance Verification


( Consultant )

Testing, QC

Site Supervision of
Works
( Consultant )

Delivery to Site
Inspect Equipment
Storage on Site

Repair Procedures
( Contractor )

Yes

Element Acceptance
( Consultant )

Site Installation
( Contractor )
Civil & Building Complete
As Built Drawings
( Contractor )

Field Validation Testing


( Contractor )

As Built Drawings
( Contractor )

Final O & M Manuals


(Consultant Approval)

Civil & Building Inspection


( Consultant )

Site Witness Testing of Equipment


( Consultant & DID )

Correct Defects
( Contractor )
Defects List
( Consultant )

No
Pass Testing

O & M Training
Recommendation for Practical Completion
( Consultant )

Yes
Equipment Inspection
( Consultant )
Correct Defects
( Contractor )
Defects List
( Consultant )

Equipment, Warranty
Certificates Acceptance
( Consultant , DID )

Commissioning
( Contractor )

Issuance of Certificate of Practical


Completion ( Client, DID )

Defects Liability Period


( Contractor )

Certificate of Making Good Defects


( Client, DID, Consultant )

Final Certificate
( Client, DID , Consultant )

Handing Over to DID

2-2

Revision 0 : October 2008

Figure 2.2 Construction Management Methodology

Chapter 2 CONSTRUCTION MANAGEMENT - OVERVIEW

2.3.2

Quality Assurance and Quality Control


The quality procedures and controls to ascertain that the works comply with the design
and specifications, and confirm the required standards of work and materials quality are
attained are described in Chapter 4.
It is the responsibility of the Contractor to formulate the quality procedures and controls
for the works, and submit the quality assurance documents meeting the specifications
and other quality requirements in the contract, for review and approval of the Project
Team. Quality is assured using the Contractors Project Quality Plan (PQP) and Inspection
and Test Plan (ITP).
On-site Quality control on works performed by the Contractor is supervised by the
Consultant with the Project Team carrying out random checks to verify that such controls
are in place.
Inspections of works on site use the appropriate inspection forms before allowing the
next stage of physical works to proceed. Rejections of works are indicated in the
inspection forms or through a Construction Non Conformance Report (NCR).

2.3.3

Project Monitoring Inspection and Supervision


Chapter 5 describes the quality procedures and controls for monitoring of project and is
read together with Chapter 4.
The Contractor and its subcontractors and suppliers are responsible to comply with the
quality procedures and quality controls set out in the Contractors quality assurance
documents. The Consultants and the Project Team monitors such compliance by the
Contractor to the approved quality assurance documents and in carrying out the
inspection and supervision throughout the project period as required by the construction
contract.
The PQP, ITP or other relevant document submitted by the Contractor and approved by
the Consultant forms the basis for inspection and testing during construction. A sample
of Quality Audit of the Consultants/Supervisory Team is provided to help determine the
effectiveness of the project monitoring.

2.3.4

Time Control
Chapter 6 provides the procedure in the management and control of time to meet the
Clients requirement. The procedure is read together with Chapter 13, 15 and 16 of
Volume 10 on contract administration for Extension of Time; Loss and Expense and
Determination of contract, respectively.
The Project Team evaluates the Contractors submitted work programme and approves
the necessary baseline or revised programme.
The Project Team ascertains whether the Contractor is ahead or behind approved work
programme by evaluating and monitoring the physical works on site. Assessment on the
schedule is based on physical observation and through the Contractors submitted
progress report. The Project Team evaluates any entitlement for extension of time (EOT)
and recommends to the Authorized Person in a timely manner or in accordance with the
contract provisions.

Revision 0 : March 2009

2-3

Chapter 2 CONSTRUCTION MANAGEMENT - OVERVIEW

2.3.5

Cost Control
Chapter 7 provides the procedure in the management and control of cost to ensure the
overall management and control of cost is within the approved budget and Clients
requirement. The procedure is read together with Chapter 11, 12 and 19 of Volume 10
for related procedure on contract administration for Variations, Adjustment of Contract
Sum and Final Accounts and Final Certificate, respectively.
This procedure covers the preparation of cost report and control of cost during
construction stage until final account. It also recommends steps to minimize variations
based on a research1 conducted amongst government officers, consultants and
contractors involved in DIDs projects.
A cost report is produced periodically to advise DID on actual cost incurred, anticipated
cost and future commitments against the cost plan/budget approved.
Instructions to the Contractor involving Variations or Expenditure of Provisional Sums and
P.C. Sums items are issued in accordance with the construction contract and formalized
by the Authorized Person depending on the type of construction contract. Such SOs
Instruction is based on JKRs Contract Administration standard form, Arahan Pegawai
Penguasa, JKR 203U/82-Pin.1/92.
Procedures to manage Progress Payment and Claims are also included.

2.3.6

Health, Safety and Environmental


Chapter 8 describes the procedure for the management of health, safety and
environmental aspects of projects as required by statutory regulation of Occupational
Safety and Health Act (OSHA) 1994 (Act 514), Factories and Machinery Act 1967 (Act
139) and the Environmental Quality Act 1974 (Act 127).
It aims to reduce occupational and environmental risks in construction to an acceptable
level and covers the conduct of site safety, health and environmental disciplines. The
relevant standards for water quality, air quality and noise level is included for
comparison.
Samples of Safety and Health Daily Report, Observation Report and Audit Checklist as
well as Environmental Compliance Audit Checklist and Soil Erosion and Sediment Control
Regulations are included for reference.
Checklist for Worksite Safety and sample of Accident/Incident Reporting procedure is also
included.

2-4

Revision 0 : March 2009

Chapter 2 CONSTRUCTION MANAGEMENT - OVERVIEW

2.3.7

Liaison with Other Government Agencies and Service Providers


Chapter 9 describes the procedures and elements of control in dealing and working with
government agencies and service providers at construction phase of a project.
The Consultant will assist the Project Team in applying for the planning, building, or
other approvals such as land matters; and in obtaining clearance and approval from the
relevant authorities as well as make payments for the respective fees or charges.
Consultant shall liaise with Utility Providers/ Concessionaires on any diversion of existing
utilities infrastructure i.e. electric and telecommunication cables, fiber optic, water and
gas pipes before start of construction.
The consultants prepare reports, certificates and other documents of the project as
required by the relevant authorities, and applies and obtains approvals and any other
permission required by any authority having jurisdiction over the project, for and on
behalf of DID.

2.3.8

Progress Report
The Contractor prepares and submits the project progress report to the Project Team
with a copy of the report submitted to the Client and Consultants. The interval and
timing of submission is as agreed by the Client or as per the requirement of construction
contract.
The project progress report contains information on the overall status of the project with
respect to time, quality, cost, financial, physical progress and other pertinent issues. A
sample project progress report is included in Chapter 10.

2.3.9

Records, Drawings and Documentation


Chapter 11 outlines the fundamentals in the management of records, drawings and
documents. Proper administration of project records, drawings and documents is
essential to aid retrieval of information throughout the duration of the project as well as
for future reference.
A tracking system is established so that only the latest information or drawings are used.
These records, drawings and documents are properly maintained and stored for purpose
of hand over to DID or other beneficiary at the completion of the project.

2.3.10

Testing and Commissioning


Chapter 12 describes the procedure and elements of control in the administration and
implementation of testing and commissioning (T&C) activities by the Contractor,
Consultant and Project Team. The procedure is read together with Chapter 17 and 18 of
Volume 10 on contract administration for Pre-Completion Inspection and Defects
Management respectively.
For a successful T&C, the Contractor is required to thoroughly plan, organize, schedule
and implement the testing and commissioning activities. The Project Team needs to
review and approve the Contractors submitted T&C plans and procedure prior to its
commencement. The Project team confirms the schedule and ensures attendance of key
personnel from all relevant parties for the respective T&C activity.

Revision 0 : March 2009

2-5

Chapter 2 CONSTRUCTION MANAGEMENT - OVERVIEW

2.4

COMPLETION AND HAND OVER

2.4.1

Final Inspection and Defects/Outstanding Works


Chapter 15 provides the procedure and elements of control in the implementation of final
inspection, review and acceptance of the construction works and deliverables up to the
stage of issuance of Hand Over Certificate to the Contractor. The procedure is read
together with Chapter 17 and 18 of Volume 10 on contract administration for PreCompletion Inspection and Defects Management respectively. This procedure is also read
in conjunction with Chapter 12 (T&C), 13 (As-built and O&M) and 14 (Training) of the
Manual.
Final inspection of the completed works is jointly carried by representatives from the
Client, the Project Team, the Consultants and the Contractor to determine defects and
acceptable outstanding works (if any). The Client may include departments/agencies
under Ministry of National Resources and Environment, Ministry of Agriculture and
others.
The Contractor prepares and submits the list of defects, acceptable outstanding works (if
any) and the programme in remedying the defects and the outstanding works for a
review and acceptance by the Consultants and the Project Team.

2.4.2

Hand Over of Records, Documents and Drawings


Chapter 13 covers the relevant documents to be handed over to DID and/or rightful
beneficiary by the Contractor prior to the issuance of certificate of practical completion.
The procedure is also read together with Chapter 17 and 18 of Volume 10 on contract
administration for Pre-Completion Inspection and Defects Management respectively.
In general, there is a requirement for the Contractor to hand over relevant documents
such as As-built drawings, Operation and Maintenance manual (O&M), test records and
warranties to DID and other rightful beneficiary. Sufficient copies are made for
distribution to all the beneficiaries.
For Design and Build type of contract, the Contractors Consultants are to prepare and
submit the recommendation report, the Defects List and list of acceptable works (if any)
through the Contractor to the Project Team for checking and validation.

2.4.3

Training
Chapter 14 describes the procedure and guideline on the requirement of training for the
DIDs operational personnel before hand over. The procedure is read together with
Chapter 17 of Volume 10 on contract administration for Pre-Completion Inspection.
Training is crucial to ensure DIDs operational personnel are fully trained with adequate
knowledge, information and skills so as to have the ability to operate and maintain the
facility handed over by the Contractor to DID.

2-6

Revision 0 : March 2009

Chapter 2 CONSTRUCTION MANAGEMENT - OVERVIEW

2.4.4

Hand Over Certificate and Certificate of Practical Completion


The Project Team ensures the Contractor meets the prerequisites as per the construction
contract (or such allowable provisions in the construction contract) before the issuance of
the Hand Over Certificate or Certificate of Practical Completion (CPC).
The Hand Over Certificate and CPC are only issued to the Contractor upon acceptance of
Consultants and Project Teams recommendations by the Authorized Person. The
procedure is read together with Chapter 17 and 18 of Volume 10 - Pre-Completion
Inspection and Defects Management respectively as well as the 3 preceding chapters,
Chapter 12 (T&C), 13 (As-built and O&M) and 14 (Training) of the Manual.
The Defects Liability Period starts from the date of issuance of the Certificate of Practical
Completion.

2.5

DEFECTS LIABILITY STAGE

2.5.1

Defective Works During Defects Liability Period


Chapter 16 describes the procedure and elements of control in the maintenance and
management of defects from the period of the initiation of Certificate of Practical
Completion up to the issuance of Final Certificate to the Contractor. The procedure is
read together with Chapter 18 and 19 of Volume 10 on contract administration for
Defects Management and Final Account and Final Certificate, respectively.
The Project Team ensures that all defective works and acceptable outstanding works (if
any) are monitored, rectified and properly closed out before the expiry of the Defects
Liability Period.

2.5.2

Certificate of Making Good Defects


Upon the expiry of the Defects Liability Period, the Schedule of Defects is established and
the Contractor is required to rectify the defects in the instructed period of time.
Certificate of Making Good Defects will then be issued upon acceptance of the
Consultants and Project Teams recommendations by the Authorized Person. Refer to
Chapter 16 for detailed procedure.

2.5.3

Final Certificate
The issuance of the Final Certificate to the Contractor is detailed in Chapter 19 (Final
Accounts and Final Certificate) of Volume 10.

2.5.4

Final (Completion) Report


The final Chapter 17 of Volume 11 sets out the format and guidelines in preparing
project final (completion) report. This procedure is read in conjunction with Chapter 11
(Records, Drawings and Documentation) and Chapter 15 (Final Inspection and Hand
over) of the Manual.
The project final report is prepared by the Project Team at the completion of the project.
This document facilitates the dissemination of knowledge gained from the projects
undertaken by DID. It will also serves as a guide to the Project Teams undertaking other
projects in the future.

Revision 0 : March 2009

2-7

Chapter 2 CONSTRUCTION MANAGEMENT - OVERVIEW

(This page is deliberately left blank)

2-8

Revision 0 : March 2009

DID MANUAL VOLUME 11


CONSTRUCTION MANAGEMENT
PART II : CONSTRUCTION STAGE

CHAPTER 3

PROJECT CONSTRUCTION START-UP

Chapter 3 PROJECT CONSTRUCTION START-UP

Table of Contents
Table of Contents..3-i
3.1

INTRODUCTION ......................................................................................................... 3-1

3.2

SCOPE ....................................................................................................................... 3-1

3.3

PROCEDURE............................................................................................................... 3-1
3.3.1

General.......................................................................................................... 3-1

3.3.2

Delegation of Power ....................................................................................... 3-1

3.3.3

Commencement of Works ............................................................................... 3-2

3.3.4

Appointment Of Nominated Sub-Contractor/Supplier......................................... 3-3

Appendix 3A Sample Pre-Construction Meeting Agenda.....3A- 1


Appendix 3B Sample 1st Site Meeting Agenda......3A- 2

Revision 0 : March 2009

3-i

Chapter 3 PROJECT CONSTRUCTION START-UP

(This page is deliberately left blank)

3-ii

Revision 0 : March 2009

Chapter 3 PROJECT CONSTRUCTION START-UP

3 PROJECT CONSTRUCTION START-UP


3.1

INTRODUCTION
This chapter provides an overall procedures and elements of control in the
implementation of construction management from the award of the construction contract
to the commencement of works on site. Refer to Chapter 8 of Volume 10 for the
procedure on tender/award of contract.

3.2

SCOPE
The procedure covers both the conventional, and design and build type of contracting.
Any specific requirements of a Project shall be addressed in the Project Quality Plan or
the Construction Contract.

3.3

PROCEDURE

3.3.1

General
This procedure is written in anticipation that events would unfold in a chronological order
(although it is not always possible) in the management of a project. There are activities
that run through the entire phase of the project rather than in stages.
In general, the following procedures address the common approaches to both
conventional and design and build type of contracting method. In the case of
conventional type of contracting method, there can be projects whereby supervision is
fully undertaken by DID and also projects where consultants assume supervisory roles.
Where there are exceptions or departures from the conventional contracting, specific
mention is made in the procedure in reference to design and build practice.

3.3.2

Delegation of Power
It is to be noted that under certain contracts, delegation of powers in administering the
contract can be as follows:
1. Superintending Officer (SO) as in JKR form of Contract JKR 203D(Pind. 6/2005)
2. Project Director (PD) as in JKR Design and Build form of Contract ie. PWD Form
DB/T-A2002.
3. Engineer as in FIDIC form of Contract.
Assignment of limited powers in Item (1) as Superintending Officers representative, item
(2) as Project Directors representative and item (3) requires DID's internal approval.
Refer also to Chapter 5 of Volume 10 for the limit of Authority.

Revision 0 : March 2009

3-1

Chapter 3 PROJECT CONSTRUCTION START-UP

3.3.3

Commencement of Works
The Project Team ensures that the required Letter of Award, such as Surat SetujuTerima
Tender, JKR 203D (Pind. 6/2005) or other accepted (latest) form is issued to the
Contractor prior to the site possession. The Letter of Award outlining the terms of
agreement is endorsed and returned by the Contractor to the contract administrator
within a certain specified period (generally stated in the Letter of Award/Acceptance).
Upon the receipt of Letter of Award/Acceptance returned by the Contractor, the contract
administrator proceeds to execute the compilation of Contract Documents. The
compilation of contract documents will need to be completed within a certain specified
period (generally stated in the Letter of Award/Acceptance). Upon compilation, the
Contract Document is issued to the Contractor for acceptance and endorsement.
Pre-construction or kick off meeting is conducted to inform local leaders and the public
on reasons for the development, the time frame, type of building, benefit to the
community as well as the Consultants and Contractors involved. A sample of the agenda
in such meetings is as per Appendix 3A.
The first site meeting with the Contractor is held before or on site possession date (or
such other practicable time) before the commencement of work on site, to address
contractual deliverables and other standard requirements with respect to site operations.
The purpose of the meeting is to set the framework for the overall monitoring and
coordination of the construction stage until the end. This may includes the following:
1. Performance bond, insurances, CIDB and SOCSO
2. QA/QC policy and procedures
3. Work Programme submission and approval
4. Contractors work force approval
5. Environment, safety and health regulations
6. Local authority and other related agencies regulations
7. Logistic plan and site services
8. Document and drawings submission and approval guidelines
9. Contractors Project Quality Plan (PQP) submission guidelines.
10. Inspection and Test Plan (ITP)
11. Lines of communication
A sample of the agenda used for the meeting with Contractor is as per Appendix 3B.
For Design and Build contract, the following (where applicable) is also addressed:
1. Guarantee Bond (Design Warranty Bond)
2. Approval procedures for Contractors drawings developed during the detailed design
carried out by Contractors consultant.
3. Various submissions for authority approval e.g. building plans, Bombas approval,
Certificate of Fitness for Occupancy (CF)/Certificate of Completion and Compliance
(CCC) or other such provisions addressed in the construction contract.
4. Approval procedures for Contractors material
5. Samples to be used in construction
6. Site inspection/Joint site inspection procedure and documentation/reporting

3-2

Revision 0 : March 2009

Chapter 3 PROJECT CONSTRUCTION START-UP

Project Team ensures that the Consultant has secured the necessary authority approvals
prior to commencement of works on site. If no such approval has been obtained, the
Authorized Person will decide whether to commence the work.
Project Team also ensures that the Contractor comply with the relevant CIDB
requirements.
3.3.4

Appointment Of Nominated Sub-Contractor/Supplier


The Client can nominate sub-contractors and/or suppliers to the main Contractor. In such
instance, the Project Team needs to notify the main Contractor accordingly. An example
of such letter of nomination is the Surat Pemberitahuan Penamaan kepada Subkontraktor, JKR 203N 6/88 for Nominated Sub-Contractor and Surat Pemberitahuan
Penamaan kepada Pembekal Dinamakan, JKR 203P 6/88 for Nominated Supplier.
Refer to Chapter 20 of Volume 10 for procedure on Nominated Sub-contract.

Revision 0 : March 2009

3-3

Chapter 3 PROJECT CONSTRUCTION START-UP

(This page is deliberately left blank)

3-4

Revision 0 : March 2009

DID MANUAL
Volume 11
Construction Management

Chapter 3
Project Construction Start-Up
APPENDIX 3A

Sample Pre-Construction
Meeting Agenda

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 3 PROJECT CONSTRUCTION START-UP

APPENDIX 3A

SAMPLE PRE-CONSTRUCTION MEETING AGENDA

(PROJECT NAME)
PRE-CONSTRUCTION MEETING
(DATE)
(VENUE)

AGENDA:
1.

Opening speech by S.O or S.O representative.


Attendees include representatives from DID, Consultants, Contractors, relevant Authorities
and Agencies, local community and leaders as well as other relevant stakeholder.

2.

General Briefing
a)
b)
c)

The development e.g. type of building, works, etc.


Purpose and benefit
Timeline

3.

Discussion, requests, comments and other issues related to the contract works.

4.

Action to be taken / follow ups

5.

Conclusion

Revision 0 : March 2009

3A- 1

DID MANUAL
Volume 11
Construction Management

Chapter 3
Project Construction Start-Up
APPENDIX 3B

Sample 1st Site Meeting Agenda

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 3 PROJECT CONSTRUCTION START-UP

APPENDIX 3B

SAMPLE 1ST SITE MEETING AGENDA


(PROJECT NAME)
(PROJECT NO.)
1ST SITE MEETING
(DATE)
(VENUE)

Authority
Client
Project Team
Consultant/s

:
:
:
:

Contractor

Kerajaan Malaysia
Jabatan Pengairan dan Saliran

AGENDA
1.

Opening speech by S.O or S.O representative.


Attendees include representatives from DID, Consultants, Contractors as well as from
relevant Authorities and Agencies BOMBA, TNB etc.

2.

Deliverable
a.

Letter of Acceptance

b.

Performance Bond

c.

Design Warranty Bond (for Design and Build type of Contract)

d.

Insurance

e.

CIDB levy / requirement

f.

Registration of Works under SOCSO

g.

Site Possession

h.

Environment, Safety & Security Policy, Rules & Regulation

i.

QA/QC Policy

j
k.

Temporary Building (site office) & Logistic Plan


Nomination of Licensed Surveyor

l.

Project Signboard

m.

Contractor's Project Team


i.
Organization Chart and Contact No.
ii.
Detailed CVs

n.

Logistic & Site Services (underground services, soil investigation, etc)

Revision 0 : March 2009

3A- 2

Chapter 3 PROJECT CONSTRUCTION START-UP

o.

p.

Planning & Scheduling


i.

Submission and Approval

ii.

Initial Works & Two Month Look Ahead Schedule

iii.

Work Summary Schedule

iv.

Work Method Statement

v.

Labour Histogram

vi.

Machinery Histogram

vii.

Detailed Works Schedule

viii.

Detailed Works Method Statement

Reports
i.
Site Report (daily)
ii.

Weekly Report

iii.

Monthly Report

iv

Progress Photographs (before, during & after construction


progressively)

v.

Monthly Safety Report

vi.

Monthly Sub-letting Report on Bumiputra Participation


(as per Contract requirements)

q.

r.

vii.

Monthly Status Report on Sub-Contract Works

viii.

Health, Safety and Environment (HSE) Monthly Report

Line of Communication & Correspondence


i.

Reference used on correspondence and drawings

ii.

Limit of Authority of Designated Personnel

iii.

Named personnel for Contract communication

Document & Drawing Submission and Approval


i.

Reference used on drawings and documents submission

ii.

Approval cycles and copies required

iii.

Approval procedures for Contractor's drawings


(for Design and Build type of Contract)

iv.

3.

Approval procedures for Contractor's material samples to be used in


construction. (for Design and Build type of Contract)

s.

Contractor's Project Quality Plan Submission and Approval

t.

Contractor's Inspection and Test Plan

u.

Interim Payment Applications and Progress Payments

v.

Facilities for Project Director / Superintending officer / Project Team e.g. site office,
vehicles, boats, computers, etc.

Local Authorities and Other Related Agencies Regulation


Various Contractor's submissions for Authority approval e.g. building plans, Bomba's
approval, diversion for Permanent Utilities, Certificate of Completion and Compliance or
other such provisions addressed in construction contract.

3A- 3

Revision 0 : March 2009

Chapter 3 PROJECT CONSTRUCTION START-UP

4.

5.

6.

Project Controls
a.

Site Meeting

b.

Coordination Meeting

c.

Senior Management Meeting

Contract Inputs
(Relevant Documents/Drawings listed to be issued to the Contractor and selected from the
followings according to each project Contract requirements)
a.

Drawings for Construction

b.

Survey Control Point Layout & Coordinates

c.

Logistic Plan

d.

Guidelines on Road & Street Works Safety

e.

Guidelines on Progress Report

f.

Subcontractor / Supplier Registration Form

g.

Contractor's Project Quality Plan Submission Guidelines

h.

Contractor's Inspection and Test Plan Submission Guidelines

i.

Request for Information Guidelines

j.

Documents & Drawings Submission Guidelines

k.

Environment, Safety, Security and Health Regulations

Provisional Sum Items

Revision 0 : March 2009

3A- 4

DID MANUAL VOLUME 11


CONSTRUCTION MANAGEMENT
PART II : CONSTRUCTION STAGE

CHAPTER 4

QUALITY ASSURANCE
AND QUALITY CONTROL

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

Table of Contents
Table of Contents .................................................................................................................... 4-i
4.1

INTRODUCTION ......................................................................................................... 4-1

4.2

SCOPE .................................................................................................................... 4-1

4.3

PROCEDURE............................................................................................................... 4-1
4.3.1

4.3.2

Quality Assurance ........................................................................................... 4-1


4.3.1.1

Work Method Statement (WMS) ....................................................... 4-2

4.3.1.2

Project Quality Plan (PQP)................................................................ 4-2

4.3.1.3

Inspection & Test Plan (ITP) ............................................................ 4-2

4.3.1.4

Testing & Commissioning (T&C) Manual............................................ 4-2

4.3.1.5

Training Manual............................................................................... 4-3

QUALITY CONTROL (QC) ................................................................................ 4-3

Appendix 4A

Contractors PQP Document Guideline........4A- 1

Appendix 4B

ITP Document Guideline....4A- 18

Appendix 4C

Sample of Non Compliance Report4A- 42

Appendix 4D

Sample of WMS.....4A- 43

Revision 0 : March 2009

4-i

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

(This page is deliberately left blank)

4-ii

Revision 0 : March 2009

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

4 QUALITY ASSURANCE AND QUALITY CONTROL


4.1

INTRODUCTION
This chapter of Construction Management deals mainly with overall procedures and
elements of control in managing construction activities from the award of construction
contract to Contractor up to stage prior to the issuance of Certificate of Practical
Completion (CPC).
This procedure is written in anticipation that events would unfold in a chronological order
(although it is not always possible) in the management of a project. There are activities
that run through the entire phase of the project rather than in stages.

4.2

SCOPE
The Procedure addresses the common approaches to both conventional and design and
build type of contracting method. Where there are exceptions or departures from the
conventional contracting, specific mention is made in the Procedures in reference to
design and build practices.
The Procedure applies to all projects undertaken by DID. All specific requirements of a
particular Project are addressed in the project quality plan or the construction contract.

4.3

PROCEDURE

4.3.1

Quality Assurance
The quality procedures and controls ascertain that the works comply with the design and
specifications, and confirm the required standards of work and materials quality are
attained.
It is the responsibility of the Contractor to formulate the quality procedures and controls
for the works, and submit the quality assurance documents meeting the specifications
and other quality requirements in the contract.
The Contractors Quality Assurance documents may include but not limited to the
following items:

Method statement covering specific construction and installation method on site.

Contractors Project Quality Plan (PQP)

Contractors Inspection and Test Plan (ITP)

Clients Inspection and Test Plan (if used)

Testing and Commissioning (T&C) manual

Training manual

The Contractors Quality Assurance documents include the type and extent of the
independent quality auditing, timing of the inspections and procedures of signing for the
completed work.

Revision 0 : March 2009

4-1

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

The Project Team ensures proper management of review and approvals are carried out
together with the Consultants on the various Quality Assurance documents submitted by
the Contractor. This ensures relevant matters are in conformance with the specifications
and other requirements of the construction contract and aid the next stage of quality
control.
The Project Team, together with the Consultants, reviews and approves the quality
procedures and controls set out in the Contractors Quality Assurance documents. The
review and approval process cycle of these documents is included in the respective
document guideline.
For design and build contract, some Quality Assurance documents may require
endorsement from the Contractors consultant before submission to the Project Team.
Specific requirements are as per the construction contract.
The Project Team and the Consultants will conduct proper monitoring to ensure
adherence upon acceptance of the Contractors Quality Assurance documents.
4.3.1.1

Work Method Statement (WMS)


A WMS describes the job to be completed, outlines the steps involved, the hazards
identified (to the contractors and all relevant parties) and the controls to be implemented
to ensure the work is completed efficiently and safely. Refer to Appendix 4D for sample
work method statement.

4.3.1.2

Project Quality Plan (PQP)


PQP sets the specific tasks and requirements necessary for the execution of the project.
The PQP is used in conjunction with the Quality Manual and Standard Operation
Procedure of the organization to ensure consistency in the overall implementation of
quality management.
Guideline on the preparation and submission of Contractor's PQP is included in Appendix
4A, Attachment 1. The review and approval process cycle of this document is as per
Appendix 4A, Attachment 2.

4.3.1.3

Inspection & Test Plan (ITP)


The ITP sets out the framework of the various inspections and testing to be carried out
(and responsibilities of) the relevant parties.
Guideline on the preparation and submission of Contractor's ITP is included in Appendix
4B. The review and approval process cycle of this document is as per Appendix 4B,
Attachment 5.

4.3.1.4

Testing & Commissioning (T&C) Manual


The T&C manual provides a common framework of standards and the Client's
expectations of the project. It does not substitute the individual project specification
requirements. It is, however, a minimum standard that all Contractors must recognize as
complementing the construction contract specifications, providing a framework for facility
completion and the Client's acceptance.
Refer to Chapter 12 - TESTING & COMMISSIONING/ FINAL INSPECTION for guideline on
T&C manual.

4-2

Revision 0 : March 2009

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

4.3.1.5

Training Manual
Training Manual defines the scope and content of the training required for the operations
personnel prior to handing over of equipment or systems by the Contractor. It spells out
the necessary training in order to meet the requirements of the contract and the
Occupational Safety and Health Act (OSHA) 1994 (Act 514)
See Chapter 14 TRAINING for guideline on Training Manual.

4.3.2

QUALITY CONTROL (QC)


The Contractor and its subcontractors and suppliers are responsible for ensuring quality
procedures and controls set out in the Contractors Quality Assurance documents are
followed.
QC is implemented through on site inspection and supervision. The Project Team and
Consultants supervises quality control on works performed by the Contractor by carrying
out random checks to verify that such controls are in place. This ensures that the works
are in accordance with the requirements of the construction contract.
QC and inspection forms on site are developed by Contractor from the approved ITP
(following the guidelines provided by the Project Team) or other pertinent document
based on the specification required in the construction contract.
See Chapter 5 PROJECT MONITORING: INSPECTION AND SUPERVISION for the quality
control (where applicable) required during construction stage.
For design and build, the Contractor informs the Project Team when the relevant work is
ready for inspection. The Contractors Consultant will jointly inspect the works.

Revision 0 : March 2009

4-3

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

(This page is deliberately left blank)

4-4

Revision 0 : March 2009

DID MANUAL
Volume 11
Construction Management

Chapter 4
Quality Assurance and
Quality Control
APPENDIX 4A

Contractors Project Quality Plan


Document Guideline

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

APPENDIX 4A

CONTRACTORS PROJECT QUALITY PLAN DOCUMENT


GUIDELINE

Content
1.0

General Overview

2.0

Document Control Principle

3.0

Document Format

4.0

Implementation Requirements

5.0

List of Attachment
Attachment 1 -

Contractor's Project Quality Plan Sample

Attachment 2 -

Contractor's Project Quality Plan Review And Approval Process Flowchart

Revision 0 : March 2009

4A- 1

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

1.0

General Overview
This document provides the general guideline to the preparation and submission of
documents pertaining to the Contractor's Project Quality Plan (PQP). This document also
includes the process flow for the submission and review of the Contractor's PQP.

2.0

Document Control Principle


All documents is prepared and issued in accordance with the approved procedures, format,
and coding structure (where applicable) as outlined in this document and the Document &
Drawing Submission Guideline.
The Contractor and Consultant are required to implement and maintain a full record of all
documents transmitted.
All document intended for submission to the Project Team is accordingly documented as
per procedure.

3.0

Document Format

3.1

Contractor's Project Quality Plan (PQP)

3.1.1

The document is prepared in white plain paper of A4 size and 70 to 80 gm paper type. The
document is to be properly bound.

3.1.2

Cover Page
The cover page is indicated with the following:
a. Name of Contractor
b. Title of Project with the Contract no.
c.

Title of quality document

d. The document reference no. , issue no. and revision no. and the associated dates.
e. Restriction/distribution of quality document
f.

Name and signatures of each person responsible for the document for the preparation,
review and approval.

Refer the sample of the Contractor's PQP cover in Attachment 1.


3.1.3

4A- 2

The title block is maintained on each page of the Contractor's PQP. The title block includes
the following:
a.

Name of Company

b.

Title of Document (eg. Project Quality Plan)

c.

Section title of Document

d.

Document reference no.

e.

Revision no.

f.

Issue no.

g.

Date of document.

h.

Page no.

Revision 0 : March 2009

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

3.1.4

PQP Contents

3.1.4.1 The PQP is divided into relevant sections but not limited to the following;

3.1.5

a.

Distribution List

b.

Project Description

c.

Project Organization

d.

Contractors Site Organization

e.

Project Administration

f.

Forms and Checklist

Distribution List
The section on the distribution list should indicate and include the key personnel of the
contractor for the project and may include the contractor's consultants in the case of a
"Design and Build " type of contract.

3.1.6

Project Description
The section on the project description includes the following items:

3.1.7

a.

Project brief

b.

Scope of work that includes the Contractor's responsibilities and the Sub Contractor's
responsibilities, and the Contractor's Consultants responsibilities (where applicable).

c.

Project particulars that include the date of commencement and date of completion.

d.

Programme/Schedule

e.

Contract Documents and Drawings that include the list of contract drawings.

Project Organization
The section on the project organization includes the particulars of the contact person,
office address, telephone and fax no. of the following:
a.

DID

b.

Project Manager

c.

Architect

a.

4 Civil and Structural Consultant

d.

Mechanical and Electrical Consultant

e.

Quantity Surveyor Consultant

f.

Nominated Sub-Contractors (where applicable)

g.

Sub Contractors

h.

Key Material Suppliers

Revision 0 : March 2009

4A- 3

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

3.1.8

Contractors Site Organization


The section on the site organization includes the following:

3.1.9

a.

Site organization chart for the project. The organization chart includes the staff/
personnel by appointment and name. Contact (handphone) number of Contractors
personnel are included in the organization chart (as a minimum to include from the
Construction manager and Project manager to the Foreman and Supervisor level).
Please refer to the sample in the Attachment 1.

b.

Responsibilities is outlined for all the identified staff/ personnel in the organization
chart.

Project Administration/ Quality System


The section on the project administration includes the following:
a.

Quality procedures on Preparation, Design and Change Control, Construction and


Quality Control.

b.

Quality procedures on Control of Documents and Drawings.

c.

Quality procedures on Quality Records for survey drawings, inspection and approval
for concreting, rectification of defective works, tests on materials, manufacturer's
certificates, etc.

d.

Quality procedures on Quality Audits.

3.1.10 Forms and Checklist


The section on the Forms and Checklist includes the list of identified forms and checklist to
be used for the project under the major disciplines but not limited to the following:

4A- 4

a.

Civil Works

b.

Structural Works

c.

Architectural Works

d.

Electrical Works

e.

Mechanical Works

f.

Building Control System

g.

Landscape Works

Revision 0 : March 2009

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

4.0

Implementation Requirements

4.1

The overall Contractor's PQP submission implementation flow is illustrated in the process
flowchart in Attachment 2.

4.2

PQP Review and Approval

4.2.1

The PQP Document Guidelines is issued to the Contractor and also distributed to the
related Consultants.

4.2.2

The Contractor shall prepare the PQP for submission and review based upon the PQP
Document Guidelines.

4.2.3

The Contractor submits the completed documents for review. The submission and review
process flow is as shown in Attachment 2.

4.2.4

Should the documents be rejected then the Contractor is required to correct and revise the
documents in accordance to the review comments and resubmit for review.

4.2.5

Upon approval, the Contractor is required to implement the Contractor's PQP in the project.

5.0

List of Attachment
Attachment 1 -

Contractor's Project Quality Plan Sample

Attachment 2 -

Contractor's Project Quality Plan Review and Approval Process Flowchart

Revision 0 : March 2009

4A- 5

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

APPENDIX 4A

CONTRACTORS PROJECT QUALITY PLAN DOCUMENT


GUIDELINE

SAMPLE OF CONTRACTORS PROJECT QUALITY PLAN - ATTACHMENT 1


(Name of Company)
Issue No:
Issue date:

(Name of Doc. ie. Project


Quality Plan)

(Title of Project)
Revision no.
Page No.

(NAME OF COMPANY)

(TITLE OF DOCUMENT)

(TITLE OF PROJECT)

4A- 6

Revision 0 : March 2009

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

SAMPLE OF CONTRACTORS PROJECT QUALITY PLAN ATTACHMENT 1


(Name of Company)
Issue No:
Issue date:

Project Quality Plan

(Title of Project)
Revision no.
Page No.

CONTENTS
1.

DISTRIBUTION LIST

2.

PROJECT DESCRIPTION

3.

PROJECT ORGANIZATION

4.

SITE ORGANIZATION

5.

PROJECT ADMINISTRATION/ QUALITY SYSTEM

6.

FORMS AND CHECKLIST

Revision 0 : March 2009

4A- 7

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

SAMPLE OF CONTRACTORS PROJECT QUALITY PLAN - ATTACHMENT 1


(Name of Company)
Issue No:
Issue date:

Project Quality Plan

(Title of Project)
Revision no.
Page No.

DISTRIBUTION
The Project Quality Plan (PQP) should be distributed to the key officers in the project. As the
project quality plan, the key decisions are live and there must be a system of updating the plans.
In most projects, the KEY or MASTER COPY is kept by the Project Team who transmits the new
information to the holders of the other copies.
A typical distribution list would include:
Contracts manager,
Project engineers,
Main sub contractors.

4A- 8

Revision 0 : March 2009

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

SAMPLE OF CONTRACTORS PROJECT QUALITY PLAN - ATTACHMENT 1


(Name of Company)
Issue No:
Issue date:

Project Quality Plan

(Title of Project)
Revision no.
Page No.

PROJECT DESCRIPTION (eg. below)


Project Brief
The proposed secondary school includes the following buildings:
1.

Block A:Administration (3 storeys)

2.

Block B:Classrooms (5 storeys)

3.

External works

Scope of Works
The company is responsible for the construction of the secondary school buildings administration offices and staff rooms, classrooms, laboratories, extra curricular activities
rooms, auditorium and canteen - and external works.
The following works are executed by nominated sub contractors:
1.
2.

Mechanical and electrical installations,


Supply and installation of laboratory equipment, etc.

Project particulars
Date of commencement:
Date of completion:
Programme
See attached programme/schedule.
Contract Documents and Drawings
The Contractor is required to identify the drawing list or refer to the location of the current
drawings.

Revision 0 : March 2009

4A- 9

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

SAMPLE OF CONTRACTORS PROJECT QUALITY PLAN - ATTACHMENT 1


(Name of Company)
Issue No:
Issue date:

Project Quality Plan

(Title of Project)
Revision no.
Page No.

PROJECT ORGANIZATION
DID/ Project Team/ Consultants/ Authorities
DID:
Address:
Contact person:
Tel:
Fax:
Project Team:
Address:
Contact person:
Tel:
Fax:
Architect
Address:
Contact person:
Tel:
Fax:
C&S Engineer
Address:
Contact person:
Tel:
Fax:
M&E Engineer
Address:
Contact person:
Tel:
Fax:
Quantity surveyor
Address:
Contact person:
Tel:
Fax:

4A- 10

Revision 0 : March 2009

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

SAMPLE OF CONTRACTORS PROJECT QUALITY PLAN - ATTACHMENT 1


(Name of Company)
Issue No:
Issue date:

Project Quality Plan

(Title of Project)
Revision no.
Page No.

Nominated Sub contractor


Electrical Subcontractor
Address:
Contact person:
Tel:
Fax:
Air conditioning subcontractor
Address:
Contact person:
Tel:
Fax:
Sub-contractors
Carpenter
Address:
Contact person:
Tel:
Fax:
Concretor
Address:
Contact person:
Tel:
Fax:
Others

Revision 0 : March 2009

4A- 11

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

SAMPLE OF CONTRACTORS PROJECT QUALITY PLAN - ATTACHMENT 1


Project Quality Plan
(Name of Company)
Issue No:
Issue date:

(Title of Project)
Revision no.
Page No.

Key Material Suppliers


Ready mixed concrete
Address:
Contact person:
Tel:
Fax:
Cement
Address:
Contact person:
Tel:
Fax:
Sand
Address:
Contact person:
Tel:
Fax:
Steel bars
Address:
Contact person:
Tel:
Fax:
Roofing Sheets
Others

4A- 12

Revision 0 : March 2009

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

SAMPLE OF CONTRACTORS PROJECT QUALITY PLAN - ATTACHMENT 1


(Name of Company)
Issue No:
Issue date:

Project Quality Plan

(Title of Project)
Revision no.
Page No.

SITE ORGANIZATION AND RESPONSIBILITIES


Site Organization
The site organization should reflect the company's organization at the site with the
responsibilities of each staff clearly stated. The organization chart should be attached and
includes the staff by appointment and by name.
Responsibilities
The responsibilities outlined in this section should include all the staff indicated in the
organization chart.

Revision 0 : March 2009

4A- 13

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

SAMPLE OF CONTRACTORS PROJECT QUALITY PLAN - ATTACHMENT 1


(Name of Company)
Issue No:
Issue date:

Project Quality Plan

(Title of Project)
Revision no.
Page No.

PROJECT ADMINISTRATION/ QUALITY SYSTEM


The following Quality Procedures are to be observed:
Preparation (below are examples only)
QPS-PEP-01
QPS-PEP-02
QPS-PEP-03
QPS-PEP-04
QPS-PEP-05

Site possession and mobilization


Planning and scheduling
Site organization
Health Safety, security, & Environment
Material Procurement

Construction (below are examples only)


QPS-CON-01
QPS-CON-02
QPS-CON-03
QPS-CON-04
QPS-CON-05
QPS-CON-06
QPS-CON-07
QPS-CON-08
QPS-CON-09

Handling and Storage


DID supplied materials
Product identification and traceability
Maintenance of plant and machinery
Meetings with DID and Consultants
Reports
Claims
Payment for work and materials
Final Inspection and Handing over

Quality Control (below are examples only)


QPS-QAC-01
QPS-QAC-02
QPS-QAC-03
QPS-QAC-04
QPS-QAC-05
QPS-QAC-06
QPS-QAC-07
QPS-QAC-08

4A- 14

Project Quality Plans


Work Instructions
Inspection and Test Plans
Sub Contractor Quality Plans
Inspection of subcontractor's works
Maintenance of inspection and test equipment
Non conformance control
Corrective Action and Preventive Action

Revision 0 : March 2009

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

SAMPLE OF CONTRACTORS PROJECT QUALITY PLAN - ATTACHMENT 1


(Name of Company)
Issue No:
Issue date:

Project Quality Plan

(Title of Project)
Revision no.
Page No.

Control of Documents and Drawings


All correspondence is to be registered by the site clerk and signed by the project manager of his
assigned staff.
All drawings are to be registered with the site clerk and the master copies are to be kept at the
head office.
Method Statements
Contractor defines the structure and organization of the associated work method statement
documents.
Quality Records
The following are classified as quality records for the project and should be kept and maintained as
in Quality Procedure
1.

Survey drawings

2.

Records of inspection and approval

3.

Rrecords of rectification of defective work

4.

Records of tests on batches of material

5.

Manufacturer's certificates

6.

Others

Quality Audits
The internal quality audits on the project will be carried out periodically as in the approved internal
audit schedule. The procedures for conducting internal quality audits will be observed.

Revision 0 : March 2009

4A- 15

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

SAMPLE OF CONTRACTORS PROJECT QUALITY PLAN - ATTACHMENT 1


(Name of Company)
Issue No:
Issue date:

Project Quality Plan

(Title of Project)
Revision no.
Page No.

LIST OF FORMS AND CHECKLISTS


Contractor to list:

4A- 16

Revision 0 : March 2009

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

APPENDIX 4A

CONTRACTORS PROJECT QUALITY PLAN DOCUMENT


GUIDELINE

ATTACHMENT 2 - PROJECT QUALITY PLAN REVIEW AND APPROVAL CYCLE


Process Flowchart

Description

Issue Guidelines

The Project Quality Plan (PQP)


Document Guidelines to be
issued to the Contractor

Contractor prepare
Documents

Contractor submission

Project Team/Consultants
Check and review of submission

NO

Action By
Project Team

The Contractor prepares the


Contractor
PQP documents, based on the
PQP Document Guidelines

Contractors submission of
the Completed PQP documents

Contractor

Project Team / Consultants


check and review of the
submission

Project Team /
Consultants

Contractor to implement the

Contractor

Approve

YES
Contractor to implement
Approved PQP documents

Revision 0 : March 2009

4A- 17

DID MANUAL
Volume 11
Construction Management

Chapter 4
Quality Assurance and
Quality Control
APPENDIX 4B

Inspection and Test Plan


Document Guideline

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

APPENDIX 4B INSPECTION AND TEST PLAN DOCUMENT GUIDELINE


TABLE OF CONTENTS
1.

GENERAL OVERVIEW

2.

DOCUMENT CONTROL PRINCIPLE

3.

DOCUMENT FORMAT

4.

5.

3.1

Inspection and Test Plan

3.2

Request for Work Inspection

3.3

Inspection Forms

IMPLEMENTATION REQUIREMENTS
4.1

Stage 1 - Inspection and Test Plan

4.2

Stage 2 - Request for Work Inspection

4.3

Stage 3 - Inspection Forms

LIST OF ATTACHMENTS
Attachment 1 - Sample Inspection and Test Plan Cover
Attachment 2 - Sample Inspection and Test Plan
Attachment 3 - Sample Request for Work Inspection
Attachment 4 - Sample Inspection Forms
Attachment 5 - Process Flowchart

Revision 0 : March 2008

4A- 18

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

1.

GENERAL OVERVIEW
This document provides the general guidelines for the preparation and submission of
documents pertaining to the Inspection and Test Plan (ITP) inclusive of the Request for
Inspections (RFI), and sample Inspection Forms. This document also includes the
process flow for the submission and review of the ITP and the document process flow for
the RFI and the Inspection Forms.

2.

DOCUMENT CONTROL PRINCIPLE


All documents are prepared and issued in accordance with the approved procedures,
format, and coding structure (where applicable) as outlined in the Document & Drawing
Submission Guidelines.
The Contractor and Consultant are required to implement and maintain a full record of all
documents transmitted.
All document intended for submission to the Project Team must be sent through the
Project Clerk.

3.

DOCUMENT FORMAT

3.1

INSPECTION AND TEST PLAN

3.1.1

The document is prepared in white plain paper of A4 size and 70 to 80 gm paper type.
The document is to be properly bound.

3.1.2

Cover Page
The cover page is indicated with the following:
a. Name of Contractor
b. Title of project with the Contract no.
c.

Title of quality document

d. The document reference no., issue no. and revision no. and the associated dates.
e. Restriction/distribution of quality document
f.

Name and signatures of each person responsible for the document for the
preparation, review and approval.

Refer the sample of the ITP cover in Attachment 1.

4A- 19

Revision 0 : March 2009

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

3.1.3

ITP Schedule

3.1.3.1

The ITP is divided into sections of main trades but not limited to the following;
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.

3.1.3.2

The title block is maintained on each page of the ITP. The title block includes the
following:
a.
b.
c.
d.
e.
f.
g.
h.

3.1.3.3

Civil Works
Structural Works
Architectural Works
Mechanical Works
Electrical Works
Building Control System
Landscape Works
Final Inspection and Testing
Certificate of Practical Completion
Handover

Name of Company
Title of Document (ie. Inspection and Test Plan)
Section title of Document
Document reference no.
Revision no.
Issue no.
Date of document.
Page no.

The fields of the ITP consist of the following:


a.
b.
c.
d.
e.
f.
g.
h.

Description of Work
Reference to Specifications
Frequency of Inspection
Point of Inspection/ Test
Responsibility (Contractor's Personnel)
Acceptance Criteria and Test Forms
Verifying Documents
Action by
1. NSC/ Sub Contractor
2. Contractor
3. Consultant
4. Project Team/ DID

Refer to the sample of the ITP in Attachment 2.

Revision 0 : March 2008

4A- 20

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

3.1.3.4

For the Design & Build type contract, the detailed topics of the following design control
should be included for all main trades and systems into the ITP. The design control
requirements are as listed below but not be limited to the following:
a.
b.
c.
d.
e.

Concept Design Report/Proposal


Concept Design Schematic
Option Studies
Design Calculations
Design Drawings

The detailed topics of the main trades to be included into the ITP for conventional Build
type contract and Design & Build type contract are as listed below but not be limited to
the following:
a. Civil Works
1. Approval of Specialist Sub contractors
2. Material and Technical data Submission
3. Calculations Submission
4. Shop drawings
5. Method Statements Submission
6. Bricks
i.
Receiving Inspection
ii.
Installation Inspection
7. Box Culverts
i.
Receiving Inspection
ii.
Installation Inspection
8. Cement Lined MS Pipes
i.
Receiving Inspection
ii.
Installation Inspection
iii.
Mirror Test
iv.
Pressure Test
9. Backfill Material
i.
Grading Test
10. VCP Pipes
i.
Receiving Inspection
ii.
Installation Inspection
iii.
Mirror Test
iv.
Pressure Test
11. Pavement
i.
Field Density Test
ii.
Sand Placement test
iii.
Crusher-run Sieve Analysis
iv.
Grading & Binder Content of Mix
v.
Marshall Test
vi.
Cores Test
vii. In-process installation inspection
12. Earthwork
i.
CBR Test

4A- 21

Revision 0 : March 2009

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

3.1.3.4 (contd)
b. Structural Works
1. Approval of Specialist Sub contractors
2. Material and Technical data Submission
3. Calculations Submission
4. Shop drawings
5. Method Statements Submission
6. Ready Mixed Concrete
i.
Slump Test
ii.
Concrete Cube Test
7. Steel Bars
i.
Receiving Inspection
ii.
Bend Test
iii.
Tensile Test
8. BRC Mesh
i.
Tensile Test
ii.
Weld Strength Test
9. Form & Reinforcement
i.
Pre-concreting Inspection
10. Reinforced Concrete
i.
Pre-concreting Inspection
ii.
Floor hardener Inspection
c.

Architectural Works
1. Approval of Specialist Sub contractors
2. Material and Technical data Submission
3. Manufacturing Drawings
4. Shop drawings
5. Method Statements Submission
6. Sample submission
7. Mock-up inspections
8. Material/Equipment delivery inspections
9. Bricks
i.
Receiving Inspection
ii.
Installation Inspection
10. Door Frame
i.
Receiving Inspection
2. Installation Inspection
11. Window Frame
i.
Receiving Inspection
ii.
Installation Inspection
12. Ironmongery & Fittings
i.
Receiving Inspection
ii.
Installation Inspection
13. Light Weight Blocks
i.
Receiving Inspection
ii.
Installation Inspection
14. Tiles
i.
Receiving Inspection
ii.
Installation Inspection
15. Waterproofing System
i.
Receiving Inspection
ii.
Installation Inspection
ii.
Ponding test

Revision 0 : March 2008

4A- 22

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

3.1.3.4 (contd)
c.

Architectural Works (cont'd)


16. Railing Works
i.
Receiving Inspection
ii.
Installation Inspection
17. Skim Coating
i.
Receiving Inspection
ii.
Installation Inspection
18. Stones/ Granite
i.
Receiving Inspection
ii.
Installation Inspection
19. Roller Shutter
i.
Receiving Inspection
ii.
Installation Inspection
20. Sanitary Wares & Fittings
i.
Receiving Inspection
ii.
Installation Inspection
21. Paints
i.
Receiving Inspection
ii.
Installation Inspection
22. Cement Mortar (Walls and Floors)
i.
Inspection of Plastering Works
ii.
Inspection of Screeding Works

d. Mechanical Works
1. Approval of Specialist Sub contractors
2. Material and Technical data Submission
3. Calculations Submission
4. Manufacturing Drawings
5. Shop drawings
6. Combined services drawings
7. Method Statements Submission
8. Sample submission
9. Mock-up inspections
10. Equipment delivery inspections
11. Air conditioning
i.
Internal chilled water piping
Welding Inspection
Pressure test
Pump test
Chilled water balancing
ii.
Ducting
Installation Inspection
Pressure Test
Air balancing
iii.
AHU/FCU
Installation Inspection
Equipment test
iv.
Control System
Equipment test
Fire alarm interface
BCS interface

4A- 23

Revision 0 : March 2009

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

3.1.3.4 (contd)
d. Mechanical Works (cont'd)
v.

Overall System
Chilled water balancing and measurement
Air balancing and measurement
Temperature measurement
Noise measurement

12. Mechanical Ventilation


i.
Ducting
Installation inspection
Pressure test
Air balancing and measurement
ii.
Fans
Installation inspection
Equipment test
iii.
Overall System
Air balancing and measurement
Smoke extract interface test
Control system test
Fire alarm interface
BCS interface
13. Fire Fighting System
i.
Fire Alarm system
Installation inspection
Fire alarm device test
Main control testing
Output interface testing
BCS and other system interface
ii.
CO2 System
CO2 system test
Fire alarm system interface test
Hose Reel System
o Installation Inspection
o Pipe pressure test
o System test including pump test
o Fire alarm interface
iii.
Wet Riser
Installation Inspection
Pipe pressure test
Pipe flushing
System test including pump test
Fire alarm interface
iv.
Sprinkler System
Installation Inspection
Pipe pressure test
Pipe flushing
System test including pump test
Fire alarm interface

Revision 0 : March 2008

4A- 24

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

3.1.3.4 (contd)
d. Mechanical Works (cont'd)
v.

Firemen Intercom System


Installation Inspection
Cable continuity test
Cable termination
Equipment test
Numbering, identification & verification
Interface to Bomba

14. Sanitary Plumbing/ Sewerage


i.
Installation Inspection
ii.
Leak/ Level test
iii.
System test
e. Electrical Works
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.

Approval of Specialist Sub contractors


Material and Technical data Submission
Calculations Submission
Manufacturing Drawings
Shop drawings
Combined services drawings
Method Statements Submission
Sample submission
Mock-up inspections
Equipment delivery inspections
HT switchgear
i.
Factory Acceptance testing
ii.
Installation inspection
iii.
CT and VT test
iv.
OC & EF Relay test
v.
Primary Injection test
vi.
Secondary Injection test
vii. Insulation test
viii. Pressure test
ix.
Functional test
12 HT cables
i.
Installation inspection
ii.
Phasing check
iii.
Insulation test
iv.
Pressure test
13 Transformers
i.
Factory Acceptance testing
ii.
Installation Inspection
iii.
Insulation test
iv.
Ratio check
v.
Pressure test
vi.
Functional test
vii. Noise Level test

4A- 25

Revision 0 : March 2009

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

3.1.3.4 (contd)
e. Electrical Works (cont'd)
14. Generator Sets
i.
Factory Acceptance testing
ii.
Installation Inspection
iii.
Load test
iv.
Droop test
v.
safety devices test
vi.
AMF panel test
vii. Fuel pump and discharge fan inspection
viii. Acoustic treatment inspection and sound measurement
15. LV main switchboards
i.
Factory Acceptance testing
ii.
Installation inspection
iii.
OC & EF Relay test
iv.
Primary Injection test
v.
Secondary Injection test
vi.
Insulation test
vii. Pressure test
viii. Functional test
16. LV sub-boards
i.
Factory Acceptance testing
ii.
Installation inspection
iii.
OC and EF Relay test
iv.
Primary Injection test
v.
Secondary Injection test
vi.
Insulation test
vii. Pressure test
viii. Functional test
17. LV mains/Busduct
i.
Installation inspection
ii.
Phase check
iii.
Insulation test
iv.
Pressure test
18. Power points and Lighting Points/Fittings
i.
Installation inspection
ii.
Insulation test
iii.
Polarity test
iv.
Earthing test
v.
Fault discrimination test
vi.
Light switching zone check
vii. Lux measurement
19. UPS
i.
Factory Acceptance testing
ii.
Installation Inspection
iii.
Equipment Test
20. Earthing
i.
Installation Inspection
ii.
Earthing resistance test
21. Lightning Protection System
i.
Installation Inspection
ii.
Earthing resistance test

Revision 0 : March 2008

4A- 26

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

3.1.3.4 (contd)
f.

Landscape Works
i. Approval of Specialist Sub contractors
ii. Material and Technical data Submission
iii. Shop drawings
iv. Method Statements Submission
v. Nursery Visit/ Inspection
vi. Planting Media preparation Inspection
vii. Mock-up inspection
viii. Setting out inspection
ix. Planting Works Inspection
x. Turfing Works Inspection
xi. Pre-maintenance inspection prior to CF/CCC
xii. Maintenance Works Inspection

g. Testing and Commissioning


i. Civil Works
ii. Structural Works
iii. Architectural Works
iv. Mechanical Works
v. Electrical Works
h. Certificate of Practical Completion
i. Civil Works
ii. Structural Works
iii. Architectural Works
iv. Mechanical Works
v. Electrical Works

4A- 27

i.

Authorities Inspection (Before Hand Over)


i. Water Supply
- JBA/SPAN
ii. Electrical Power Supply
- TNB and JBE
iii. Telephone Service
- TMB
iv. Sewerage Reticulation
- SPAN
v. Building and Fire Fighting System
- Bomba
vi. Gas Reticulation
- Gas Malaysia
vii. Overall Project
- Majlis Daerah/ Perbandaran/ Perbadanan

j.

Handover
i. Civil Works
ii. Structural Works
iii. Architectural Works
iv. Mechanical Works
v. Electrical Works

Revision 0 : March 2009

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

3.2

REQUEST FOR WORK INSPECTION (RFI)

3.2.1

The format of the RFI forms should have a title block. The title block includes the
following:
a.
b.
c.
d.
e.

3.2.2

Name of Company
Title of Document (eg. Inspection and Test Plan)
Document reference no.
Revision no.
Page no.

Other information required to be indicated into the request for work inspection forms are
as follows:
a.

Project name and reference no.

b. Attention and distribution list. The distribution list for the RFI shall be as below:
i. Consultants
ii. Other Consultants (if applicable)
iii. Project Team
iv. DID
c. Inspection no.
d. Requested date and time of inspection
e. Details of the Work
i. Discipline/Trade
ii. Description of Work to be inspected (Schematic of system to be attached
together with the form.)

iii. Location of works to be inspected. (Location and layout plan to be attached


with form.)
iv. Specific inspection and test forms to be attached.
Signatures with designations and date of parties requesting the inspection as follows:
i. NSC
ii. Sub Contractor
iii. Contractor
g. Acknowledgment of receipt by the Consultant.
h. Acknowledgment response by the Consultant.
i. Inspection comments and response by the approver. (Consultant)
j. Reference no of the corresponding inspection and test forms/ records
k. Inspection signatures as follows:
i. NSC
ii. Sub Contractor
iii. Contractor
iv. Consultant
v. Project Team
vi. DID
f.

Refer to the sample of the RFI Form in Attachment 3.


3.2.3

As a general rule, only one (1) set of RFI forms may be used for a particular test for each
discipline.

Revision 0 : March 2008

4A- 28

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

3.3

INSPECTION FORMS/ RECORDS

3.3.1

The document is prepared in white plain paper of A4 size and 70 to 80 gm paper type.

3.3.2

The format of the Inspection forms/ records should have a title block. The title block
includes the following:
a.
b.
c.
d.
e.

3.3.3

Name of Company
Title of Document (eg. Inspection Form)
Document reference no.
Date of document.
Page no.

Other information required to be indicated into the request for work inspection forms are
as follows: (Refer to the sample of the Inspection Form in Attachment 4)
a.
b.
c.
d.
e.
f.

Project name and Contract package no.


Reference of previous Inspection reference no.
Reference no. of the corresponding Request for Work Inspection forms
Date and time of inspection
Details of the Work
Discipline/Trade
i. Description of Work to be inspected (Schematic of system to be attached
together with the form.)
ii Location of works to be inspected. (Location and layout plan to be attached with
form.)
a. Acceptance criteria
b. Inspection comments and remarks by the approver. (Consultant)
c. Inspection status ie. pass or fail
d. Inspection signatures and dates for the following:
i. NSC
ii. Sub Contractor
iii. Contractor
iv. Consultant (as "Approver")
v. Project Team (as "Witness").
vi. DID

4A- 29

Revision 0 : March 2009

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

4.

IMPLEMENTATION REQUIREMENTS

4.1

The overall ITP implementation flow is illustrated in the process flowchart in the
Attachment E and is indicated as Stages 1 to 3.
a. Stage 1 - ITP, RFI Form and Sample Inspection Form Submission Review
b. Stage 2 - RFI
c. Stage 3 - Inspection Records

4.2

Stage 1 - ITP

4.2.1

The ITP Document Guidelines is issued to the Contractor and also distributed to the
related Consultants.

4.2.2

The Contractor shall prepare the ITP, RFI Form and sample Inspection Records for
submission and review based upon the ITP Document Guidelines.

4.2.3

The Contractor submits the completed documents/forms for review. The submission and
review process flow is as shown in Attachment 5.

4.2.4

Should the documents/forms be rejected then the Contractor is required to correct and
revise the documents/forms in accordance to the review comments and resubmit for
review.

4.2.5

Upon approval, the Contractor is required to implement the ITP with the approved
formats of the RFI forms and the Inspection Records.

4.3

Stage 2 - RFI

4.3.1

For the identified stages of the inspections and tests in the ITP, the Contractor is
required to submit the properly completed RFI forms as in the process flowchart in
Attachment 5.

4.3.2

The Project Team (or Lead Consultant, where applicable according to the type of
contract) checks the completeness of the submitted RFI forms. If the RFI forms are in
order, the Project Team shall sign both the original and the copy of the RFI forms for the
acknowledgment of the inspection date and return the copy of the acknowledgment
signed RFI form to the Contractor. If the submission of the RFI is incomplete, the RFI is
rejected and returned to the Contractor.

4.3.3

Should the Project Team reject and return the RFI, the Contractor is required to resubmit
a revised, corrected and complete RFI form.

4.3.4

Should the RFI be acceptable then the Contractor begins the preparation of the works for
inspection.

4.4

Stage 3 - Inspection Forms

4.4.1

The inspection is to be carried out in the presence of the Project Team and the
Contractors with the accepted RFI forms and the correct Inspection forms.

4.4.2

Upon completion of the inspection and the associated testing, the Project Team complete
the original inspection forms and marked their comments, if any, and indicate the
inspection status of pass or fail onto the inspection form and to be verified by the SO
Representative.

Revision 0 : March 2008

4A- 30

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

4.4.3

The SO Representative includes comments, if any into the inspection form.

4.4.4

The Project Team sign and affix the overall status of the inspection, ie. Pass or Fail onto
the inspection form. The Project Team allows the witness of the inspection that includes
Client to sign the inspection form.

4.4.5

The Contractor collects the completed inspection forms immediately from the Project
Team and makes duplicate copies for submission to the SO Representative and DID for
their retention.

4.4.6

If the inspection receives a Fail status, the Contractor is required to make good and
correct the faults and non-compliance of the works/system and generate a new RFI
forms and Inspection forms for the re-inspection with the indication of the previous
reference no. of the RFI and the Inspection forms together with the new reference no.

4.4.7

It is to be noted that a Non Compliance Report (NCR) may be issued by the Consultants
or Project Team or SO Representative for the following:
a. Routine checks and inspection where defective and non-compliant items are found.
b. Inspections that needs rectification but was covered up.
c.

Lead-in tests. (ie. cube tests).

Refer to Appendix D of Chapter 5 on the guideline of closing the NCR.


5.

4A- 31

LIST OF ATTACHMENT
Attachment 1

Sample Inspection And Test Plan Cover

Attachment 2

Sample Inspection And Test Plan

Attachment 3

Sample Request For Work Inspection

Attachment 4

Sample Inspection Form

Attachment 5

Process Flowchart

Revision 0 : March 2009

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

APPENDIX 4B INSPECTION AND TEST PLAN DOCUMENT GUIDELINE - ATTACHMENT 1


INSPECTION AND TEST PLAN COVER

Contractors Company Name


Title of Project and Contract Package No.

Inspection and Test Plan


Document Reference No.

Issue No.

Revision No.

Signature:
Name:
Date:

Signature:
Name:
Date

Signature:
Name:
Date

Signature:
Name:
Date

Signature:
Name:
Date

Signature:
Name:
Date

Signature:
Name:
Date

Signature:
Name:
Date

Signature:
Name:
Date

Prepared by

Review by

Approved by

Distribution
Controlled copy

Uncontrolled copy

Revision 0 : March 2008

4A- 32

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

APPENDIX 4B INSPECTION AND TEST PLAN DOCUMENT GUIDELINE ATTACHMENT 2


INSPECTION AND TEST PLAN
Contractors Company Name

Page No.

Title of Project and Contract Package No.

Document Reference No.

Inspection and Test Plan

Revision No.

Section Title (eg. Civil, Structure, etc.)

Date:

Description
Of Work

SAMPLE
HT
Switchgear

Reference
To
Specification

Frequency
Of
Inspection

Point of
Inspection/
Test

ResponsiBility

Acceptance
Criteria
and Test
Forms

Verifying
Documents

NSC/SubContractor

Contractor

Consultant

Project
Team/
Client/
ERA

Manufacturer
& Contractor

Approved
Shop
Drawings
and Test
Form 001,
Test Form
002, etc

Test
Records

Prepare

Prepare

Approver

Witness

Specification
Section
16415

Factory
Acceptance
Testing

Specification
Section
16415
Item 3.1.3

Prior to
delivery

Installation
Inspection

Specification
Section
16415
Item 3.1.4

Upon
completion
of
installation

Site

Specialist
Tester &
Contractor

Approved
Shop
Drawings
and Test
Form 101,
Test Form
102, etc

Test
Records

Prepare

Prepare

Approver

Witness

Visual
Inspection

Specification
Section
16420
Item 3.1.4

Upon
completion
of
Installation

Site

Specialist
Tester &
Contractor

Approved
Shop
Drawings
and Test
Form 101,
Test Form
102, etc

Test
Records

Prepare

Prepare

Approver

Witness

Insulation
Test

Specification
Section
16420
Item 3.1.4

Upon
completion
of
Installation

Site

Specialist
Tester &
Contractor

1000V and
Test Form
200

Test
Certificates

Prepare

Prepare

Approver

Witness

Pressure
test/Power
Frequency
Withstand
Voltage
Test

Specification
Section
16415
Item 3.1.4

Upon
completion
of
Installation

Site

Specialist
Tester &
Contractor

24,000V
for 1 min
and Test
Form 200

Test
Certificates

Prepare

Prepare

Approver

Witness

CT Tests

Specification
Section
16415
Item 3.1.4

Upon
completion
of
Installation

Site

Specialist
Tester &
Contractor

Shop
drawings
and Test
Form 300,
etc

Test
Certificates

Prepare

Prepare

Approver

Witness

VT Tests

Specification
Section
16415
Item 3.1.4

Upon
completion
of
Installation

Site

Specialist
Tester &
Contractor

Shop
drawings
and Test
Form 300,
etc

Test
Certificates

Prepare

Prepare

Approver

Witness

Primary
Injection
Test

Specification
Section
16420
Item 3.1.4

Upon
completion
of
Installation

Site

Specialist
Tester &
Contractor

Test Form
400, etc

Test
Certificates

Prepare

Prepare

Approver

Witness

4A- 33

Factory

Revision 0 : March 2009

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

APPENDIX 4B INSPECTION AND TEST PLAN DOCUMENT GUIDELINE ATTACHMENT 2


INSPECTION AND TEST PLAN
Contractors Company Name

Page No.

Title of Project and Contract Package No.

Document Reference No.

Inspection and Test Plan

Revision No.

Section Title (eg. Civil, Structure, etc.)

Date:

Description
Of Work

Reference
To
Specification

Frequency
Of
Inspection

Point of
Inspection/
Test

ResponsiBility

Acceptance
Criteria
and Test
Forms

Verifying
Documents

NSC/SubContractor

Contractor

Primary
Injection
Test

Specification
Section
16420
Item 3.1.4

Upon
completion
of
Installation

Site

Specialist
Tester &
Contractor

Test Form
400, etc

Test
Certificates

Prepare

Secondary
Injection
test

Specification
Section
16420 Item
3.1.4

Upon
completion
of
Installation

Site

Specialist
Tester &
Contractor

Test Form
500, etc

Test
Certificates

Functional
Test

Specification
Section
16415
Item 3.1.4

Upon
completion
of
Installation

Site

Specialist
Tester &
Contractor

Test Form
600, etc

Mechanical
Operation
test

Specification
Section
16415
Item 3.1.4

Upon
completion
of
Installation

Site

Specialist
Tester &
Contractor

Calibration
and
Setting of
Protection
Devices

Specification
Section
16415
Item 3.1.4

Upon
completion
of
Installation

Site

Specialist
Tester &
Contractor

Revision 0 : March 2009

Consultant

Project
Team/
Client/
ERA

Prepare

Approver

Witness

Prepare

Prepare

Approver

Witness

Test
Records

Prepare

Prepare

Approver

Witness

Test Form
700, etc

Test
Records

Prepare

Prepare

Approver

Witness

Test Form
800, etc

Test
Records

Prepare

Prepare

Approver

Witness

4A- 34

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

APPENDIX 4B INSPECTION AND TEST PLAN DOCUMENT GUIDELINE ATTACHMENT 3

REQUEST FOR WORK INSPECTION


Contractors Company Name

Document Reference No.

Request for Work Inspection

Revision No
Page No.

Title of project with the Contract Package No.

Inspection No.

Attention to:

Consultant

Requested Inspection

Distribution List

Other consultants (if applicable)

Day

Project Team

Date

DID

Time

Details of Work:
Discipline/Trade:
Description of Works to be Inspected:

Attached Relevant Approved Construction Drawing:


Location of Works to be inspected:
Attached inspection Forms:
Inspection requested by
NSC (If applicable)

Sub-Contractor (if applicable)

Contractor

Signature

Signature

Signature

Name

Name

Name

Date

Date

Date

Acknowledgment response
Request for Inspection Incomplete resubmit request
for inspection
Inspection is postponed, resubmit request for
inspection

Received and Acknowledgment by


Consultant:
Signature
Name

Inspection date acknowledgment and distribution to


Other consultants (if applicable)
Project Team
DID

4A- 35

Date

Revision 0 : March 2009

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

APPENDIX 4B INSPECTION AND TEST PLAN DOCUMENT GUIDELINE ATTACHMENT 3

REQUEST FOR WORK INSPECTION


Inspection response

Refer Test Forms:

Inspection passed. Work allowed to proceed.


Inspection failed. Remedial work and re-inspection
Required. New Request for Inspection to be submitted
Inspection failed. Rectification required. See NCR
New Request for Inspection to be submitted
Inspection postponed. New Request for Inspection to
be Submitted

Consultant

Witness

Project Team

Witness

Signature

Signature

Signature

Name

Name

Name

Date

Date

Date

DID

Contractors Company Name

Document Reference No.

Request for Work Inspection


Title of project with the Contract Package No.

Revision No
Page No.
Inspection No.

Attention to:

Consultant

Requested Inspection

Distribution List

Other consultants (if applicable)

Day

Project Team

Date

DID

Time

Acknowledgment by
NSC (If applicable)

Sub-Contractor (if applicable)

Contractor

Signature

Signature

Signature

Name

Name

Name

Date

Date

Date

Revision 0 : March 2009

4A- 36

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

APPENDIX 4B INSPECTION AND TEST PLAN DOCUMENT GUIDELINE ATTACHMENT 4

INSPECTION FORM
Contractors Company Name
Inspection Form
Project Name

Contract Package No.

Discipline/Trade
Description of Work to be inspected e.g. Piling Works

Document Reference No.


Reference no. of
Previous inspection Forms
Reference no. of
Associated Request
For Inspection Forms
Inspection date:
Inspection time:
Page No.
Attached Schematic
Location of Works to be Inspected:

A
1
2
3
4

DESCRIPTION
Prerequisite
Approved Material Submission
Approved Method of Statement
Endorsed Construction / Shop Drawings
Comply with Authority requirement

Acceptable
Yes

No.

DESCRIPTION OF INSPECTION / TEST (example for


Piling below)

Acceptance
Criteria

Test
Results

PILING

Indicate a number each on all the pile point layout


plan

Check and record the whole platform pile point level

Check Position of peg with Reference to Drawing

Check Whether Piles Are Pitched Accurately as Per


Drawing

Check Verticality of Piles Before Driving in

Check for Welded Joints with Reference to Drawings

Check for Final Set As Per Requirement

Pile Condition
i
Check the end plate of pile
ii
Check if any crack line on pile
iii
Check if the pile is straight
iv
Check if markings are at 300mm interval

4A- 37

Remarks

Pass or
Fail

Remarks

Revision 0 : March 2009

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

INSPECTION FORM
DESCRIPTION OF INSPECTION / TEST (example for
Piling below)
9

Check the test cube result from supplier

10

Pile frame condition


i
Check type of hammer used
ii
Check and measure each hammer ring from
the top of hammer
iii
Check and measure the top of hammer to the
top of casing after the
The hammer has been dropped in
iv
Compare the ram stroke height from the
details / specification given by the
subcontractor
v
Check the helmet condition (should not be
too loose to cap the pile head)

Acceptance
Criteria

Test
Results

Pass or
Fail

Remarks

Comments:

NSC (if applicable)

Sub-Contractor (if applicable)

Contractor

Signature:

Signature:

Signature:

Name:

Name:

Name:

Time and Date

Time and Date:

Time and Date:

Approver

Witness

Witness

Consultant

Project Team

DID

Signature

Signature

Signature

Name

Name

Name

Time and Date

Time and Date

Time and Date

Revision 0 : March 2009

4A- 38

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

APPENDIX 4B INSPECTION AND TEST PLAN DOCUMENT GUIDELINE ATTACHMENT 4

INSPECTION FORM
Contractors Company Name
Inspection Form
Project Name

Document Reference No.


Reference no. of
Previous inspection Forms
Reference no. of
Associated Request
For Inspection Forms

Contract Package No.

Inspection date:
Inspection time:
Page No.

Discipline/Trade
Description of Work to be inspected eg. Cable ladder
for electrical sub mains
Cabling from main switchboard No. 1 to Sub-Board
No. 02

Attached Schematic

Location of Works to be Inspected:

A
1
2
3
4
5
6
7
8
9

A
1

DESCRIPTION
Prerequisite
Design concept / design brief
List / Register of Design Drawings
Relevant design drawings
Approved Material / Technical Data Submission
Approved Method of Statement
Approved Sample submission
Endorsed Construction / Shop Drawings
Material Delivery Inspection
Approved Mock up

Acceptable
Yes

DESCRIPTION OF INSPECTION / TEST


(example for Cable below)

Acceptance
Criteria

1.1

PILING
Records / Attachment
Location
Attached shop drawing

2
2.1
2.2
2.3
2.4

General
Clearing of debris
Setting out / alignment
Painting and labeling
Fire slopping

4A- 39

Remarks
No.

Test Results

Pass or
Fail

Remarks

Revision 0 : March 2009

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

INSPECTION FORM
DESCRIPTION OF INSPECTION / TEST
(example for Cable below)
3
3.1
3.2
3.3
3.4
3.5
3.6

Acceptance
Criteria

Test Results

Pass or
Fail

Remarks

Specific Inspection
Inspect material and finish
Inspect size of cable tray
Inspect erection / installation in accordance to
method statement
Inspect erection / installation in accordance to
shop drawing
Inspect material and finish of accessories (tierods, hangers, etc)
Inspect earth links

Comments:

NSC (if applicable)

Sub-Contractor (if applicable)

Contractor

Signature:

Signature:

Signature:

Name:

Name:

Name:

Time and Date

Time and Date:

Time and Date:

Approver
Consultant

Witness
Project Team

Witness
DID

Signature

Signature

Signature

Name

Name

Name

Time and Date

Time and Date

Time and Date

Revision 0 : March 2009

4A- 40

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

APPENDIX 4B INSPECTION AND TEST PLAN DOCUMENT GUIDELINE ATTACHMENT 5


Stage 1 Inspection and Test Plan, Request for Work Inspection and
Sample Inspection Form Submission, Review Process Flow Chart
Process Flowchart

Issue of Guidelines

Contractor prepare

Contractor submission

Project Team/Consultants/Site
Representative
Check and review of submission

NO

Description

Action By

The Inspection and


Test Plan Document
Guidelines to be issued
to the Contractor

Project Team

The Contractor prepares


Documents / forms the
Inspection and Test Plan
Documents, Request fro
Work Inspection Forms
and the sample Inspection
forms based on the ITP
document guidelines

Contractor

Contractors submission
of the Completed ITP
documents. Request for
Work Inspection forms and
sample Inspection forms

Contractor

Project Team / Consultants /


Site Representative check
and review of the submission

Project Team /

Contractor to implement the


approved ITP documents

Contractor

Consultants /
Site Representatives

Approve

YES

Contractor to implement

4A- 41

Revision 0 : March 2009

DID MANUAL
Volume 11
Construction Management

Chapter 4
Quality Assurance and
Quality Control
APPENDIX 4C

Sample of
Non Compliance Report

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

APPENDIX 4C QUALITY ASSURANCE AND QUALITY CONTROL


SAMPLE OF NON COMPLIANCE REPORT
4.2.1

Form: F/NCR/01

PROJECT NAME
PROJECT REFERENCE NO.
Drafted By
Name
Company

Signature
Date

Location
Contractor /
Subcontractor
Activity
Non Compliances :
* Use separate sheet if necessary
PRELIMINARY COPY passed to:
Contractor
Name
Company
The Firm/Company

Signature
Date

Name
Company

Signature
Date

Name
NCR Ref.
Name
Company

Signature
Date
Signature
Date

Issued by
Name
Project Team/
Company
Consultant
Corrective / Preventive Actions :

Signature
Date

OFFICIAL COPY :
Registered by
QA/QC Dept
Issued to
Contractor

* Use separate sheet if necessary


The Work is Now in Accordance with the Specifications
Complied by
Name
Contractor
Company
Verified By

Signature
Date

Name
Company

Signature
Date

Approved by
Consultant Rep.
(If applicable)
Accepted by
Project Team

Name
Company

Signature
Date

Name
Company

Signature
Date

Recorded & Filed


by
QA/QC Dept

Name

Signature

Company

Date

NCR Originator

Revision 0 : March 2009

4A- 42

DID MANUAL
Volume 11
Construction Management

Chapter 4
Quality Assurance and
Quality Control
APPENDIX 4D

Sample Work Method Statement

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

APPENDIX 4D SAMPLE WORK METHOD STATEMENT


SAMPLE OF CONTRACTORS WORK METHOD STATEMENT
EARTHWORKS METHODOLOGY

(Name of Company)

Work Method Statement

(Title of Project)

Issue No:

Revision no.

Issue date:

Page No.

(NAME OF COMPANY)
(TITLE OF DOCUMENT)
(TITLE OF PROJECT)

Revision 0 : March 2009

4A- 43

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

SAMPLE OF CONTRACTORS WORK METHOD STATEMENT


EARTHWORKS METHODOLOGY

(Name of Company)

Work Method Statement


Earthworks Methodology

Issue No:
Issue date:

(Title of Project)
Revision no.
Page No.

CONTENTS
1.1

PURPOSE

1.2

REFERENCES

1.3

SCOPE OF WORKS

1.4

1.5

1.3.1

Pre-Construction Activities

1.3.2

Site clearing and earthworks activities including testing

PROCEDURES
1.4.1

Mobilization of Plant

1.4.2

Survey Works

1.4.3

Temporary Access

1.4.4

Pre-Earthworks Drainage

SITE CLEARING AND EARTHWORKS ACTIVITIES


1.5.1

Site Clearing
1. Clearing
2. Grubbing
3. Stripping topsoil

1.6

1.7

1.5.2

Earthworks

1.5.3

Earthwork Bulk Cut and Fill Procedures

ENVIRONMENTAL IMPACT AND CONTROL MEASURE


1.6.1

General

1.6.2

Erosion and Sedimentation Control

QUALITY OF WORKS
1.7.1

Inspection

1.7.2

Testing

1.8

COMPLETION OF EARTHWORKS FOR BUILDING AND ROADWORKS

1.9

List of Attachment

4A- 44

Revision 0 : March 2009

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

WORK METHOD STATEMENT EARTHWORKS METHODOLOGY


1.1

PURPOSE
The procedure outlines the process of site clearing, survey works, temporary works,
earthwork and environmental control measure at the beginning stage of earthworks.
The method statement give guidelines to site personnel in the performance of the
earthworks activity. The method also serves to inform the client that the contractor has
studied the requirement and is capable of undertaking scope of works.

1.2

REFERENCES
a.
b.
c.

1.3

BS1377 : Part 1 to Part 9:1990 Method of test for soil for Civil Engineering
Purposes
BS 6031 Code Practice for Earthworks
Approved Environmental Management Compliance Plan

SCOPE OF WORKS
The scope of earthworks activities shall follow the following works stages:-

1.3.1

Pre-Construction Activities
a.
b.
c.
d.

Mobilization of equipment and plant


Survey work
Temporary Access
Environmental Control measure. (Silt trap, earth drain, earth bund silt fence,
water browser and wash trough)

1.3.2

Site clearing and earthworks activities including testing.

1.4

PROCEDURES

1.4.1

Mobilization of Plant
Prior to the start of earthwork the appropriate plant will be mobilized to the site.
Examples of initial plant being used.
a.
b.
c.
d.
e.

Bulldozer
Backhoe
Excavator
Tipper trucks / lorries and equipment
Breakers if required

The list of plant and equipment shall be added as the site clearance and earthwork
progress increase. The numbers of plant will depend on the actual amount of work to be
done at each stages of earthworks activities.
1.4.2

Survey Works
Survey Information: Survey Control point shall be given by the consultant or S.O. in
order to establish the control survey information on site.
Setting-out shall be done by the Surveyor prior to commencement of works.

Revision 0 : March 2009

4A- 45

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

1.4.3

Temporary Access
Temporary access roads shall follows as per approved Logistic Plan.
The access road shall be maintained to facilitate vehicular movement during the
construction period. Access road shall be make good on completion of the project.

1.4.4

Pre-Earthworks Drainage
Several temporary earth drain or catch drain will be constructed to drain surface run-off
during the construction stage. These drains are aligned and directed to the existing
drainage or water body. Sand bags, silt fence or rock fence will be used to filter surface
runoff within the working area before being discharge to existing drainage.
All temporary perimeter earth drains shall be maintained regularly especially during
monsoon season.
The silt trap is located at strategic areas to cater the overflow water prior to channel out
to the existing drainage.
In addition to this, earth bund, sandbag or gabion will be constructed where and when
necessary to control the surface run-off from the working area and also to prevent
flooding. The bund also shall direct all silt detritus to the existing earth drain and silt
fence.

1.5

SITE CLEARING AND EARTHWORKS ACTIVITIES

1.5.1

Site Clearing
Site clearing shall be done in stages.
The site clearing consist of clearing, grubbing and stripping topsoil in the areas
designated in the construction drawing and/or directed by the S.O.
a. Clearing
Clearing shall consist of cutting and taking down, removal and disposal of everything
above ground level. The clearing also include objects overhanging the areas such as
tree, branches, except such trees, vegetation, structures or parts of structures, and
other things specified or as directed by S.O.
b. Grubbing
Grubbing consist of removal the surface vegetation, bases of stumps, roots, the
underground parts of structures or other obstructions to a depth at least 0.50 meter
below the ground level.
c. Stripping topsoil
Stripping topsoil consist of the removal of topsoil to an average of at least 100mm
below ground level and all the suitable earth shall be transported within the site for
the turfing works.

4A- 46

Revision 0 : March 2009

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

1.5.2

Earthworks
Construction Methodology
Major bulk earthwork activities will be started as per following priority areas:Pre-Construction activities Preparation of Earthworks for the Logistic Road, site office
and temporary works (Hoarding, silt trap and earth drain)
activities.
Construction stage

1.5.3

- Earthworks at building platform and along proposed roads


alignment

Earthwork Bulk Cut and Fill Procedures


The earthworks cut and fill works generally shall be applied as follows.
All cuttings for stockpiling or embankment fill shall be monitored closely by experienced
supervisors and surveyors to avoid over excavation horizontally or vertically. The
excavation work comprises:
a.

Excavation either horizontal or vertical shall be performed only when the area to be
excavated has been set out and marked by competent Surveyor.

b.

Steel bars of 600mm long shall be utilized for the surveyor for marking purposes.

c.

The steel bars shall be offset 2-3m away from the excavation area and shall be
located along the perimeter of the excavation.

d.

All the relevant information such depth of excavation, chainage, offset etc. shall be
noted on a masking tape and shall be wrapped around the steel bars.

e.

For the depth of the excavation, the surveyors shall indicate a level about at least
300mm to 500mm above the actual excavation level to avoid over-excavation.

f.

Supervisors shall monitor closely on all final excavation to the required excavation
level with the assistance of Surveyors.

Only suitable excavated material shall be used as fill material. Suitable fill material shall
be testing for suitability before any backfilling can proceed. Compaction shall be done of
each layer of 300mm and shall be tested and witnessed by the Project Team.
Only fill material shall be placed in layers not exceeding 300mm loose depth and
thoroughly compacted by mechanical rolling machine.

Revision 0 : March 2009

4A- 47

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

1.6

ENVIRONMENTAL IMPACT AND CONTROL MEASURE

1.6.1

General
During the construction stage, environmental polluting activities that may have adverse
impacts on the environment are site clearance, land reclamation and construction
activity.
Silt screen / fence will be provided at the perimeter boundary to prevent overflow of
siltation.
The completed working platform shall not be left uncompacted or bare and exposed to
erosion at any time.

1.6.2

Erosion and Sedimentation Control


The following mitigation measures are undertaken as when necessary to control and
minimize soil erosion during earthwork phase and other construction activities:a.

Protect disturbed areas against runoff from the site by intercepting the area with
diversion channels and diverted runoff around the works.

b.

Retain sediment on the site by providing silt fences (membrane silt fences or sand
beg or rock fence).

c.

Stabilise/backfill disturbed area quickly, once land construction activities have


finished.

d.

Inspect control measures once every fortnight and particularly after heavy rainfall.

All drainage channels and silt fences will be monitored and maintained-desilt regularly.
The discharged water quality standard from the Project Site shall meet the specified limit.
1.7

QUALITY OF WORKS

1.7.1

Inspection
In general the earthworks do not allow excess pore water pressure during construction.
The backfilling placed in layers and subject to suitable compaction, together with the
high quality fill material will result in good quality earthwork.
The works shall follow the approved ITP for Earthworks. During the works, the checklist
for earthwork shall be provided together with the request for inspection for verification.
Please refer to earthworks checklist and inspection request form.

4A- 48

Revision 0 : March 2009

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

1.7.2

Testing
Samples of fill material shall be tested for suitability by means of laboratory testing
before any backfilling can proceed. Field Density Test shall monitor compaction of each
layer of 300mm.
Only fill material shall be placed in layers not exceeding 300mm loose depth and
thoroughly compacted by mechanical rolling machine to a specific dry density as
specified in the technical specification.
Only suitable excavated material shall be used as fill material.
All testing shall be witnessed and the results shall be endorsed and approved by the
Project Team.

1.8

COMPLETION OF EARTHWORKS FOR BUILDING AND ROADWORKS


Trimming of formation shall be to the required line and level as per instruction and
approval of Project Team. Level are adjusted according to the site condition and
satisfaction of Project Team. As Built drawing shall be produced upon completion of this
project.

1.9

List of Attachment
Attachment 1 -

Request Form and Earthworks Checklist

Attachment 2 -

Inspection and Test Plan for Earthworks

Revision 0 : March 2009

4A- 49

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

APPENDIX 4D SAMPLE WORK METHOD STATEMENT ATTACHMENT 1

REQUEST FORM and EARTHWORK CHECKLIST


LOCATION:

NATURE OF INSPECTION:

DATE & TIME INSPECTION REQUIRED:


Date:

Time:

(pm/am)

ATTACHMENT
Checklist

Photos

Layout / Detail

Others . (Please specify)


REQUESTED BY

RECEIVED BY

.
Contractor

..
Consultant / S.O.s Representative

Name:
Designation:
Date:

Name:
Designation:
Date:
COMMENT AFTER INSPECTION

The inspection is satisfactory and works may proceed to


the next stage

.
Site Agent

Not approved due to .


COMMENT AFTER RE-INSPECTION
The inspection is satisfactory and works may proceed to
the next stage

.
Site Agent

Not approved due to .

4A- 50

Revision 0 : March 2009

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

APPENDIX 4D SAMPLE WORK METHOD STATEMENT ATTACHMENT 1

EARTHWORKS CHECKLIST
Drawing No:
Location:

No.

ITEM / DESCRIPTION

Acceptability
Yes

Setting Out

Ensure Accuracy of TBM

Excavation

Backfilling

Compaction

Field Density Test

Mackintosh Probes (JKR Probes)

Final Level

Joint Survey with Consultant

10

Plotting of As-Built

N/A

REMARKS

No

COMMENTS:

Checked by:

Verified By:

..
Contractor

Project Team

Name:

Name:

Position:

Position:

Date:

Date:

Revision 0 : March 2009

4A- 51

Chapter 4 QUALITY ASSURANCE AND QUALITY CONTROL

APPENDIX 4D SAMPLE WORK METHOD STATEMENT ATTACHMENT 2


INSPECTION AND TEST PLAN EARTHWORK
Item/
Activity
Description

Time To
Perform
Inspection

Verifying
excavated /
imported
material

Inspection
Contractor
Action Signature

Verifying
Document

Spec

Acceptance
Criteria

Frequency

Prior to
Backfilling
Operations

BS1377

Moisture
content
liquid limit
< 80%
Plastic
limit<55%
Tabulated
results

Each
source of
material

TR

W2

AI

Inspection
Request
Form Lab
Report

Bulk
sampling of
cut ground

Prior to
store and
use of
the
material

BS5930

Moisture
contact
Liquid
content
<80%
Plastic Limit
<55%
Particle SI
and
Distribution
Soil
Compaction
Test

Each new
identified

TR

W2

AI

Lab Report

Trial
Compaction
(If Required)

Before
Backfill
Compaction

BS1377

To obtain the
required
passes to
achieve
specified field
density test
requirements

Each soil
class

TR

W2

AI

Lab Report

Field density
Tests

After soil
compactio
n/
each lift

BS1377

Sand
replacement
method
95% of
M.D.D. (final
300mm)
90% of
M.D.D.
where a %
of
settlement is
not critical
Tabulated
results

Test for
each
300mm
layer

TR

W2

AI

Lab Report

Hardcore

Prior to
depositing

AI

Inspection
Report

Joint Survey
Inspection

Prior to
the
foundation
works or
building
works

HP

AI

Inspection
Report

Legend:
HP - Holding Point
TR - test Required

4-52

Clean hard
stone/appro
ved inert
material.
Pass through
63mm ring
at 150mm
layers

M - Monitor
WI - Witness 10%

Sub-Contractor
Action Signature

I - Inspection
AI - Approved Upon Inspection

Project Team
Action Signature

S - Surveillance
W2 - Witness 100%

Revision 0 : March 2009

DID MANUAL VOLUME 11


CONSTRUCTION MANAGEMENT
PART II : CONSTRUCTION STAGE

CHAPTER 5

PROJECT MONITORING
INSPECTION AND SUPERVISION

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

Table of Contents
Table of Contents .................................................................................................................... 5-i
5.1

INTRODUCTION ......................................................................................................... 5-1

5.2

SCOPE ....................................................................................................................... 5-1

5.3

PROCEDURES............................................................................................................. 5-1

Appendix 5A

Review and Approval Cycle Inspection & Test Plan / Request for Works
Inspection Forms & Materials Samples Inspection Form..5A- 1

Appendix 5B

List of Forms (JPS Format) and Sample of Inspection Forms...5A- 2

Appendix 5C

Request for Inspection Process Flow Chart...5A- 36

Appendix 5D

The Control of Non Conforming Products/Works/Services....5A- 37

Appendix 5E

Sample of Quality Audit...5A- 40

Revision 0 : March 2009

5-i

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

(This page is deliberately left blank)

5-ii

Revision 0 : March 2009

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

5 PROJECT MONITORING - INSPECTION & SUPERVISION


5.1

INTRODUCTION
This chapter deals mainly with overall procedures and elements of control in the
implementation of quality control from the commencement of construction works until
the issuance of the certificate of practical completion.
The Procedure is written in anticipation of events unfolding in a chronological order
(although it is not always possible) in the implementation of project management. There
are activities that run through the entire phase of the project rather than in stages.

5.2

SCOPE
In general, the following procedures address the common approaches to both
conventional and design and build type of contracting method. In the case of
conventional type of contracting method, there can be projects whereby supervision is
fully undertaken by DID and also projects where consultants assume supervisory roles.
Where there are exceptions or departures from the conventional contracting, specific
mention is made in the procedure in reference to design and build practice.

For design and build contracts, Project Teams are responsible to ensure the Contractor
complies with the requirements of the contract.
All specific requirements of a particular project are addressed in the Project Quality Plan
(PQP). Refer to Chapter 4 on Contractors PQP document guideline.

5.3

PROCEDURES
The quality procedures and controls ascertain that the works comply with the design and
specifications, and conform to the required standards of work and materials quality.
The Contractor and its subcontractors and suppliers are responsible to comply with the
quality procedures and quality controls set out in the Contractors quality assurance
documents. The Consultants and the Project Team monitor such compliance by the
Contractor to the approved quality assurance documents.
The Inspection and Test Plan (ITP) or other relevant document submitted by the
Contractor (following the guidelines provided by Project Team) forms the basis for
inspection and testing during construction.
Quality control is implemented through on site inspection and supervision on works
performed by the Contractor. The Consultants and the Project team shall carry out
random checks on site to verify that such control is in place. This is to ensure that the
works are in accordance with the requirements of the construction contract.
Inspection forms on site are developed by Contractor from the approved ITP (following
the guidelines provided by the Project Team) or other pertinent document based on the
specification required in the construction contract.

Revision 0 : March 2009

5-1

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

The quality control (where applicable) required during construction stage includes:
a. The inspection of temporary works and test plan shall be proposed by the Contractor
and reviewed for acceptance by the Consultant/Project Team. The review and
approval cycle is shown in Appendix 5A.
b. Inspection forms used cover the Contractors ITP.
c. The pro-forma of the inspection forms includes parties from Consultant/ Project
Team and Contractor. A sample is included in Appendix 5B.
d. Request for Inspection (RFI) by Contractor is activated with the submission of RFI
forms in advance, to inform the Consultant/Project Team before the inspection is
carried out on site. The RFI process flow is shown in Appendix 5C.
e. During inspection, appropriate reference is made to specification or the approved
inspection and test plan. Site photographs are taken when the need arises.
f.

Any works that are found to be non compliant against the specification or other
specific requirements, will be issued a Non Compliance Report (NCR) or commented
inspection form showing disapproval and action required to rectify. Guidelines and
process flow chart on the control of non conforming works/products/services process
is included in Appendix 5D Attachment 1 & 2 respectively. Sample of the construction
non compliance report is as per Appendix 5D Attachment 3.

g. All inspection forms shall be properly signed off by relevant parties and kept by
Consultant with a copy to be retained by Project Team in identifiable file for purpose
of traceability.
See Chapter 4: Quality Assurance and Quality Control Procedure for guidelines on ITP.
For design and build contract, the Contractor informs the Consultants when the relevant
works are ready for inspection. The works are jointly inspected with the Project Team.
Sample of Quality Audit of the Consultants/Supervisory Team is as per Appendix 5E and
help determine the effectiveness of the project monitoring.

5-2

Revision 0 : March 2009

DID MANUAL
Volume 11
Construction Management

Chapter 5
Project Monitoring
Inspection and Supervision
APPENDIX 5A

Review and Approval Cycle


- Inspection and Test Plan (ITP)
Request for
Works Inspection (RFI) Forms and
Materials Sample Inspection Forms

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

APPENDIX 5A

REVIEW & APPROVAL CYCLE INSPECTION & TEST PLAN (ITP)


REQUEST FOR WORKS INSPECTION (RFI) FORMS & MATERIALS
SAMPLES INSPECTION FORMS
Process Flowchart

Description

Action By

The ITP Document


Guidelines to be issued
to the Contractor

Project Team

Contractor Prepares

The Contractor prepares


the ITP Document,

Contractor

Documents / Forms

RFI Forms and the

Issue of Guidelines

Contractors Submission

Project Team/Consultants
Check and Review Submission

Material Sample inspection


forms based on the ITP
document guidelines

Contractors submission
Of the Completed ITP
Document. RFI forms
and Material Sample
Inspection forms

Contractor

Project Team /
Consultants check
and review the submission

Project Team /
Consultants

Contractor to implement the


Approved ITP document,
RFI forms and
Material Sample Inspection
forms

Contractor

NO
Approve
YES

Contractor to Implement

Revision 0 : March 2009

5A- 1

DID MANUAL
Volume 11
Construction Management

Chapter 5
Project Monitoring
Inspection and Supervision
APPENDIX 5B

List of Forms (JPS Format)

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

APPENDIX 5B

LIST OF FORMS (JPS FORMAT)

1.

Borang Site Diary

2.

Borang Semakan Data Ukur [BSDU]

3.

Borang Pemberitahuan Kerja [BPK]

4.

Borang Permohonan Kerja (Pembinaan Struktur T.C.G) [BPK-TCG]

5.

Borang Semak Kerja Sementara [BSKS]

6.

Borang Pemeriksaan Kerja Tanah [BPKT]

7.

Borang Semak Kualiti Batu Baur [BSKBB]

8.

Rekod Penanaman Cerucuk [RPC]

9.

Borang Pemeriksaan Tetulang Keluli [BPTK]

10.

Borang Kerja-Kerja Konkrit [BKK]

11.

Borang Konkrit Siap Bancuh [BKSB]

12.

Borang Ujian Kiub [BUK]

13.

Borang Ujian Penurunan (Slum Test) [BUP]

14.

Borang Pengawetan (Curing) [BP-C]

15.

Borang Keputusan Ujian Kiub Konkrit [BKUK]

16.

Borang Permohonan Kebenaran Menanggal Kekotak (Formworks) [BPKMK]

17.

Pemeriksaan Permukaan Konkrit [PPK]

18.

Borang Pemeriksaan Siap Kerja Untuk Struktur [BPSKS]

19.

Borang Rekod Struktur Binaan [BRSB]

20.

Borang Semak Pembinaan Struktur [BSPS]

21.

Borang Semak Taliair /Parit Konkrit [BSTPK]

22.

Brickwork Inspection Form

23.

Plaster Inspection Form

24.

Screed Inspection Form

25.

Floor Tiling Inspection Form

Revision 0 : March 2008

5A- 2

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

BORANG SITE DIARY

KERAJAAN MALAYSIA
JABATAN PENGAIRAN DAN SALIRAN
MALAYSIA

BUKU HARIAN
TAPAK BINA
UNTUK
KERJA KERJA KONTRAK

NOMBOR KONTRAK:
NAMA PROJEK:

BILANGAN:
TARIKH: Dari

5A- 3

Hingga

Revision 0 : March 2009

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

BORANG SEMAKAN DATA UKUR (BSDU)

1.

Nama Projek

: .

2.

No. Kontrak

: .

3.

Tajuk Kontrak

: .

4.

Nama Kontraktor : ..

Semakan Data Ukur untuk Kerja Ukur

Tarikh
Mula

5.

Siap

Catatan

1. Ukur Pra Pembinaan


2. Ukur Interim
3. Pengukuran Akhir
6.

Data-data yang perlu disemak


i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.
x.

Catatan

Blok Judul
Skala
Jarak keratan
Butiran keratan
TBM.
Aras sediada
Aras rekabentuk
Aras akhir
Data pembukuan
Fail Lukisan Auto Cad

Disemak oleh:

Disahkan oleh:

Tandatangan:....

Tandatangan :.

Nama : ..

Nama : ...

Jawatan : .

Jawatan : ..

Revision 0 : March 2008

5A- 4

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

BORANG PEMBERITAHUAN KERJA (BPK)


Jurutera Projek
..
..

Kontrak No
Nama Kontraktor
Tajuk Kontrak

: .
: ...
: ...

:
:

Tuan,
i. Kerja-kerja berikut sedia untuk diperiksa pada hari mulai jam pagi /
petang
Butir Butir Kerja :
..
..
ii. Kerja-kerja berikut akan dibuat pada .hari mulai jam pagi /
petang
Butir-Butir Kerja :
.
.

Tandatangan Kontraktor / Wakil Tapak


Nama : ..
Kegunaan Jabatan:
Diterima pada : pagi / petang pada ..
Tandatangan Penerima .
Ulasan : *Jurutera Projek / Jurutera / Pembantu Teknik /Juruteknik Kanan:

.
5A- 5

Revision 0 : March 2009

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

BORONG PERMOHONAN KERJA (PEMBINAAN STRUKTUR T.C.G) BPK-TCG

Jurutera Projek

Kontrak No

Tajuk Kontrak : ...

Nama Kontraktor:.........

Tuan,
Permohonan kerja adalah seperti berikut :
Jenis Struktur : ____________________________ Lokasi : ________________
Keputusan Permohonan :

LULUS
TIDAK LULUS

Catatan: ____________________________________________

T.Tangan

Nama/Cop
(JP/J)

Revision 0 : March 2008

5A- 6

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

Perlaksanaan Aktiviti Kerja akan dijalankan seperti berikut:


Bil.

Aktiviti Kerja
Kontraktor
Tarikh
Tanda
Permohonan
Tangan

1.

Setting out / kerja-kerja


sementara

2.

Pembinaan ampangan

3.

Memacak cerucuk perintis

4.

Menjalankan Ujian Beban

5.

Menentukan aras lantai U.S / D.S

6.

Memacak cerucuk-cerucuk

7.

Pengorekan tapak

8.
9.

Memacak cerucuk `Steel Sheet


Piles
Konkrit `screeding

10.

Pemeriksaan besi tetulang

Wakil Jabatan
Tarikh
Tanda
Sebenar
Tangan

- Key-wall / base slab


- U/S wing wall
- D/S wing wall
- Side wall / excavator bridge
- Operating platform
11.

Penuangan Konkrit
- Key-wall / base slab
- U/S wing wall
- D/S wing wall
- Side wall / excavator bridge
- Operating platform

12.

5A- 7

Membuka pampan

Revision 0 : March 2009

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

Bil.

Aktiviti Kerja

13.

Pemeriksaan permukaan konkrit

14.

Mengecat permukaan konkrit

15.
16.

Pemasangan pintu /alatan


mekanikal
Mengambus semula

17.

Membuka ampangan sementara

18.

Jayaguna

Kontraktor
Tarikh
Tanda
Permohonan
Tangan

Wakil Jabatan
Tarikh
Tanda
Sebenar
Tangan

Kegunaan Jabatan
Diperiksa Oleh:

Disahkan oleh:

T/Tangan

:.

T/Tangan :

Nama /Cop :..


Jawatan : JT/JTK/PT

Nama /Cop:.
Jawatan : J/PT

Nota : * Tanda / pada yang berkenaan

Revision 0 : March 2008

5A- 8

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

BORANG SEMAK KERJA SEMENTARA (BSKS)

No. Kontrak : Tarikh : ...


Nama Struktur : Lokasi Struktur : ..

Item

Keterangan

1.

Kerja sementara :

2.

Semakan
Kontraktor

Semakan
Jabatan

Catatan

Papan tanda amaran

Empangan sementara

Lencungan jalan

Lencungan saliran

Lencungan Taliair

Kemudahan awam yang terlibat :


* Tiang / Kabel E lektrik

* Tiang / Kabel Telekom

* Paip Bekalan Air /Paip Gas

*Jambatan / Titi / Pembetong

* Jalan sementara

..

Ulasan Pegawai Atasan :

Pemeriksaan Oleh :

Disemak Oleh :

T/ tangan : .

T/ tangan : .

Nama :..

Nama :

Jawatan : JT / JTK

Jawatan :

Nota :
* Potong yang tidak berkenaan
5A- 9

PT / J

x Ada / Tiada
Revision 0 : March 2009

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

BORANG PEMERIKSAAN KERJA TANAH (BPKT)

No. Kontrak

: _________________________

Tarikh

: ______________________

Jenis Struktur

: _________________________

Lokasi / Elemen : ___________________

No. Pelan Pembinaan : _______________________

Catatan
1.

Peg Jajaran

Ada

Tidak

2.

Kerja ukur keratan


Rentas (OGL) se
Belum kerja tamBakan/korekan
Bermula.

Ya

Tidak

3.

Jentera
a) Bilangan

Ya

Tidak

b) Kesesuaian

Ya

Tidak

Kerja pengorekan
ikut spesifikasi

Ya

Tidak

...

5.

Kerja penambakan
ikut spesifikasi

Ya

Tidak

...

6.

Tanah impot
mematuhi

Ya

Tidak

7.

Kerja pemadatan
ikut spesifikasi di
mana perlu)

Ya

Tidak

Semak aras bersama


Jurukur
pemborong

Ya

Tidak

..

9.

Langkah keselamatan telah


di ambil

Ya

Tidak

..

10.

Penyediaan pelan
siap

Ya

Tidak

..

4.

8.

Tidak

Ulasan : ____________________________________________________________________
: ____________________________________________________________________
Revision 0 : March 2008

5A- 10

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

Disediakan oleh :

Disahkan oleh :

.
(Juruteknik)

(Jurutera)

Nama

Nama

: __________________________

: _________________________

Jawatan : __________________________

Jawatan : _________________________

Tarikh

Tarikh

5A- 11

: __________________________

: _________________________

Revision 0 : March 2009

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

BORANG SEMAK KUALITI BATU BAUR (BSKBB)


Nama Projek

: _____________________________________________
: _____________________________________________

No. Kontrak

:______________________________________________

Nama Kontraktor : _____________________________________________


A)

AYAKAN / PENGGREDAN

a)

Ayakan Kering / Basah b) Berat kering sebelum diayak : _______ kg.


Saiz Ayak
(mm)

Berat
Tak Telus
(gm)

Peratus
Tak Telus
(%)

Peratus
Telus
(%)

Had Pengredan Piawai


Pasir

20
10
5
2.4
1.2
0.6
0.3
0.15
Pan

95 - 100
70 95
45 85
25 60
5 30
0 10

Agg. Kasar
100
25 - 55
0 - 10

Jumlah

B)

UJIAN KELODAK (KAEDAH-ENAPAN) Min. 3 Jam

1.

Ketebalan pasir dalam biker selepas enapan

(x) : ___________mm.

2.

Ketebalan kelodak diatas pasir selepas enapan

(y) : ___________ mm.

3.

Peratus Kelodak

y/x

: ___________%

KEPUTUSAN
a)

Tarikh Sample di hantar : _______________ Nama Makmal : __________________

b)

Ujian di jalankan oleh

: ___________________________

c)

Kandungan Kelodak

: ___________________________

d)

Keputusan

Pemeriksaan dijalankan oleh

Lulus / Gagal

: ___________________________________
(Nama)
: ___________________________________
(Jawatan)

Ulasan : ___________________________________________________________________
: ___________________________________________________________________
Revision 0 : March 2008

5A- 12

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

BORANG KONKRIT SIAP BANCUH (BKSB)


(READY MIXED)
No. Kontrak

Tarikh :.

Nama Kontraktor : ..
Ruj. Kontraktor

Cuaca : .

: Ruj. Jabatan :

Lokasi dimana konkrit dijalankan :


Kadar Campuran / Gred : Kaedah Pemadatan : ..
Penerimaan dan Kegunaan (Gunakan Borang Ujian Kiub Konkrit)
Masa terima mula dari : ....

Batch
No.

Delivery
Ticket No.

Sump

Accepted (A)
Rejected (R)

(mm)

Jangka masa siap :

Time of
Discharge

Cube Cast
& Cube
Mark

Location
of
Placement

Remarks

Disahkan oleh :

Disaksikan oleh :

(Nama)

..
(Nama)

.
(Jawatan)

..
(Jawatan)

5A- 13

Revision 0 : March 2009

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

REKOD PENANAMAN CERUCUK (RPC)


PROJEK

TARIKH

LOKASI

CUACA

JENIS STRUKTUR
JENIS CERUCUK
SAIZ CERUCUK
KEDUDUKAN CERUCUK
PUKULAN MUKTAMAD
JUMLAH PANJANG CERUCUK
DITANAM
WAKTU PENANAMAN
CERUCUK

..........................
.............................
.............................
.............................
.............................
.............................
.............................
.............................

JENTERA DIGUNAKAN
JENIS TUKUL
BERAT TUKUL
TINGGI KEJATUHAN TUKUL
RL DI ARAS BUMI
RL DI ARAS PEMBENTUKAN
RL DI ARAS PEMOTONGAN

............................
............................
............................
............................
............................
............................
............................

KETELUS- BIL.
AN
PUKULAN
(M)

KETELUSAN BIL.
(M)
PUKULAN

KETELUSAN BIL.
(M)
PUKULAN

KETELUSAN BIL.
CATITAN
(M)
PUKULAN

0.0-0.3
0.3-0.6
0.6-0.9
0.9-1.2
1.2-1.5
1.5-1.8
1.8-2.1
2.1-2.4
2.4-2.7
2.7-3.0
3.0-3.3
3.3-3.6
3.6-3.9
3.9-4.2
4.2-4.5
4.5-4.8
4.8-5.1
5.1-5.4
5.4-5.7

7.5-7.8
7.8-8.1
8.1-8.4
8.4-8.7
8.7-9.0
9.0-9.3
9.3-9.6
9.6-9.9
9.9-10.2
10.2-10.5
10.5-10.8
10.8-11.1
11.1-11.4
11.4-11.7
11.7-12.0
12.0-12.3
12.3-12.6
12.6-12.9
12.9-13.2

15.0-15.3
15.3-15.6
15.6-15.9
15.9-16.2
16.2-16.5
16.5-16.8
16.8-17.1
17.1-17.4
17.4-17.7
17.7-18.0
18.0-18.3
18.3-18.6
18.6-18.9
18.9-19.2
19.2-19.5
19.5-19.8
19.8-20.1
20.1-20.4
20.4-20.7

22.5-22.8
22.8-23.1
23.1-23.4
23.4-23.7
23.7-24.0
24.0-24.3
24.3-24.6
24.6-24.9
24.9-25.2
25.2-25.5
25.5-25.8
25.8-26.1
26.1-26.4
26.4-26.7
26.7-27.0
27.0-27.3
27.3-27.6
27.6-27.9
27.9-28.2

5.7-6.0
6.0-6.3
6.3-6.6
6.6-6.9
6.9-7.2
7.2-7.5

13.2-13.5
13.5-13.8
13.8-14.1
14.1-14.4
14.4-14.7
14.7-15.0

20.7-21.0
21.0-21.3
21.3-21.6
21.6-21.9
21.9-22.2
22.2-22.5

28.2-28.5
28.5-28.8
28.8-29.1
29.1-29.4
29.4-29.7
29.7-30.0

Tandatangan
Wakil Pegawai
Penguasa

Tandatangan
Wakil
Kontraktor

Asal

MASA MULA
MASA BEHENTI
PUKULAN MUKT
AMAD
(10 PUKULAN)
PERTAMA:
KE 2 :
KE 3 :
KE 4 :
KE 5 :
Sambungan
No. 1

Sambungan
No 2

Sambungan
No 3

S/No Cerucuk
Nama:

Nama:

Tarikh dibuat
Panjang

Revision 0 : March 2008

5A- 14

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

BORANG PEMERIKSAAN TETULANG KELULI (BPTK)


: _______________________________________

Nama Projek

: ________________________________________________
: ________________________________________________
No. Kontrak

: ________________________________________________

Nama Struktur/
Lokasi

: ________________________________________________

Rujukan Lukisan

: ________________________________________________

Tarikh Pemeriksaan

: ________________________________________________
Perincian Tetulang Keluli Yang Diperiksa

Elemen /
Bahagian

Tanda
Bar

Panjang
Tindihan

Penutup
Konkrit

Jenis

saiz

Bilangan
Tetulang

(mm)

(mm)

(Y/R)

(mm)

No.

Panjang
(mm)

Jarak
antara
C/C
(mm)

Catatan

Diperiksa bersama oleh :-

-------------------------------------------Nama
:
Jawatan
:
(Pemborong) :

------------------------------------------------Nama
:
Jawatan :
(Jabatan) :

UNTUK KEGUNAAN JABATAN


Disahkan pemasangan tetulang mengikut / tidak mengikut Pelan :
Ulasan : ________________________________________
: ________________________________________
: ________________________________________
Tandatangan Pegawai Penguasa/ Wakil) : ___________________________________

5A- 15

Revision 0 : March 2009

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

BORANG KERJA-KERJA KONKRIT (BKK)


Nama Projek

: ___________________________________________________
: ___________________________________________________

Nombor Kontrak

: ___________________________________________________

Lokasi struktur /
Bahagian struktur

: ___________________________________________________

Tarikh

Kerja yang dijalankan

Gred
Konkrit

Invert
Level

Reinforcement

Catatan

Pemeriksaan dijalankan oleh : _________________________________________________


Tarikh :__________________

UNTUK KEGUNAAN PEJABAT


Disahkan kerja-kerja diatas telah mematuhi spesifikasi yang telah ditetapkan.
Tandatangan Wakil PP Ditapak : __________________________________
Nama

: __________________________________

Jawatan : __________________________________
Tarikh

: __________________________________

Revision 0 : March 2008

5A- 16

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

BORANG KONKRIT SIAP BANCUH (BKSB)


(READY MIXED)
No. Kontrak

Tarikh : ..

Nama Kontraktor : ..
Ruj. Kontraktor

Cuaca : ..

: Ruj. Jabatan : ....

Lokasi dimana konkrit dijalankan : ....


Kadar Campuran / Gred : Kaedah Pemadatan :

Penerimaan dan Kegunaan (Gunakan Borang Ujian Kiub Konkrit)


Masa terima mula dari : ...

Batch
No.

Delivery
Ticket
No.

Sump

Accepted (A)
Rejected (R)

(mm)

Jangka masa siap :

Time of
Discharge

Cube
Cast &
Cube
Mark

Location of
Placement

Remarks

Disahkan oleh :

Disaksikan oleh :

..
(Nama)

(Nama)

..
(Jawatan)

(Jawatan)

5A- 17

Revision 0 : March 2009

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

BORANG UJIAN KIUB (BUK)

Nama Projek

:___________________________________________________
:___________________________________________________

No. Kontrak

:____________________________________________________

Nama Kontraktor

:____________________________________________________

Nama Struktur

:____________________________________________________

Lokasi

:____________________________________________________

Bahagian Struktur

:_____________________________

Tarikh di Hantar

:_____________________________

Bilangan Kiub

:_____________________________

Dihantar oleh

:_____________________________
(Nama)
:_____________________________
(Jawatan)

Diterima oleh

:_____________________________
(Nama)
:_____________________________
(Jawatan)

Makmal Penguji

Tanda Kiub

:_________________________________

Tarikh dibuat

Tarikh Ujian
perlu dijlankan
7 Hari
28 Hari

Saiz Kiub

Catatan

A1
A2
A3
A4
A5
A6
Nota : Sila kembalikan borang ini bersama-sama keputusan ujian.

Revision 0 : March 2008

5A- 18

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

Diuji Oleh:

Nama: ______________________________
Jawatan: ____________________________

Disahkan Oleh:

Nama: __________________________
Jawatan: ________________________
Ulasan: ______________________________________________________________________
: ______________________________________________________________________

UNTUK KEGUNAAN JABATAN


DISAHKAN OLEH:
NAMA

: _____________________________________

JAWATAN

: _____________________________________

5A- 19

Revision 0 : March 2009

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

BORANG UJIAN PENURUNAN (SLUMP TEST)


Nama Projek

: ________________________________________________
: ________________________________________________

No. Kontrak

: ________________________________________________

Nama Kontrak

: ________________________________________________

Tarikh

: ___________________

Cuaca

Nisbah Air Simen

: ___________________

Gred Konkrit : 25 / 30/ 40

Bahagian Struktur

: ___________________

Jenis Konkrit : Mass / Rc: _______________

Bil.
Ujian

Waktu
Mula

Waktu
Siap

Pengkukuran
Susutan
(mm)

: Panas / Redup / Hujan

Jenis Penurunan
(Tandakan -/)
Benar
Riceh
Runtuh

Ujian dijalankan oleh: _____________________


(Nama)

Catatan
(Tandakan -/)
Lulus
Gagal

Disaksikan oleh: ______________________


(Nama)

: ______________________
(Jawatan)

: ______________________
(Jawatan)

: ______________________
(Kontraktor)

: ______________________
(Jabatan)

Ulasan : _______________________________________________________________________
_______________________________________________________________________

UNTUK KEGUNAAN JABATAN


DISAHKAN OLEH :
NAMA

: ________________________________________

JAWATAN

: ________________________________________

TARIKH

: ________________________________________

Revision 0 : March 2008

5A- 20

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

BORANG PENGAWETAN (CURING)-BP-C


Nama Projek

: _____________________________________________
: _____________________________________________

No. Kontrak

: _____________________________________________

Nama Kontraktor : _____________________________________________


Tarikh Siap Kerja : ________________________
Konkrit
Sila tandakan ( ) didalam petak-petak yang berkenaan.
KAEDAH-KAEDAH CURING YANG DIJALANKAN.
1.

Semburan air

5.

Ditenggelamkan dengan air

2.

Guni basah

6.

Bahan kimia

3.

Pasir basah

7.

Lain-lain kaedah
(Nyatakan)

4.

Kertas kalis

Hari

Masa
9.00
pagi

Cuaca

Masa
12.00
tgh.

Cuaca

Masa
3.00
ptg

Cuaca

Masa
6.00
ptg.

Cuaca

Catatan

1.
2.
3.
4.
5.
6.
Nota : Catitkan cuaca

P Panas,

M Mendung,

H Hujan

Pemeriksaan di jalankan oleh

: ___________________________________
(Nama)
: ___________________________________
(Jawatan)

Ulasan: __________________________________________________________________________
__________________________________________________________________________

5A- 21

Revision 0 : March 2009

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

UNTUK KEGUNAAN JABATAN


DISAHKAN OLEH:
NAMA

:_____________________________________________________

JAWATAN

:_____________________________________________________

TARIKH

:_____________________________________________________

Revision 0 : March 2008

5A- 22

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

BORANG KEPUTUSAN UJIAN KIUB KONKRIT (BKUK)


Bahagian Satu :
No. Kontrak : . Tarikh : ..
Nama Kontraktor : Cuaca : .
Ruj. Kontraktor : Ruj. Jabatan : ..
Lokasi dimana konkrit dijalankan : .
Kadar Campuran / Gred : Kaedah Pemadatan : .
Bahan yang digunakan :
Bahan

Jenis Bahan
digunakan

Sumber

Kuantiti per
kelompok

Pasir
Aggregat kasar
Simen
Air
Bahan tambah
Keterkerjaan yang dikehendaki (turun / faktor memadat) :
Kekuatan kiub minima yang dikehendaki pada : 7 hari..N / mm2 : 28 hari
N / mm2.
Tanda kiub

Tarikh di
tuang

Tarikh ujian
perlu
dijalankan

Kiub diserah oleh (Wakil P.P. Di Tapak

Saiz kiub

Keterkerjaan
(Turun / Faktor
Memadat)

Catatan

:______________________________
(Nama)
:______________________________
(Jawatan)

5A- 23

Revision 0 : March 2009

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

Bahagian Dua : (Perincian Keputusan yang di perlukan)


Tanda
Kiub

Tarikh
dituang

Tarikh
Ujian
perlu
dijalankan

Tarikh
di uji

Umur
pada
tarikh
di uji
(hari)

Berat
Kiub
(kg)

Ketumpatan
(kg / m2)

Beban
Mampat
(kN)

Kekuatan
Mampat
(N / mm2)

Catatan

Dijalankan oleh:

* Disaksikan oleh:

Disemak dan di sahkan oleh:

..
(Nama)

..
(Nama)

.
(Nama)

..
(Jawatan)

..
(Jawatan)

.
(Jawatan)

* Bagi Makmal di tapak sahaja

Revision 0 : March 2008

5A- 24

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

BORANG PERMOHONAN KEBENARAN MENANGGAL KEKOTAK (FORMWORKS)


BPKMK
Nama Projek

: ____________________________________________________
: ____________________________________________________
: ____________________________________________________

Nama Pemborong

: ____________________________________________________

Jenis Struktur /
Bahagian Binaan

: ____________________________________________________

Rujukan Lukisan

: ____________________________________________________

Jenis Struktur/
Bahagian/ Binaan

Bahagian
yang
akan
dibuka

Tarikh
mula
Konkrit

Tarikh mula
menanggal
acuan yang
ditetapkan

Jumlah
hari
(minima)

Tarikh
penanggalan
sebenar

Catatan

KAMI TELAH MEMERIKSA BAHAGIAN-BAHAGIAN ACUAN YANG AKAN DI TANGGALKAN / DIBUKA


DAN MAKLUMAT YANG DI BERIKAN ADALAH BENAR.
Tarikh :
.
(Tandatangan Pemborong/Wakil)
Cop Nama/ Jawatan

..
(Tandatangan Pegawai Penguasa/ wakil)
Cop Nama / Jawatan

UNTUK KEGUNAAN PEJABAT


PERMOHONAN KEBENARAN MEMBUKA / MENANGGAL FORMWORKS * DIBENARKAN / * TIDAK
DIBENARKAN BERDASARKAN SPESIFIKASI DOKUMEN KONTRAK.

(Tandatangan Pegawai Penguasa Wakil)


Cop Nama / Jawatan

* Potong mana yang tidak berkenaan

5A- 25

Revision 0 : March 2009

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

PEMERIKSAAN PERMUKAAN KONKRIT (PPK)


Nama Projek

: _________________________________________
: _________________________________________

No. Kontrak

: _________________________________________

Nama Kontraktor

: _________________________________________

Bahagian Struktutr /
Bahagian Binaan

: _________________________________________

Pemeriksaan Kecacatan
Bahagian

Pembaikan Kecacatan

Butiran Kecacatan

Cara Pembaikan

Ulasan

Disahkan semua kecacatan permukaan konkrit telah dibaiki dengan sempurna dan berkeadaan baik.

Tarikh : ______________

..
(Nama dan Tandatangan Pemborong / Wakil)

UNTUK KEGUNAAN JABATAN


Pemeriksaan telah dibuat dan disahkan kecacatan telah dibaiki dengan sempurna.
Diperiksa dan Disahkan oleh :
Nama

: __________________________________

Jawatan : __________________________________
Tarikh

: __________________________________

Revision 0 : March 2008

5A- 26

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

BORANG PEMERIKSAAN SIAP KERJA UNTUK STRUKTUR (BPSKS)


No. Kontrak

: ___________________________________________________

Nama Kontrak

: ___________________________________________________

1) Nama Struktur : ___________________________________________________


2) Garisan

: ___________________________________________________

3) Rantaian

: ___________________________________________________

4) Pemeriksaan

: ___________________________________________________

PEMERIKSAAN I

PEMERIKSAAN II

Tarikh : ____________

Tarikh : _______________

Bil.
Perkara
1.

Honeycomb

2.

Keretakan

3.

Cat

4.

Greasing

5.

Perangkap Sampah

6.

M.S Grill

7.

Trash screen

8.

Penutup Papak
(Precast)

9.

Handrail

10

M.S. Ladder

Ulasan

Catatan

Catatan

: _______________________________________________________
: _______________________________________________________

Tandatangan : _____________________
Nama

: _____________________

Jawatan

: _____________________

Tarikh

: _____________________

5A- 27

Revision 0 : March 2009

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

BORANG REKOD STRUKTUR BINAAN (BRSB)

No. Kontrak : ____________________________

Kawasan : _______________________

1)

Nama Struktur

: ____________________

4) Saiz : ______________________

2)

Garisan

: ____________________

5) Panjang paip : ________________

3)

Invert Level

: ____________________

6) TBM

7) Kuantiti Penggalian (Excavation)


a) Paras aras tanah
b) Aras pengorekan

=
=

c) Kedalaman

Isipadu A
Isipadu B

Gambarajah

m
m
_________
m
_________
=
=

: ______________________

___________

Kuantiti Penggalian (meter padu)

___________

8) Kuantiti Penambakan (Backfilling)


Gambarajah
a) Paras aras tanah
b) Aras penambakan
Kedalaman
Isipadu A
Isipadu B

=
=

m
m
_________
=
m
_________
=
=
____________

Kuantiti Penambakan
Meter padu

Revision 0 : March 2008

____________

5A- 28

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

BORANG REKOD STRUKTUR BINAAN (BRSB)


9) Cerucuk
Bilangan Cerucuk

: __________________

Jenis Cerucuk : ______________________

Saiz & Panjang

: __________________

Catatan

Penetration

: __________________

: ______________________

Aras Cerucuk
(Pile Head Level)

: __________________

: ______________________

: ______________________

Jika cerucuk tidak boleh ditanam, sila rujuk kepada Jurutera)

10) Tetulang : 10 mm dan kebawah

11) Konkrit

: _________ kg.

: 12 mm keatas

: _________ kg.

: Mass konkrit

: _________ sq. m

: Gred 20

: _________ cu. m.

: Gred 25

: _________ cu. m.

: Gred 30

: _________ cu. m

: Lain-lain Gred : ____________________ cu. m


(Nyatakan)
12) Lain-lain : ____________________________________________________

13) Catatan

: ____________________________________________________
: ____________________________________________________

Disediakan oleh:...
(T.tangan/cop)
(JT/JTK)

Dipersetujui oleh:..
(T.tangan/cop)
( Kontraktor)

Disahkan oleh:..
(T.tangan/cop)
( PT/J)

5A- 29

Revision 0 : March 2009

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

BORANG SEMAK PEMBINAAN STRUKTUR (BSPS)


No. Kontrak : Tarikh : ...
Nama Struktur : Lokasi Struktur : ..

Item

Keterangan

1.

Kerja sementara:

2.

Semakan
Kontraktor

Semakan
Jabatan

Catatan

Papan tanda amaran

..

Empangan sementara

..

Lencungan jalan

..

Lencungan saliran

..

Lencungan Taliair

..

Kemudahan awam yang terlibat:


* Tiang / Kabel E lektrik

* Tiang / Kabel Telekom

* Paip Bekalan Air /Paip Gas

*Jambatan / Titi / Pembetong

* Jalan sementara

...

Ulasan:

Pemeriksaan Oleh:

Disahkan Oleh:

T/ tangan : ..

T/ tangan : .

Nama :

Nama :..

Jawatan : JT / JTK

Jawatan :

Nota:
* Potong yang tidak berkenaan
Revision 0 : March 2008

x Ada

PT / J

/ Tiada
5A- 30

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

BORANG SEMAK TALIAIR / PARIT KONKRIT (BSTPK)


No. Kontrak : ..

Tarikh :

Jenis Struktur : ..

Lokasi/Elemen : ..

No. Pelan Pembinaan: .

1.

Semak Jajaran

Betul

Salah

Catatan
..

2.

Semak aras

Betul

Salah

..

3.

Kesesuaian Jentera

Ya

Tidak

..

4.

U-Unit / L-Unit

Terima

Tolak

..

5.

Kekemaszan pemasangan

Baik

Tidak

..

6.

Sambungan antara unit

Sempurna

Tidak

..

7.

Pemasangan penapis

Ada

Tiada

..

8.

Capping Beam

Ada

Tiada

..

9.

Penimbus Sisi

Ada

Tiada

..

Ulasan :.
:.
:.

Disediakan oleh :

Disahkan oleh :

(Tandatangan)

(Tandatangan)

( Nama / Jawatan JT)

...
(Nama / Jawatan J/PTK/JTK)

Tarikh : ..

Tarikh : .

5A- 31

Revision 0 : March 2009

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

APPENDIX 5B SAMPLE OF INSPECTION FORM

BRICKWORK INSPECTION FORM


Contractor Name

Project Title

Ref. No.

Date:

ROOM NAME:
FLOOR LEVEL:
GRIDLINE:

Inspection Items:

Checked
and
Acceptable

Comments:

01

Setting out

Yes / No

Contractor

02

Check position of wall, door, openings and


wall column stiffeners after 1st course has
been laid.

Yes / No

Consultant

03

Brickwork reinforcement

Yes / No

Contractor

04

Column stiffener reinforcement

Yes / No

Consultant

05

True to line

Yes / No

Contractor

06

Plumb

Yes / No

Contractor

07

Lintel reinforcement

Yes / No

Consultant

08

Builders work opening

Yes / No

Consultant

09

Wall acceptable to receive plaster

Yes / No

Consultant

Contractor:
Inspected by:
Title:
Date:

Consultant:
Inspected by:
Title:
Date:

Consultant:
Approval to continue the works:

Revision 0 : March 2008

Signed:

Date:

5A- 32

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

PLASTER INSPECTION FORM


Contractor Name

Project Title

Ref. No.

Date:

ROOM NAME:
FLOOR LEVEL:
GRIDLINE:

Inspection Items:

Checked
and
Acceptable

Comments:

01

Temporary protection to surroundings

Yes / No

Contractor

02

All chases completed and filled

Yes / No

Contractor

03

Concrete / Brickwork surface


preparation

Yes / No

Consultant

04

E.M.L. fixed across different background

Yes / No

Contractor

05

Install plaster accessories (corner bead,


stop, etc.)

Yes / No

Contractor

06

Screed level installed

Yes / No

Contractor

07

Base coats application

Yes / No

Contractor

08

Final coat application

Yes / No

Contractor

09

Acceptable finish

Yes / No

Consultant

Contractor:
Inspected by:
Title:
Date:

Consultant:
Inspected by:
Title:
Date:

Consultant:
Approval to continue the works:

5A- 33

Signed:

Date:

Revision 0 : March 2009

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

SCREED INSPECTION FORM


Contractor Name

Project Title

Ref. No.

Date:

ROOM NAME:
FLOOR LEVEL:
GRIDLINE:

Inspection Items:

Checked
and
Acceptable

Comments:

01

Substrate preparation

Yes / No

Consultant

02

Floor screed bays set out/rooms, level


established

Yes / No

Contractor

03

Screed mix to correct ratio

Yes / No

Contractor

04

Floor hardener if required

Yes / No

Contractor

05

Acceptance of finished

Yes / No

Consultant

06

Curing carried out

Yes / No

Contractor

07

Protection of completed works

Yes / No

Contractor

Contractor:
Inspected by:
Title:
Date:

Consultant:
Inspected by:
Title:
Date:

Consultant:
Approval to continue the works:

Revision 0 : March 2008

Signed:

Date:

5A- 34

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

FLOOR TILING INSPECTION FORM


Contractor Name

Project Title

Ref. No.

Date:

ROOM NAME:
FLOOR LEVEL:
GRIDLINE:

Inspection Items:

Checked
and
Acceptable

Comments:

01

Substrate preparation

Yes / No

Consultant

02

Setting-out as per drawings

Yes / No

Consultant

03

Bonding material applied

Yes / No

Contractor

04

Tiles laid correctly

Yes / No

Contractor

05

Inspection of completed areas

Yes / No

Consultant

06

Protection of completed works

Yes / No

Contractor

Contractor:
Inspected by:
Title:
Date:

Consultant:
Inspected by:
Title:
Date:

Consultant:
Approval to continue the works:

5A- 35

Signed:

Date:

Revision 0 : March 2009

DID MANUAL
Volume 11
Construction Management

Chapter 5
Project Monitoring
Inspection and Supervision
APPENDIX 5C

Request for Inspection Process


Flow Chart

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

APPENDIX 5C

REQUEST FOR INSPECTION PROCESS FLOW CHART

Process Flowchart

Description

Action By

Contractor Implements
ITP Documents

The Contractor
Implements the ITP
documents

Contractor

Contractors submission
of the Completed
RFI forms

Contractor

Project Team/
Lead Consultant
According to the
type of contract,
check and review
of the submission

Project Team /
Consultants

Contractor to prepare
the works/system
for inspection

Contractor

Contractors Submission

Project Team / Consultants


Check and Review Submission

NO
Approve
YES

Contractor To Implement

Revision 0 : March 2009

5A- 36

DID MANUAL
Volume 11
Construction Management

Chapter 5
Project Monitoring
Inspection and Supervision
APPENDIX 5D

Guidelines on Control of
Non Conforming
Products / Works / Services

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

APPENDIX 5D

GUIDELINES ON CONTROL OF NON CONFORMING PRODUCTS /


WORKS / SERVICES - ATTACHMENT 1

DID operates a system for identifying, recording, and tracking Non Conformances to ensure non
conforming works/products/services are controlled. The process is illustrated in the flow chart as
shown in Appendix 5D, Attachment 2. The following procedure applies:
1.

NCR is issued to non conforming products / works and services.

2.

NCR can be drafted (Preliminary NCR) by any representative of DID, Project Team or
Consultants. However, it is not officially issued to the Contractor until it has been confirmed
by Project Team.

3.

Project Team may disagree with the Preliminary NCR. In this case, he/she needs to discuss
the Preliminary NCR with the Originator and /or representative of DID. In the event of
disagreement, meeting among Project Team, Consultants and other related parties should be
arranged and resolved immediately.

4.

Project Team shall be responsible for the registration and notification to other affected
departments, before Official NCR is issued. All Official NCR shall bear an official registration
number.

REVIEW AND DISPOSITION


Project Team shall chair a meeting to discuss non-conformances in the presence of representatives
from Contractor, Consultants and other related party. The NCR shall be replied and closed out by
the Contractor within the agreed time frame. The meeting shall address at least the following
issues:
1.

Causes of the non conformance

2.

Corrective Action to be taken

3.

Expected time to commence Corrective Action

4.

Estimated time for the completion of Corrective Action

5.

Follow-up, Monitor and Close out the NCR

When a Corrective Action is approved, Project Team shall monitor and ensure the relevant
Corrective Action is done and completed within the time frame. If the NCR is not replied within the
time frame stated, Project Team shall extend the letter with a copy of NCR to the top management
of the company concerned, failing which the condition of contract will take precedence.

Revision 0 : March 2009

5A- 37

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

THE CONTROL OF NON CONFORMING WORKS/PRODUCTS/SERVICES PROCESS - FLOW CHART


ATTACHMENT 2
ACTION BY
Start

Identification of Non Conformance

Project Team
Consultants Representative

Preliminary NCR is Drafted

Project Team
Consultants Representative

Issue Preliminary NCR to Contractor

Project Team
Consultants Representative

The Draft NCR Goes


To Project team for
Confirmation

NO

Review
with NCR
Originator

Project Team

YES
Issue Official NCR to Contractor with
Copies to SO and Consultant
Representative
Contractor
NCR to be Replied & Submitted within
the Agreed Time Frame

Note:
Condition of
Contract
with take
Precedence

NO
Review and Evaluate
Corrective/Preventive Actions

Project Team
Consultants Representative

YES
Proceed with Corrective Action

NO

Inspect Corrective
Action

Returned to
Contractor for
Further Work

Project Team
Consultants Representative

YES
Project Team Approves
Close-out of NCR

Project Team

NCR is CLOSED and FILED

5A- 38

Revision 0 : March 2009

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

SAMPLE OF NON COMPLIANCE REPORT ATTACHMENT 3


4.2.1
Form: /NCR/01
PROJECT NAME
PROJECT REFERENCE NO.
Drafted By
Name
Company
Location
Contractor /
Sub-contractor
Activity
Non Compliances :

Signature
Date

* Use separate sheet if necessary


PRELIMINARY COPY passed to:
Contractor
Name
Company
The
Name
Firm/Company
Company
OFFICIAL COPY :
Registered By
Name
NCR Ref.
DID
Issued to

Name
Company

Signature
Date
Signature
Date
Signature
Date
Signature
Date

Contractor
Issued by
Name
Project Team/
Company
Consultant
Corrective / Preventive Actions :

Signature
Date

* Use separate sheet if necessary


The Work is Now in Accordance with the Specifications
Complied by
Contractor

Name
Company

Signature
Date

Verified By
NCR Originator

Name
Company

Signature
Date

Approved By
Consultant
Rep.

Name
Company

Signature
Date

Accepted by
Project Team /
PM
Recorded & Filed
By

Name

Signature

Name

Signature

Department

Date

DID

Revision 0 : March 2009

5A- 39

DID MANUAL
Volume 11
Construction Management

Chapter 5
Project Monitoring
Inspection and Supervision
APPENDIX 5E

Sample of Quality Audit

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

APPENDIX 5E SAMPLE OF QUALITY AUDIT


Consultant

Date

Project

Audit by: (Project Team)


Conformance

Item
1.0

DESCRIPTION

AC

Comments

Management System
i.

Does the organization possess quality


certification?

ii.

Does the organization have the quality


policy?

iii. Does the organization have a quality


representative responsible for establishment
and implementation of a quality system?
iv. Is the quality management system
established, documented, implemented and
maintained?
v.

Is the job description for staff available?

vi. Is the organization chart available?


vii. Has training programme provided for every
site supervision staff?
2.0

Quality Requirements

2.1

Work Method Statement (WMS) and Inspection


and Test Plan (ITP)
i.

Is the ITP and WMS documented and


distributed?

ii.

Has the method of construction follows that


provided in the WMS? If not, what is the
follow-up action?

iii. Are the inspection & test conducted


according to ITP provided in the method
statement?
iv. Has the method statement approved prior
to commencement of construction works?

Legend : S - Satisfactory
Revision 0 : March 2009

AC - Acceptable with Comment

O - Observation
5A- 40

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

Conformance
Item
2.2

2.3

DESCRIPTION

AC

Comments

Construction Material Sample Approval


i.

Is the product approval documented and


distributed?

ii.

Are the samples kept in a proper place?

In Progress Testing
i.

Are the in-progress testing results


documented and maintained?

ii.

How the in-progress testing results are


analyzed and monitored?

iii. How the instruction provided in site diary


are monitored? Has the Contractors staff
been informed of the instructions/comments
in the site diary?
iv. Is the inspection notice provided sufficient
information for inspection?
v.

Is the issue of inspection notice given


sufficient time for notice and to the relevant
officers?

vi. Are there off-site inspections for approved


products? How the off site inspection
conducted?
vii. Has all the in-progress inspection checklist
are filled and signed off?

Legend : S - Satisfactory
5A- 41

AC - Acceptable with Comment

O - Observation
Revision 0 : March 2009

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

Item
2.4

DESCRIPTION

Conformance
S

AC

Comments

In Progress Inspection
i.

Is the in-progress inspection checklist/site


inspection report documented and
maintained?

ii.

How the site diary is documented and


maintained?

iii. How the instruction provided in site diary


are monitored? Has the Contractors staff
been informed of the instructions/comments
in the site diary?

iv. Is the inspection notice provided sufficient


information for inspection?
v.

Is the issue of inspection notice given


sufficient time for notice and to the relevant
officers?

vi. Are there off-site inspections for approved


products? How the off site inspection
conducted?
vii. Has all the in-progress inspection checklist
are filled and signed off?
2.5

Material Delivery Inspection


i.

Is the material delivery inspection


documented and maintained?

ii.

Are the products delivered after the product


approval is granted?

iii. Are the materials delivered conforming to


the sample submitted earlier?

Legend : S - Satisfactory

Revision 0 : March 2009

AC - Acceptable with Comment

O - Observation

5A- 42

Chapter 5 PROJECT MONITORING INSPECTION & SUPERVISION

Item
2.6

2.7

DESCRIPTION

i.

Are the NCR documented and maintained?

ii.

How the Contractors non-conformance is


monitored? Are the preventative and
corrective measures proposed and approved
by the Consultant?

Comments

How the construction drawings are


documented and maintained?

Request for Information (RFI) form Contractor


Are the RFI forms documented and
maintained?

Contractors Progress Claims


i.

2.10

AC

Control of Construction Drawing

i.
2.9

Monitoring Contractors Non-Conformance


(NCR)

i.

2.8

Conformance

How the measurement sheets are


documented and maintained?

Monitoring of Design Change


i.

Are the design changes documented and


maintained?

ii.

How the Engineers instruction and variation


instruction documented and maintained?

iii. How the design changes are recorded in the


revision of construction drawings?
2.11

Contractors As-Built Submission


i.

3.0

How the as-built drawings are submitted


and documented?

Other Matters

Legend : S - Satisfactory

5A- 43

AC - Acceptable with Comment

O - Observation

Revision 0 : March 2009

DID MANUAL VOLUME 11


CONSTRUCTION MANAGEMENT
PART II : CONSTRUCTION STAGE

CHAPTER 6

TIME CONTROL

Chapter 6 TIME CONTROL

Table of Contents
Table of Contents .................................................................................................................... 6-i
6.1

INTRODUCTION ......................................................................................................... 6-1

6.2

SCOPE ....................................................................................................................... 6-1

6.3

PROCEDURE............................................................................................................... 6-1
6.3.1

General.......................................................................................................... 6-1

6.3.2

Development of Project Programme................................................................. 6-1

6.3.3

Construction Work Programme Review ............................................................ 6-2

6.3.4

Maintaining and monitoring work programme................................................... 6-2

6.3.5

Review of Application for EOT (where applicable) ............................................. 6-2

6.3.6

Delay in Projects............................................................................................. 6-3

Appendix 6A

Flow Chart of Management of Work Programme.6A- 1

Appendix 6B

Work Programme Review Checklist.6A- 4

Appendix 6C

Sample of Review of EOT.6A- 7

Revision 0 : March 2008

6-i

Chapter 6 TIME CONTROL

(This page is deliberately left blank)

6-ii

Revision 0 : March 2009

Chapter 6 TIME CONTROL

6 TIME CONTROL
6.1

INTRODUCTION
This chapter provides the overall procedure on time control through the management of
project planning, scheduling, monitoring and maintaining of programme throughout the
duration of projects.
Refer also to Chapter 13 of Volume 10 for the procedure on contract administration for
Extension of Time (EOT).

6.2

SCOPE
It provides the overall procedure in the management and control of time from start until
completion to ensure the overall management and control of time meets the Clients
requirement.

6.3

PROCEDURE

6.3.1

General
In general, the following procedures address common approach in managing the work
programme, which may vary from project to project depending on requirement:
1.

Develop Project Programme

2.

Review Contractors Work Programme

3.

Maintain and Monitor Contractor's Work Programme

4.

Review of Application for EOT (where applicable)

Planning and Scheduling procedure is normally described in the tender documents. Any
specific requirement shall be addressed in the Project Quality Plan (PQP).
6.3.2

Development of Project Programme


The requirement for the timeline of the project is made known either through meetings,
a formal correspondence or even verbally towards development of the Project
Programme.
The Project Team or such assigned person affirms the requirements and develop the
needs in the form of chronological events or activities.
The project programme includes the following phases (where applicable):
a.

Initiation

b.

Design Development activities

c.

Pre-Qualification activities

d.

Tender and award activities

e.

Construction activities

f.

Testing and commissioning activities

g.

Project handing over activities

Revision 0 : March 2008

6-1

Chapter 6 TIME CONTROL

6.3.3

Construction Work Programme Review


The Project Team reviews and evaluates the Contractors submitted work programme in
terms of acceptability and workability, and recommends as baseline programme (where
applicable) for SO Representatives approval. Sequence of work programme review and
approval is shown in Appendix 6A.
Contractors Work Programme is prepared utilizing the Critical Path Method (CPM)
techniques developed from Precedence Diagramming Method and implemented using
approved project management software, to identify the critical path/critical paths of the
project.
For small scale projects, the Project Team may decide on the method of development of
the Work Programme.
The Project Team evaluates and monitors the Contractors physical works on site to
ascertain whether they are ahead or behind schedule. The Sample of checklist for work
programme review is as per Appendix 6B.

6.3.4

Maintaining and monitoring work programme


The approved work programme is used to monitor and report the contractors physical
works progress on site.
Site meetings are held on regular basis e.g. weekly, to monitor the works progress on
site. Assessment on the progress of work is based either on physical observation, or
analysis of work programme through the Contractors progress report. Refer to Chapter
10 for a sample Contractors progress report.
The Contractor is served written warnings in the event of delays. The Contractor is
required to submit a recovery work programme indicating project completion and course
of action. The Project Team reviews the recovery programme to understand how the
Contractor plans to complete the works and this does not necessarily lead to the
approval of an EOT.
The Project Team or such assigned person maintains pertinent reports and updated work
programme for ease of retrieval (for reference).

6.3.5

Review of Application for EOT (where applicable)


In the event of an application by the Contractor, the Project Team reviews the
application for EOT to ascertain its entitlement and validity in accordance with the
Construction Contract.
Refer also to Chapter 13 and 15 of Volume 10 for the procedure on contract
administration for EOT and Loss and Expense claim respectively.
The following documents (where applicable) are required during the assessment of
claim:
a. Work programme (i.e approved baseline programme, revised work programme,
updated programme)
b. Historical data and chronology of events

6-2

Revision 0 : March 2009

Chapter 6 TIME CONTROL

c.

Backup documents such as minutes of meetings, correspondence, site reports, site


diary, employers instructions and other evidence.

Final assessment and recommendation are made for the approval of necessary approving
authority.
Where EOT has been assessed within a contract construction period and in the event the
EOT is granted, the Contractor need to submit a revised programme showing the new
extended period. A sample of Review for EOT is shown in Appendix 6C.
The various Consultants support the Project Team with necessary assistance and
evaluation during the assessment process.
6.3.6

Delay in Projects
Where Contractors work progress exceeds the original contract period, Notice of NonCompletion is issued to the Contractor.
Certificate of Non-Completion (where contract has exceeded original period or allowable
extended period) is issued to the Contractor after carrying out an assessment of EOT.
Refer also to Chapter 16 of Volume 10 for related matter on the procedure on contract
administration for Determination of Contract.

Revision 0 : March 2008

6-3

Chapter 6 TIME CONTROL

(This page is deliberately left blank)

6-4

Revision 0 : March 2009

DID MANUAL
Volume 11
Construction Management

Chapter 6
Time Control
APPENDIX 6A

Management of Work Programme


Flow Chart

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 6 TIME CONTROL

APPENDIX 6A FLOWCHART OF MANAGEMENT OF WORK PROGRAMME


PRE-CONSTRUCTION STAGE
START

IDENTIFY CLIENT
REQUIREMENT / NEED

DEVELOP OVERALL
PROJECT PROGRAMME

OVERALL PROJECT
PROGRAMME REVIEW

NO
ACCEPT
YES
DEVELOP WORK
PACKAGE PROGRAMME

EVALUATION OF CONTRACTORS
WORK PROGRAMME DURING
TENDER

CONSTRUCTION STAGE
CONTRACTORS WORK
PROGRAMME REIVEW

NO
APPROVED BASELINE
PROGRAMME
YES
MAINTAINING + MONITORING
OF WORK PROGRAMME

A
Revision 0 : March 2009

6A- 1

Chapter 6 TIME CONTROL


CONSTRUCTION STAGE (contd)
A

NO

DELAY
YES
CONTRACTOR SUBMIT
RECOVERY WORK
PROGRAMME

YES

NOTE: This does not necessarily


mean an approval for EOT
See para 6.3.5 in the
Procedure

REVIEW
AND OBJECTION
NO
MAINTAINING + MONITORING
OF WORK PROGRAMME

NO

EXCEEDS
ORIGINAL CONTRACT
PERIOD?
YES
ISSUE NOTICE OF
NON-COMPLETION TO
CONTRACTOR

ASSESSMENT ON EOT
APPLICATION (WHERE
APPLICABLE)

NOTE:

Certain cases the


Assessment can
take place within
the original
Contract Period

REVISE CONTRACT
RECOMMENDATION
APPROVING AUTHORITY
ISSUE CNC
(WHERE APPLICABLE)

NOTE:

1 Recommendation
to Approving
Authority to
Formalise EOT

X
X

6A- 2

2 Issue CNC if
actual Delay is
beyond the
allowable period
(i.e. extended
period after
EOT given)
Revision 0 : March 2009

Chapter 6 TIME CONTROL


CONSTRUCTION STAGE (contd)

X
B

CONTRACTOR TO
SUBMIT REVISED
WORK PROGRAMME

REVIEW
AND ACCEPT

YES
MAINTAINING +
MONITORING OF
WORK PROGRAMME

NOTE:

1 Repeat Resubmission
of Revised Work
Programme as above
(if necessary)
2 Issue CNC and Impose
LAD (If required) if
time entitlement is
less than actual delay

COMPLETION OF
CONSTRUCTION
CONTRACT

NOTE: Refer to maintenance/


defects management
Chapter 16 for related
contractual matter i.e.
Issuing CPC, CMGD &
Final certificate

END

Revision 0 : March 2009

6A- 3

DID MANUAL
Volume 11
Construction Management

Chapter 6
Time Control
APPENDIX 6B

Schedule Checklist for


Work Programme Review

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 6 TIME CONTROL

APPENDIX 6B SCHEDULE CHECKLIST FOR WORK PROGRAMME REVIEW


Project Package

Contract No.

Contract Award Date


Contract Completion
date
Contractor Name

Contract duration
Contract Sum

RM

SCHEDULING CHECKLIST : REVIEW WORK PROGRAMME


Baseline Programme
Recovery Programme

Original submission
date
Submission No.

Overall Programme

Detailed Programme

A.

GENERAL REQUIREMENT

Submit both hard and softcopy of


the programme
Submit the supporting document including planning sheet,
productivity rate etc.
Conform with contractual milestone
dates
Using critical path method

2
3
4
5
6

Prepared using approved scheduling


software
Acceptable work programme
structure - WBS, trades breakdown
etc

SCHEDULING REQUIREMENT

Covers all key activities & trades

Sufficient level of activity details

Free of artificial critical path &


unnecessary constraint
Logical sequence of work within
trades
Logical interfacing between trades

4
5
6

File ID

COMPLIES TO
REQUIREMENTS
YES
NO

REMARKS

COMPLIES TO
REQUIREMENTS
YES
NO

REMARKS

Acceptable work programme


structure - WBS, trades breakdown
etc

Revision 0 : March 2009

6A- 4

Chapter 6 TIME CONTROL

SCHEDULING CHECKLIST : REVIEW WORK PROGRAMME


C

SCHEDULING REQUIREMENT

Covers all key activities & trades

Sufficient level of activity details

Free of artificial critical path &


unnecessary constraint
Logical sequence of work within
trades
Logical interfacing between trades

4
5
6

COMPLIES TO
REQUIREMENTS
YES
NO

REMARKS

Logical interfacing with external


parties and work by others
6.1 Other contractors
6.2 Local Authority
6.3 Utility companies
6.4 Nominated suppliers

Reasonable estimate of activity


duration
7.1 Complete/sufficient productivity
rate document
7.2 Activity duration too
short/unrealistic

Correct calendar usage


8.1 Using working days
8.2 Using calendar days
8.3 Public holidays observed

Realistic critical path

10

Logical programmed produced

11

Work sequence / timing inline with


NSC schedule

6A- 5

Revision 0 : March 2009

Chapter 6 TIME CONTROL

SCHEDULING CHECKLIST : REVIEW WORK PROGRAMME


OVERALL COMMENTS

STATUS
APPROVED

RESUBMIT

Reviewed by:

Verified by:

Planner/Scheduler

RE/RA

Project Team

Date:

Date:

Date:

Revision 0 : March 2009

6A- 6

DID MANUAL
Volume 11
Construction Management

Chapter 6
Time Control
APPENDIX 6C

Review of Extension of Time

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 6 TIME CONTROL

APPENDIX 6C REVIEW OF EXTENSION OF TIME


GUIDELINES FOR THE ASSESSMENT AND APPROVAL OF EXTENSION OF TIME AND LOSS &
EXPENSE
INTRODUCTION
This guideline serves as explanatory notes as well as processes in assessing contractors extension
of time (EOT) and loss and expense (L&E). Although the format of the information provided in this
guideline appears to be separate and distinct two processes in evaluating EOT and L&E, in reality,
it is not mutually exclusive.
It is therefore important for the Project Team to be fully aware of the link between the two and
properly formulate a plan to conclude both the issues without jeopardising DIDs interests.
1.0

EXTENSION OF TIME (EOT)

1.1

Time for Assessment


In the event that the completion of the project appears to delayed beyond the date for
completion (whether original or revised) and the contractor has not submitted notice(s)
of delay, then the Project Team shall direct the contractor to submit application (if any)
so as to finalise any EOT the contractor may be entitled to and to fix a new completion
date if applicable.
Upon receipt of the contractors submission for EOT, the Project Team decides if the
documentation and/or information submitted is sufficient and sets a date for a
clarification meeting with the contractor to discuss the application for EOT. The Project
Team informs the contractor in detail as to which part or parts of his
application/submission is lacking, for example, the contractor has not shown in a
programme or otherwise the cause and effect of the alleged delay or failed to submit
documents in support of his application, and giving him time to compile such information
for resubmission and further discussion. During the meeting with the contractor, the
Project Team explains the basis and principles in the analysis and granting of EOT, i.e.
critical path method.
Upon the contractors resubmission, the Project Team re-assesses the submission for
sufficiency and meets with the contractor to discuss his re-submission. The discussion
should include the grounds of the contractors application and may be extended to
include detailed justification on the cause and effect of why they are entitled to the
number of days applied, i.e. the then accepted programme, the impact of the delay on
the then accepted programme and/or the updated programme (which can also be a
revised Programme) and effect of the delay on the progress, if any. The Project Team
may require the contractor to submit further information which may include CPM analysis
of the event giving rise to the delay. The information submitted by the contractor shall
then be verified for accuracy and veracity by the consultants and resident site staff with
the Project Team taking lead in the discussion with consultants. This will include
verification on the actual sequence, duration and productivity rate etc.
This part of the exercise should not take longer than two to four weeks depending on the
complexity of the EOT application.

Revision 0 : March 2009

6A- 7

Chapter 6 TIME CONTROL

1.2

Assessment of the Application


In assessing the contractors application, regard must be given to the appropriate EOT
clause in the contract, in particular the specific clauses invoked by the contractor. Where
the contractor is not entitled under the Contract, then the Project Team informs the
contractor that his application is rejected as he is not entitled to EOT on the basis to the
ground applied. Where the ground applied is provided for in the contract but the
contractor is not entitled to EOT by reason that the activity in delay was not in the critical
path or causes the critical path to change, then the Project Team also informs the
contractor accordingly.
Where the contractor is entitled to EOT, the Project Team assesses the duration for each
and every delaying event identified by the contractor. The results of the assessment are
summarised into a draft report together with all the duly completed proforma as referred
in Attachment 1.
The time taken to assess the application should not take longer than one to three weeks
from the date of the last discussion/meeting or submission of the additional information,
whichever is the later.

1.3

Review of the EOT Report by Client.


The Project Team briefs the Client on the EOT Report and if the final report is not
accepted by Client, then the procedure set out above is repeated and the Project Team
should be mindful of Clients comments and incorporate the same, if applicable.
Where the final report is accepted by Client, then the Project Team prepares a draft EOT
certificate for SO/SO Representative to issue to the contractor. This shall not take longer
then one to two weeks.

1.4

Where Contractor fails to submit Notice of Delay or Substantiation


The Contract imposes an independent obligation on the Project Team/SO to assess EOT
where it appears that the progress of the works is delayed. This can happen in two
ways:

(a)

If after the meeting with the contractor, the contractor fails to submit the information
required within 7 days; and/or

(b)

The Project Team is fully aware of Employer Risk Events that have caused the contractor
to be in delay
Then the Project Team proceeds to carry out the assessment accordingly based on the
available information, documents and records.
Failure by the contractor to submit notice of delay is a breach of contract by the
contractor which the Project Team takes note of, meaning that the contractor shall not
receive a greater extension than he would have received had the Project Team on notice
at the appropriate time been able to avoid or reduce the delay by some instruction.

6A- 8

Revision 0 : March 2009

Chapter 6 TIME CONTROL

2.0

LOSS AND EXPENSE (L&E)

2.1

Assessment of L&E
The Contractor is entitled to L&E under the Contract (depending on the version of
conditions of contract used), subject to the submission of the claim within the period(s)
stipulated in the contract. Generally, any payment of monies under this head of claim
is subject to strict proof, meaning that the contractor must submit the original receipts,
invoices and bills etc of expenses actually incurred. However, where the Contract allows
for it, the quantum of the L&E may be pro-rated from the running (recurring) cost from
the Preliminaries as stated in the Bills of Quantities.
Upon the contractors submission of a claim for L&E, the Project Team determines
whether or not the contractor is entitled, having regard to the actual time of the delaying
event or instruction issued.
For example, if the delay is caused by the late
issuance/nomination of sub-contractors, then the loss and/or expenses is assessed at the
time of the delaying event.
However, unlike the EOT, the contract does not impose an obligation on the Project
Team/SO to carry out an independent assessment of L&E, whether or not the contractor
submits a claim. Thus, under no circumstances should the contractor be prompted nor
reminded to submit such a claim.

2.2

Assessment of the Application.


Upon the contractors submission, the Project Team determines if the
information/documentation is sufficient and sets a date for a clarification meeting within
7 days from the contractors application to discuss the application for L&E. The team
shall at the meeting inform the contractor in detail as to which part or parts of his
application/submission is lacking, for example, the contractor has not shown the cause
and effect of the alleged L&E or failed to submit documents in support of their claim, and
shall give him 7 days to compile such information for resubmission and further
discussion.
The contractors re-submission shall then be verified by the consultants, in particular by
the consultant QS (if any). This process shall not take longer than two to four weeks.
In assessing the contractors application, regard must be given to the appropriate L&E
clause in the contract, in particular the specific ground raised by the contractor. Where
the contractor is not entitled under the Contract, then the Project Team informs the
contractor that his application is rejected as he is not entitled to L&E on the basis of the
ground applied. Where the ground applied is provided for in the contract but the
contractor is not entitled to L&E by reason that the activity in delay did not cause extra
cost to the contractor or is concurrent with his own delay, then the Project Team also
informs the contractor accordingly.
Where the contractor is entitled to L&E, the Project Team assess the quantum for each
and every delaying event identified by the contractor. The results of the assessment
shall be summarised into a draft report.
The time taken to assesses the application shall not take longer than two to eight weeks
from the date of the last discussion/meeting or submission of the additional information,
whichever is the later.

Revision 0 : March 2009

6A- 9

Chapter 6 TIME CONTROL

2.3

Review of the L&E Report by Client


The Project Team briefs the Client on the L&E Report and if the final report is not
accepted by Client, then the procedure set out above shall be repeated and the Project
Team should be mindful of Clients comments and incorporate the same, if applicable.
Where the final report is accepted by Client, then the Project Team prepares a draft
VO/IPC certificate for SO/SO Representative to issue to the contractor.
This shall not take longer than two to four weeks.

6A- 10

Revision 0 : March 2009

Chapter 6 TIME CONTROL

SAMPLE OF REVIEW OF EOT Attachment 1


Project Package

Contract No.

Contract Award date


Contract Completion date
Contractor Name
Type of Assessment
EOT

Contract duration
Contract Sum

Loss & Expense

Prospective Assessment
Assessment No.

Date of assessment
Retrospective Assessment
2
3

Contractors claim submission date


Assessment on:
1. Overall Project
Date used

2. Milestone Date

Working day
Public holiday observed

Calendar day

Notice of Delay issued

Yes

No

Date issued

Certificate of Non-completion issued

Yes

No

Date issued

Previous EOT
Certificate issued

Date issued

1
2

Record/Data used
Baseline Schedule (Approved)
Recovery Schedule

Monthly updated schedule

Contractors monthly progress report

Monthly photos

Site diary

Correspondence
(state specific key correspondence)
Contractors claim submission
(state dates)
Site actual productivity rate

8
9

Revision 0 : March 2009

Days entitled

Revised completion date

Remarks

6A- 11

Chapter 6 TIME CONTROL

Key issues/ Heads of claims (as per Contractors submission)

Duration
Claimed
(days)

1
2
3

Contractors request for EOT


(as per Contractors submission)

Assessment on Activity Duration


PM Fair Assessment

Classification
A
B
C
D
E
F
G
H
I
Key

Total Duration (days)

Consultants
Assessment

New completion date

Contractors proposed /
actual duration

Activity shift the then current critical path to a new critical path
Activity extend the duration of the then current critical path
Late information / instruction
Variation works (additional quantities)
Activity concurrent with the then critical path and does not delay completion
Activity concurrent with the then critical path and can affect the completion
Contractors delaying event occurred first
Employers delaying event occurred first
Activity / (Late information) has knock on effect on potential critical path
issues/ Heads of claims
A B C D E F G H I
Remarks/
Duration
entitlement

1
2
3

Project Team statement on overall assessment

Recommendation on EOT
Key issues/ Head of claims

6A- 12

Duration
claimed by
Contractor

Project
Team
Assessment

Remarks

Revision 0 : March 2009

Chapter 6 TIME CONTROL

Detail Assessment of EOT-Attachment 2


STAGE 1
Description of Key Issue / Head of Claim

Delaying event nature as claimed


1
Late information
2
Additional works (i.e. variations)
3
Late site possession
4
Delay of NSC
5
Others (Please state)
5.1
5.2
5.3
5.4
Assessment based on the following Clauses of C.O.C.
Main Clause
Sub-Clause
1
2
3
4
5

Description

Provisions of C.O.C. allows for next stage of assessment?

Yes

No

Yes

No

STAGE 2

A-i

Affected event/activity has float at the time delay occurs

A-ii

Float used up and create / shift to a new critical path

B-i

Delaying activity / event already on the critical path at the time delay
occurs
New works due to additional quantities
Assessment of new duration based on:
a. Previously planned (baseline/method statement) production rate
b. Actual cycle time / sequencing at site based on site records
(after discounting learning curve)
c. Contractors newly proposed duration
(in the event of prospective assessment)
d. Any change in the method of working at site
(i.e. sequencing, new equipment etc)
Delaying activity extend the duration of the then current critical path

B-ii

B-iii

Revision 0 : March 2009

6A- 13

Chapter 6 TIME CONTROL

C-i
C-ii
C-iii
D-i

E-i
E-ii
F-i
F-ii

G-i
G-ii
G-iii
G-iv

No

Yes

No

Yes

No

Yes

No

Information requested by Contractor not too distant nor too near to


the future (i.e. the time information required)
Late information/instruction as integral part of VO works (ie late
issuance of VO)
Late information cause the then current critical path to change
New activities / variation works cause net additional works
(see also B-ii above)

Delaying event with its new date and duration were concurrent with
the then critical path, but does not delay the completion
Delaying event with its new date and duration still has float compared
to the then current critical path
Delaying event with its new date and duration were concurrent with
the then critical path, and affect the completion date.
Delaying event with its new date and duration has used up the float
and has caused itself to be on critical path or shift it to new critical
path.

There was a preceding delaying event caused by Contractor that has


caused the then critical path to shift
There was a preceding delaying event caused by Contactor that has
extended the duration of the then critical path
There was a preceding delaying event caused by Contractor and the
current delaying event (under review) does not change the critical
path
There was a preceding delaying event caused by Contractor and the
current delaying event (under review) has dependencies with respect
to work sequence to the activities that were already in delay.
State the key dependencies to the already delayed events if the
answer is yes.
________________________________________________
________________________________________________

H-i

There was a preceding delaying event caused by Employer that has


caused the then critical path to shift

H-ii

There was a preceding delaying event caused by Employer that has


extended the duration of the then critical path

H-iii

There was a preceding delaying event caused by Employer and the


current delaying event (under review) does not change the critical
path

H-iv

There was a preceding delaying event caused by Employer and the


current delaying event (under review) does not change the critical
path

6A- 14

Yes

Revision 0 : March 2009

Chapter 6 TIME CONTROL

State the key dependencies to the already delayed events if the


answer is yes.
________________________________________________
________________________________________________
________________________________________________
________________________________________________

Yes
I-i

No

For prospective assessment, will the current delaying event has key
dependencies in terms of work sequence to the remaining activities
that it can cause current critical path to shift.
State the key dependencies to the remaining activities if the answer is
yes.
________________________________________________
________________________________________________
________________________________________________
________________________________________________

Conclusion on overall assessment (including duration)

Revision 0 : March 2009

6A- 15

DID MANUAL VOLUME 11


CONSTRUCTION MANAGEMENT
PART II : CONSTRUCTION STAGE

CHAPTER 7

COST CONTROL

Chapter 7 COST CONTROL

Table of Contents
Table of Contents .................................................................................................................... 7-i
7.1

INTRODUCTION ......................................................................................................... 7-1

7.2

SCOPE ....................................................................................................................... 7-1

7.3

PROCEDURE............................................................................................................... 7-1
7.3.1

General.......................................................................................................... 7-1

7.3.2

Cost Report .................................................................................................... 7-1

7.3.3

Variations....................................................................................................... 7-1
7.3.3.1

Minimizing Variations ....................................................................... 7-2

7.3.3.2

Instructions to Contractors ............................................................... 7-3

7.3.3.3

Variation Order To Contractor .......................................................... 7-4

7.3.4

Progress Payment........................................................................................... 7-4

7.3.5

Claims ........................................................................................................... 7-4

Appendix 7A Sample of As Tendered Detailed Abstract (ATDA)..7A- 1


Appendix 7B Sample of Cost Plan and Cost Analysis for Building Project7A- 5
Appendix 7C Instruction and VO Approval Flow Chart.7A- 13

Revision 0 : March 2009

7-i

Chapter 7 COST CONTROL

(This page is deliberately left blank)

7-ii

Revision 0 : March 2009

Chapter 7 COST CONTROL

7 COST CONTROL
7.1

INTRODUCTION
This chapter provides the procedure in the management and control of cost during
construction stage until final account to ensure the overall management and control of
cost is within the approved budget and Clients requirement.
Refer also to Chapter 11, 12 and 19 of Volume 10 for related procedures for Variations,
Adjustment of Contract Sum and Final Account and Final Certificate, respectively.

7.2

SCOPE
This procedure covers the preparation of cost report and control of cost during
construction stage until final account. It also recommends steps to minimize variations.

7.3

PROCEDURE

7.3.1

General
The control and recording of funds for construction and managing changes to the work
that affect the cost of the project must be properly recorded. Such record must be neatly
maintained, current and accessible.

7.3.2

Cost Report
Cost report is produced periodically to advise DID on actual cost incurred, anticipated
cost and future commitments against the cost plan/budget approved.
Cost report shall include variation orders, expenditure of prime cost/provisional sums,
new works, actual cost for re-measured items in the Contract, estimated future
commitment and other applicable costs. See Appendix 7A for sample of As Tendered
Detailed Abstract (ATDA), a cost report prepared upon the award of construction
contract.
Other forms of cost report include Cost Plan and Cost Analysis, a cost database that are
used as reference for estimation of future Projects. See Appendix 7B for sample of Cost
Plan and Cost Analysis for Building project.

7.3.3

Variations
In any construction contract it is not possible to completely predict all the issues that will
arise in the field. During construction, unexpected events, contractors failures, incorrect
assumptions, public demands, even design deficiencies will require directives to the
contractor and payment for additional or changed work. The construction contract
documents will stipulate the conditions or circumstances that constitute changed
conditions and the procedures to be adopted to amend the contract to incorporate the
changed conditions.

Revision 0 : March 2009

7-1

Chapter 7 COST CONTROL

7.3.3.1

Minimizing Variations
A research1 (1 Thalasiah, Mohd Saad (2007). A Study on Variation Order in Department of
Irrigation and Drainage Projects. MSc. Thesis, Universiti Teknologi MARA) conducted amongst
government officers, consultants and contractors recommends the following to minimize
variations:
a. Seek Approval from Local Authorities or Government Agencies.
The Project Team must ensure that Consultants obtained approval and abide to
guidelines or requirement of Government agencies/Local Authority. During the
construction stage, Project Team needs to ensure that Contractors liaise with the
local authorities and other government agencies in expediting the approval.
b. Check on Discrepancies Between Tender Documents and Drawings Before Calling
Tender.
The contract document comprises among others the drawings and the BQ. The BQ
is prepared based on respective drawings and any subsequent changes or additional
detailing in the design requires respective amendment of the BQ. Therefore, it is vital
to check discrepancies between BQ and drawings as any discrepancies may result in
variations.
c.

Adequate Soil Investigation (SI)


SI help identify the actual condition of the site and help to decide appropriate
construction methods in early stage. The specification of the SI is mostly prepared
by Consultant and needs to be vetted thoroughly by the Project Team. Even though
the SI is carried out by specialist contractors, the work needs to be supervised by
competent personnel from the Project Team.

d. Resolution of Land Issues


The timely completion of projects is often affected by land acquisition or land
alienation. It is a good practice to resolve land matters before site possession is
given to the contractors as the land acquisition is often long and tedious process.
e. Sufficient Time to Prepare Complete and Detailed Design.
Error in documentation due to misinterpretation of design intent is prevalent if
sufficient time is not given to the consultant to ensure proper and correct document
are produced prior to tendering.
f.

Adequate Site Inspection Prior to Design.


The Project Team needs to ensure that the latest survey plans are used for the
design. Available survey may become obsolete over time due to changes within the
site during the design stage. Any changes or error in the survey plan need to be
communicated to all parties involved to avoid variations. Additionally, Project team
should conduct site inspection to reveal useful additional information, such as
existing rock and water courses and identify any objects or structure which was not
pick up by the survey plan.

g. Sufficient Fund to Ensure Project Meet the Objectives.


The Project Team needs to ensure that fund allocations are sufficient to meet project
objectives. The practice of design according to budget tends to creates problem if
no contingency are allowed in the budget.
h. Experienced Designer.
The designs are mostly carried out by consultant engaged to carry out the service.
The practice of engaging the same (experienced) consultants will reduce variations
due to their familiarity with the requirements of DID.
7-2

Revision 0 : March 2009

Chapter 7 COST CONTROL

7.3.3.2

i.

Check Material Availability.


It is good practice to ascertain the availability of material at the design stage prior to
specifying its use for construction so as to minimize variation.

j.

Sufficient Time to prepare Project Brief.


Lack of time might lead to things being over-looked. The Project Team needs to
establish at the planning stage, parameters of the project, budget, get key decisions
and obtain approval of the design proposal from the client. The Project Team needs
to have effective communications between client and designers to ensure that all
requirements are taken into consideration. The final design should be presented and
approved by the client.

k.

Experienced Supervision Team.


Assessment of potential changes and the resolution and processing of change
requests requires contractual skills, tact, diplomacy, and a thorough knowledge of
the site and contract conditions. The Project Team must be knowledgeable of the
terms of the contract in regards to changes and move swiftly to institute the
procedures as soon as a potential for change becomes apparent. An experienced
supervision team invariably will be more competent and more conversant on contract
administration to better manage the projects. With greater understanding of the
project, an experienced supervision will help to minimize variations.

l.

Experienced Contractors.
Contractors are responsible to complete works in accordance with specification and
time. The timely issuance of instructions and information will enable contractors to
accordingly plan. This is achievable for experienced contractors who are equipped
with proper programming tool for early identification of such situations to minimize
the overrun. Additionally, an experienced contractor can contribute in proposing
constructability of options to reduce variations.

Instructions to Contractors
Changes to a contract are dealt with by issuing and formalizing instructions and variation
orders for changes to the Contractors. This requirement is defined in the respective
Conditions of Contract. The overall process flow of Instructions and Variation Orders is
illustrated in Appendix 7C.
Instructions are reviewed to ensure that the contents are in order and that any cost
impact (if any) is reported in the Cost Report.
There are different categories of instructions. Instructions are prepared based on the
project specific format and requirements. The SOs Instruction is based on JKRs Contract
Administration standard form, Arahan Pegawai Penguasa, JKR 203U/82-Pin.1/92.
In general, instructions require a formal signing off by necessary approving authority or
committee to indicate approval/endorsement, before release to the Contractor. Related
JKRs forms in use are as follows:
a.

Arahan Perubahan Kerja, JKR-APK.

b.

Permohonan Untuk Mendapatkan Kelulusan Perubahan Kerja, JKR-KPK.

c.

Permohonan Untuk Kelulusan Kerja Tambahan Kuantiti Sementara, JKR-KKS.

Revision 0 : March 2009

7-3

Chapter 7 COST CONTROL

The approved Instruction is issued to the Contractor who retains a copy and returns a
duly signed original to the Project team for preparation of Variations.
The Instructions and their associated cost and/or estimated cost are reported and
monitored through Cost Report.
7.3.3.3

Variation Order To Contractor


A Variation Order is prepared upon completion of the agreement/negotiation phase
between Contractor and Project team on the cost of works (Note that sometimes
Variation Order is closed at zero cost).
Refer to Chapter 11 of Volume 10 for related procedures for Variations.
The variations are reviewed to ensure the content is in order and that the valuation of
variations agreed is reasonable.
Based on the advice and recommendation of a committee, the Approving Authority
approves the formal Variation Order before releasing it to the Contractor.
The approved Variation Orders are issued to the Contractor who retains a copy and
returns the duly signed original to the Project Team to compile for preparation of the
final account.
The value of the Variation Order is then reported in the cost report (where applicable)
and monitored.

7.3.4

Progress Payment
Most contracts stipulate that the work will be paid for at regular intervals, usually
monthly, during the course of construction. The contract will stipulate the period for
payment; the timing of submission for payment; the required documentation and amount
of retention. The cut off date for quantities is the last day of each month unless
otherwise discussed and agreed to with the Contractor.
Please refer to Chapter 10 of Volume 10 for the contract administration procedure for
Payments.

7.3.5

Claims
A claim, in abroad legal context, generally includes making a demand for money or
services and alleging a right thereto. A claim is usually referenced as a request by a
Contractor or subcontractor for added compensation (money or time) for work performed
outside the scope of the contract or for work performed within the scope of the scope of
the contract but under conditions that were not anticipated.
Various clauses of the contract specifications allow for conditions which enable the
Contractor to request additional money or time, provided adequate notification and
backup are given. The Project Team should recognize any situation of potential claim
and, where possible, take steps to minimize impacts and ensure complete documentation
of before and after conditions.
Please refer to Chapter 21 of Volume 10 for the contract administration procedure on
Dispute Management and Resolution.

7-4

Revision 0 : March 2009

DID MANUAL
Volume 11
Construction Management

Chapter 7
Cost Control
APPENDIX 7A

As Tendered Detailed Abstracts ATDA

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 7 COST CONTROL

APPENDIX 7A AS TENDERED DETAILED ABSTRACT


AS TENDERED DETAILED ABSTRACT
FOR IRRIGATION AND
DRAINAGE WORKS
Project
Whole
This
Particulars
Project
Package

Project Name:

Package No.
Package Description:

Overall
Length of
river

Km

Nett Length
of river

Km

Area of
Bridges and
Interchange

m2

Contractor & Class:

JPS/JKR
Standard

Tender Amount: RM

Terrain

Type of Tender
Contractual Arrangement
Open Tender
Conventional
Head
Subhead
Year
Cost (RM)
1.
Preliminaries &
General Items
2.
Main Works
2a

Date Tender
Date Valid Till
Closed
Project Provision RM:
Approval Reference:

Contract Period
No. of Tenderers
Package Provision RM:

Weeks

Drawing Serial Nos.


Quantity
BQ

Unit

Unit Price
BQ Rate
Rate per
RM
km of River

As per tendered

Earthworks and
Channel Improvement
Works
General Clearance
Geotextile (1 layer)
Imported Material
(earth material)
Imported Material
(quarry dust)
Excavation and
Disposal
Filling (transfer from
stockpile, spread,
compact & trim)
Maintenance Access
(300mm crusher run)

2c

Provisional Sum

3.
4.

Revision 0 : March 2009

7A- 1

Chapter 7 COST CONTROL


Cost (RM)
Package
No.
5

Miscellaneous

5a

Maintenance Depots

5b

Right of Way
Demarcation

5c

Land Acquisition

5d

Variation of Price
(Allow 5%)

5e

Documentation Fees

5f

Contingencies

5g

Departmental
Supervision

5h

Soil Investigation
(inclusive in 2c)

5i

Advertisement

5j

Survey

Professional Fees

Cost of Package

Unit Cost of Package


per Km/m2

Preliminary
Estimate

COST OF PROJECT & STATUS


As
Designed
Rate
Tendered
Estimate
Tendered
Cost

As
Completed
Cost

TOTAL:
Current Project Cost:
Unit Cost of project:

RM
RM

Per Km

Tandatangan & Jawatan

Bahagian Ukur Bahan dan Kontrak, Ibu Pejabat JPS Malaysia

Tarikh:

Superintending Officer (S.O.) / Project Director (P.D.)


Tarikh:

Pengarah Bahagian di Ibu Pejabat JPS Malaysia

Tarikh:

Note:

7A- 2

T
P.S.
P.Q.

- Tendered
- Provisional Sum
- Provisional Quantity

Revision 0 : March 2009

Chapter 7 COST CONTROL

APPENDIX 7A

NOTES ON AS TENDERED DETAILED ABSTRACT

1.

The information on this Detailed Abstract is for Government use only.

2.

This Detailed Abstract shall be prepared upon receipt of tender for main works or on
completion of negotiation in case of negotiated tender.

3.

A schematic drawing showing the location and proposed packages shall be attached to this
Detailed Abstract.

4.

For projects with more than one proposed tender package, this Detailed Abstract shall be
prepared for each of the proposed tender packages.

5.

All project packages shall be identified by a number and expressed as a ratio of the total
number of packages e.g. 3/10 means package 3 of project with 10 packages.

6.

Type of Tender refers to whether it is open, international, confined to Bumiputera,


selected, negotiated etc.

7.

Contractual Arrangement refers to the contractual arrangements between the Government


and the Contractor such as Conventional, Turnkey, Cost-Plus etc.

8.

The unit for the various items of work shall be as follows:(a)

Site Clearance

Area of site cleared in hectare and in Km length of


road.

(b)

Earthwork

Volume of earth including rock in meter cube move


within, away from or into the site and Km length of
road.

(c)

Culvert

No. of culvert and Km length of road.

(d)

Drain

Km length of road

(e)

Turfing & Slope


Protection

Km length of road.

(f)

Pavement

Area of finished course in Meter Square and Km length


of road.

(g)

Road furniture

Km length of road.

(h)

Bridges
Interchange
Structure

Deck area in meter square, measurement being made


to outer edge of the deck slab.

&

The Km length of road above shall be the nett length excluding the bridges and
interchange structure along the road.

Revision 0 : March 2009

7A- 3

Chapter 7 COST CONTROL

9.

(i)

The cost of gabions, retaining wall and similar slope protection works shall be
included in item 2(e) Turfing and slope protection.

(ii)

The cost of road marking, road signs, gantries, kerbs and guardrails delinators and
other items of road furniture shall be included under item 2(g) Road Furniture.

(iii)

Any items which are not listed in the form e.g. Street lighting, traffic signals,
landscaping etc shall be entered in the blank spaces provided.

10.

The Current Project Cost shall be the sum of latest estimate, or as tendered cost, or as
designed estimate as completed cost, as the case may be of every package of project,
including the cost of the package for which the Detailed Abstract is prepared.

11.

No portion of the form shall be left blank. Item not applicable in any particular case shall
have a dash inserted against them.

12.

No amendments or deletions of listed item are to be made in the form.

13.

Contingensies shall not exceed 10 percent of total of all items (excluding itself).

14.

Where a Quantity Surveyor is employed on the project, this Detailed Abstract shall be
prepared by him.

15.

This Detailed Abstract shall be submitted to Economic Planning Unit for the information or
approval of additional funds (if required).

7A- 4

Revision 0 : March 2009

DID MANUAL
Volume 11
Construction Management

Chapter 7
Cost Control
APPENDIX 7B

Sample of Cost Plan

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 7 COST CONTROL

APPENDIX 7B SAMPLE OF COST PLAN


Cost Plan No.
Detail Breakdown

For Phase

Description

Land
(Acre)

Qty

Unit

Rate
(RM)

Dated

Amount
(RM)

Sub-Total
(RM)

Total
(RM)

Modified
Cost Plan
(RM)

Remarks

Site Clearance
Soil Investigation
Earthworks
Building : Substructure &
Superstructure
Landscaping
Utilities & Infrastructure
Etc.
ESTIMATED AMOUNT
Sub-Total
Development Charges / Local
Authorities / Consultancy Fees
TOTAL

Sub-Total
Development Charges / Local
Authorities / Consultancy Fees
TOTAL
GRAND TOTAL

Revision 0 : March 2009

7A- 5

Chapter 7 COST CONTROL

APPENDIX 7B SAMPLE OF COST ANALYSIS


PROJECT TITLE
COST PLAN AREA
No.
1

FS

ELEMENT

COST

m2
COST PER (RM)
SF
M2

REMARKS /
BRIEF SPECIFICATION

Substructure
Earthworks
Substructures
Total

Superstructure
Frame
Upper Floors
Roof and Coverings
Stairs
External Walls
Windows and External Doors
Internal Wall and Partition
Internal Doors
Total

Superstructure
Wall Finishes
Floor Finishes
Ceiling Finishes
Total

Fittings & Furnishing


Security Fittings
Special Fittings/Finishes/
Equipment
Total

Services
Sanitary Pipeworks
Air-Conditioning & Mechanical
Electrical
Telecommunication / IT
Fire Protection
BSC/BSS
UPS
LPG
Lift Installation
Total

7A- 6

Sub-Total (Item 1 5)

Revision 0 : March 2009

Chapter 7 COST CONTROL

No.
7

ELEMENT

COST

COST PER (RM)


SF
M2

REMARKS /
BRIEF SPECIFICATION

External Works
Fencing and Gates
Out Buildings
External Stormwater Drainage
External Sewer Drainage
External Fire Protection
Authority Fees
Swimming Pool
External Utilities
Total

Base Building Cost


Design Cost
Consultant Fees
Profit and Attendance
Preliminaries
Contingencies
Total

Less Discount
Sub-Total
Add: 9% of (Item 1-9) Item 6

10

Grand Total

Revision 0 : March 2009

7A- 7

Chapter 7 COST CONTROL

APPENDIX 7B SAMPLE OF COST ANALYSIS


EL EMENTAL COST ANALYSIS Form 1
PROJECT TITLE:
LOCATION:

TENDER DATE
INFORMATION TOTAL PROJECT
Project and Contract Information

Project Debris and Site Condition

Contract

Market Conditions:
Contract Particulars:
Basic of Tender
Bills of Quantities

Open / Selected
Competition

Bills of Approximately
Quantity

Negotiated

Schedule of Rate /
Specification & Drawings

Serials

Cost Fluctuation:

Yes
No

Government
Private

Contract Period Stip. By Client:

Provisional Sum

RM

Contract Period Offered by Builders:

Prime Cost Sum

RM

Number of Tenderers Issued:

Preliminaries

RM

Number of Tenderer Received:

Contingencies

RM

Contract Sum

RM

Competitive Tender List


Cost (RM)

7A- 8

Int(JV)/L

Revision 0 : March 2009

Chapter 7 COST CONTROL


ANALYSIS OF SINGLE BUILDING
Design / Single Information
Accommodation and Design Features:

Area:

Design / Shapes
Percentage of Gross Floor Area

Functional Unit:

Lower Ground Floor


Ground Floor
Upper Floor
Gross Floor Area

m2
m2
m2
m2

Usable Area
Circulation Area
Ancillary Area
Internal Division
Gross Floor Area

m2
m2
m2
m2
m2

External Wall Area


Gross Floor Area

Storey Height:

Floor Space NOT


Enclosed

m2

Roof Area
(Structural & Plant Rooms)

m2

Av. Below Grd Floor

Av. Grd Floor

Above Grd Floor

a) Below Ground Floor

b) Single Storey Construction

c) 2-Storey Construction

d) 3-Storey Construction

e) 4-Storey Construction

Brief Cost Information


Contract Sums
Provisional Sums
Prime Cost Sums
Preliminaries
Contingencies
Contract Sums less Contingencies

Revision 0 : March 2009

RM
RM
RM
RM
RM
RM

Being
Being

%
%

Functional Unit Cost


excluding external
Works:
of remainder
Contract Sum

7A- 9

Chapter 7 COST CONTROL

APPENDIX 7B SAMPLE OF COST ANALYSIS


ELEMENTAL COST ANALYSIS Form 2
SUMMARY OF ELEMENT COST
GROSS FLOOR AREA

m2
Preliminaries Shown Separately
Total
Cost of
Element
(RM)

Substructure
Piling
Work Below Lowest Floor
Finish
Group Element Total
Superstructure
Frame
Upper Floors
Roof and Coverings
Stairs
External Walls
Windows and External
Doors
Internal Wall and Partition
Internal Doors
Group Element Total

Finishes
Internal Wall Finishes
Internal Floor Finishes
Internal Ceiling Finishes
Group Element Total

Fittings & Furnishing


Security Fittings
Special Fittings/Finishes/
Equipment
Group Element Total

Services
Sanitary Appliances
Plumbing Installation
Refuse Disposal
Air-Conditioning &
Ventilation System
Electrical Installation
Lift & Covey or Installation
Special Installation
Builders Profit &
Attendance on Services
Builders work in
Connection with Services
Group Element Total

Cost/ m2
GRA
(RM)

Element
Unit
Qty

Element
Ratio/

m2

Reinforced
concrete

m2

Reinforcement
Kg

Formwork

m2

m
m2

m2
m2
m2
m2
m2
m2
m2
m2

Sub-Total exc. External


Works
Preliminaries and
Contingencies

7A- 10

Revision 0 : March 2009

Chapter 7 COST CONTROL


Preliminaries Shown Separately
Total
Cost of
Element
(RM)

Cost/ m2
GRA
(RM)

Element
Unit
Qty

Element
Ratio/

m2

Reinforced
concrete

m2

Reinforcement
Kg

Formwork

m2

External Works
Site Work
Drainage
External Services
Ancillary Buildings
Recreational Facilities
Group Element Total
Preliminaries
TOTAL
(Less Contingencies)

Revision 0 : March 2009

7A- 11

Chapter 7 COST CONTROL

APPENDIX 7B

SAMPLE OF COST ANALYSIS

ELEMENTAL COST ANALYSIS Form 3


SUMMARY OF ELEMENT SPECIFICATION
GROSS FLOOR AREA

M2
Element

1.

Substructure
Piling
Work Below Lowest Floor Finish

2.

Superstructure
Frame
Upper Floors
Roof and Coverings
Stairs
External Walls
Windows and External Doors
Internal Wall and Partition
Internal Doors

3.

Finishes
Internal Wall Finishes
Internal Floor Finishes
Internal Ceiling Finishes
External Finishes

4.

Fittings & Furnishing


Security Fittings
Special Fittings/Finishes/Equipment

75.

Services
Sanitary Appliances
Plumbing Installation
Refuse Disposal
Air-Conditioning & Ventilation System
Electrical Installation
Lift & Covey or Installation
Special Installation
Builders Profit & Attendance on Services
Builders Work in Connection with Services

6.

External Works
Site Work
Drainage
External Services
Ancillary Buildings
Recreational Facilities

7A- 12

Specification

Revision 0 : March 2009

DID MANUAL
Volume 11
Construction Management

Chapter 7
Cost Control
APPENDIX 7C

Instruction and Variation Orders


Process Flow Chart for
Contractor / Consultant

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 7 COST CONTROL

APPENDIX 7C INSTRUCTION AND VARIATION ORDERS PROCESS


FLOW CHART FOR CONTRACTOR/CONSULTANT

START

IDENTIFYING NEEDS FOR INSTRUCTION

PREPARE INSTRUCTION

REVIEW INSTRUCTION
NO

APPROVED

(Total rejection can occur)

YES
ISSUE INSTRUCTION

RECEIVE COST FROM CONTRACTOR / CONSULTANT

AGREE COST

ACTIVATE V.O.

REVIEW V.O.
NO
APPROVED V.O
YES
ISSUE V.O.

UPDATE COST REPORT

END

Revision 0 : March 2009

7A- 13

DID MANUAL VOLUME 11


CONSTRUCTION MANAGEMENT
PART II : CONSTRUCTION STAGE

CHAPTER 8

HEALTH, SAFETY AND


ENVIRONMENTAL PROTECTION

Chapter 8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION

Table of Contents
Table of Contents .................................................................................................................... 8-i
8.1

INTRODUCTION ......................................................................................................... 8-1

8.2

SCOPE ....................................................................................................................... 8-1

8.3

PROCEDURE............................................................................................................... 8-1
8.3.1

Project Initiation ............................................................................................. 8-1

8.3.2

Submission of Safety Documents ..................................................................... 8-2

8.3.3

Monitoring of Health and Safety Plan and Environmental Management Compliance


Plan During Implementation Stage .................................................................. 8-2

8.3.4

Training and Health & Safety Awareness Programme........................................ 8-3

8.3.5

Accident Reporting Procedure.......................................................................... 8-3

8.3.6

Fire Preventive Measures ................................................................................ 8-3

Appendix 8A

Project HSE Management Process Flow Chart.......8A- 1

Appendix 8B

Sample of Health and Safety Daily Report....8A- 2

Appendix 8C

Sample of Health and Safety Observation Report....8A- 3

Appendix 8D

Environmental Requirements and Standard....8A- 4

Appendix 8E

Sample of Health and Safety Audit Checklist.....8A- 7

Appendix 8F

Sample of Environmental Compliance Audit Checklist.....8A- 12

Appendix 8G

Soil Erosion and Sediment Control Regulations......8A- 14

Appendix 8H

Checklist for Worksite Safety..8A- 18

Appendix 8I

Accident/Incident Reporting procedure.8A- 22

Revision 0 : March 2009

8-i

Chapter 8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION

(This page is deliberately left blank)

8-ii

Revision 0 : March 2009

Chapter 8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION

8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION


8.1

INTRODUCTION
The purpose of this procedure is to ensure that the health, safety and environmental
(HSE) standards of a project conform to statutory requirements of Occupational Safety
and Health Act (OSHA) 1994 (Act 514), Factories and Machinery Act 1967 (Act 139) and
the Environmental Quality Act 1974 (Act 127).
Work does not proceed until proper precautions are taken to ensure environmental
protection, health and safety of all workers involved.

8.2

SCOPE
The procedure applies to all project sites and covers all aspects of HSE procedure. It also
covers the conduct of site HSE disciplines.
It aims to reduce occupational and environmental risks in construction to an acceptable
level through HSE control.

8.3

PROCEDURE
This procedure is prepared for the management of HSE aspects of projects as required
by statutory regulation. The overall procedure is illustrated in Appendix 8A.

8.3.1

Project Initiation
Project initiation includes addressing HSE requirements pertaining to the project:
a.

Project Team obtains a copy of current standard HSE documents, such as Chapter
6 of Volume 8 of the DID Manual.

b.

Project Team can make necessary amendment to the standard HSE documents to
suit the project need and requirements in the tender documents.

c.

Project Team ensures requirements on HSE in the tender documents are


implemented throughout the construction stage. The requirements include the
following:

d.

Provision and use of PPE.

ii

Appointment of dedicated safety officers (depending on the size of the


project and workforce).

iii

Provision of safety signage.

iv

Provision of measures protecting the safety of workmen and the public.

Project Manager ensures smooth line of communication between Project Team,


related internal departments and various project consultants.

Revision 0 : March 2009

8-1

Chapter 8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION

8.3.2

8.3.3

Submission of Safety Documents


a.

The Project Team ensures HSE Documents submitted by the Contractors are
adequate.

b.

The Health and Safety document comprise the Health and Safety Policy and Plan in
accordance with OSHA Act 514 and the Malaysian Factory & Machinery (Rules &
Regulation).

c.

The Environmental document comprises the Environmental Policy and


Environmental Management Compliance Plan in accordance with EQA ACT 127
and/or Local Authorities requirements on environment, such as LUAS and LUAN
Kedah.

d.

The Project Team ensures the Contractor submits the Emergency Response Plan
related to HSE requirements.

e.

The Consultant/Project Team will review and approve the HSE documents prior to
commencing site work. All comments are returned to the Contractor for further
action.

f.

Upon approval, the Contractor will carry out its work in accordance with the
approved Health and Safety Plan, Environmental Management Compliance Plan
and Emergency Response Plan.

Monitoring of Health and Safety Plan and Environmental Management


Compliance Plan During Implementation Stage
a.

The Project Team monitors health and safety aspects on a regular basis, and
record all observations on issues of HSE. Refer to Appendix 8B for a sample of
Health and Safety Daily Report.

b.

All personnel on site shall possess a valid CIDB Green Card.

c.

Methods of monitoring are:


i.

Regular Monitoring.
Contractors HSE officer conducts regular HSE monitoring on site. An HSE
Observation report is issued to the Contractor for any activities found to be
noncompliant to the HSE requirement.
Refer to Appendix 8C for a sample of Health and Safety Observation Report.

ii.

HSE Audit/Inspection
The Project Team together with HSE Officer will carry out periodic HSE audit
with the Contractor in preparing the status report for submission.
Refer to Appendix 8E for sample of Health and Safety Audit Checklist,
Appendix 8F for a sample of Environmental Compliance Audit Checklist and
Appendix 8G for the Soil Erosion and Sediment Control Regulations.

iii. HSE Meeting


Project Team together with HSE Officer will carry out regular HSE meeting
with the contractor to discuss all issues pertaining to the health, safety and
environmental protection.

8-2

Revision 0 : March 2009

Chapter 8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION

iv. Project Site Meeting


HSE issues on the Project are part of agenda in the Project Site meeting.
8.3.4

Training and Health & Safety Awareness Programme


The Project Team ensures the contractor conducts HSE related programme/training to
raise the level of awareness, skills and knowledge on HSE among the staff/workers. Such
programme/training may include the following:
a.

Tool Box Meeting

b.

Safety Week - safety campaign ad competition

c.

General Safety Awareness Talk

A sample of Checklist for Worksite Safety is included in Appendix 8H.


8.3.5

Accident Reporting Procedure


The Project Team ensures the Contractor complies with requirements of the Occupational
Safety and Health Act 514 when accident occurs.
A sample of Accident/Incident Reporting procedure is included in Appendix 8I.

8.3.6

Fire Preventive Measures


The project team ensures where possible that the contractor takes fire preventive
measures during construction period according to the Fire Services (Amendment) Act
1993 or Malaysian Uniform Building By Law.

Revision 0 : March 2009

8-3

Chapter 8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION

(This page is deliberately left blank)

8-4

Revision 0 : March 2009

DID MANUAL
Volume 11
Construction Management

Chapter 8
Health, Safety and Environmental
Protection
APPENDIX 8A

Project HSE Management Process


Flow Chart

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION

APPENDIX 8A PROJECT HSE MANAGEMENT PROCESS FLOW CHART

Start

Construction Stage

Contractor prepares and


submits HSE document
to Project Team

HSE documents
approved ?

NO

YES
Contractors briefing on
HSE plan to Project Team
and implementation

Project Team monitors


HSE activities on site

Meet
requirements?

NO

YES

Regular Monitoring

END

Revision 0 : March 2009

8A- 1

DID MANUAL
Volume 11
Construction Management

Chapter 8
Health, Safety and Environmental
Protection
APPENDIX 8B

Sample of Health and Safety


Daily Report

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION

APPENDIX 8B SAMPLE OF HEALTH AND SAFETY DAILY REPORT


Name of Project :

Report No. :

Report By : HSE Personnel

Date of Issue :

Date of Inspection :

No.

Description

Actual
Condition

Reminder
1
2
3

Remark

Deadline

Issued By:

Acknowledged By:

..
Project Team

Contractors Representative

Name:

Name:

Date:

Date:

c.c.

Consultant

Revision 0 : March 2009

8A- 2

DID MANUAL
Volume 11
Construction Management

Chapter 8
Health, Safety and Environmental
Protection
APPENDIX 8C

Sample of Health and Safety


Observation Report

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION

APPENDIX 8C

SAMPLE OF HEALTH AND SAFETY OBSERVATION REPORT

Package No:

Date:

Contract No:

Time:

Issued to:
Contractor Name:
Representative:
Location:
Observation Remarks:

Contractor to respond below on action taken and return this report to the Firm/Company by
..

Issued By:
Safety / Security Supervisor

_____________________________
Signature & Date
Name
c.c.

Acknowledgement:
Contractor Representative

_______________________________
Signature & Date
Name

Consultant
Project Team

Revision 0 : March 2009

8A- 3

DID MANUAL
Volume 11
Construction Management

Chapter 8
Health, Safety and Environmental
Protection
APPENDIX 8D

Environmental Requirements &


Standard

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION

APPENDIX 8D ENVIRONMENTAL REQUIREMENTS & STANDARD


A. Environmental Compliance
The Project Team ensures that the Environmental Compliance Report is prepared on a regular
basis, comprising the environmental quality monitoring result, progress of works on-site and
status of compliance to environmental requirements.
Regulatory requirements and guidelines that have to be complied with are as follows:
1. Environmental Quality Act 1974.
2. Environmental Quality (Licensing) Regulations 1977.
3. Environmental Quality (Clean Air) Regulations 1978.
4. Environmental Quality (Compound of Offences) Rules 1978.
5. Environmental Quality (Sewage and Industrial Effluents) Regulations 1979.
6. Environmental Quality (Scheduled Wastes) Regulations 2005.
7. Environmental Quality (Control of Emission from Diesel Engines) Regulations 1995.
8. Environmental Quality (Control of Emission from Petrol Engines) Regulations 1995.
9. Environmental Quality (Compounding of Offences) (Open Burning) Rules 2000.
10. Factories and Machinery (Noise Exposure) Regulations 1989 (DOSH)
11. Factories and Machinery (Safety, Health and Welfare) Regulations 1970 (DOSH)
12. Guidelines for Prevention and Control of Soil Erosion and Siltation Malaysia (DOE)
13. Urban Stormwater Management Manual (D.I.D, 2000).
B. General Environmental Requirements
A summary of the general environmental requirements is as stated below:
1. Earthworks Control
a. Mitigation and control measures for soil erosion and siltation must be as recommended
in Guidelines For The Prevention and Control Of Soil Erosion and Siltation in Malaysia,
1996.
b. Silt traps, silt retaining structures and drainage system must be constructed prior to the
commencement of site clearing activities. The TSS discharged from these structures
should not exceed 100mg/L. The monitoring for silt trap discharge shall be conducted
on a monthly basis.
c.

All access road must be paved or laid with an appropriate layer of crusher run before
the commencement of earthworks activities. The access roads must be kept clean at
all times.

d. Ground wetting is a must to avoid any dust dispersion during earthworks and
construction phase.
e. Exposed area must be turf with crops immediately.
f.

Lorries transporting earth/construction material must be properly covered at all times.

g. Wheel washing facilities must be constructed and fully utilized.


Revision 0 : March 2009

8A- 4

Chapter 8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION

2. Water Quality Control


a. Monitoring program for water quality shall be conducted at the upstream and
downstream of the Project Site monthly. The sampling parameters are Dissolved
Oxygen (DO), chemical Oxygen Demand (COD), biological Oxygen Demand (BOD5),
TSS, NH3-N, E.coli, oil & grease and pH.
b. Sanitary facilities for workers must comply with specification stated by the Jabatan
Perkhidmatan dan Pembetungan (JPP) and Ministry of Health (MOH).
3.

Air & Noise Quality


a.

TSP level measured at site shall not exceed 260g/m3.

b.

Noise level during construction/earthworks must not exceed 65 dBA at day and 55 dBA
at night measured at the boundary of the Project Site.

c.

Open burning is strictly prohibited.

4. Waste Management Aspect


a.

A good management system for solid waste must be implemented. Solid waste
(excluding scheduled waste) must be disposed off a legal dumpsite.

b. Scheduled wastes have to be handled according to EQ (Schedule Wastes Regulations)


2005.
c.

Monitoring & Reporting

d. These reports should be compiled and prepared during Projects development phase:

Water quality monitoring result: to be submitted monthly.

Silt trap discharge result: to be submitted monthly.

Ambient air quality monitoring result: to be submitted quarterly.

Sound level monitoring result: to be submitted quarterly.

Environmental Monitoring and Audit Report: to be submitted quarterly.

5. An EMP report must be submitted to the Project Proponent and be updated when
applicable.

8A- 5

Revision 0 : March 2009

Chapter 8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION

C. Standards, Regulations and Guidelines


The samples for the water quality, silt trap discharge, air quality and the noise level at the
boundary of the Project Site will be compared with appropriate standards during the monitoring
program. The relevant standards for the water quality, air quality and noise level is given
below:
Relevant Standards for Water Quality, Silt Trap Discharge, Air quality and Noise Level
Environmental
Quality
Water

Relevant Standards
Class IIB of the Proposed Interim National Water Quality
Standards for Malaysia:
Test Parameters
pH (on site)
Temperature (on site)
Dissolved Oxygen (on site)
COD
BOD5
Total Suspended Solids
Oil & Grease
Ammonical Nitrogen as NH3-N
E-coli count

Silt Trap Discharge

Test Parameters

Noise

Revision 0 : March 2009

mg/L
MPN

Interim STD
Class II B
6.5 9.0
5.0 -7.0
25
3
50
Not Detected
0.3
400/100mil

Unit
mg/L
mg/L

100
5.0 -7.0

C
mg/L
mg/L
mg/L
mg/L
o

Discharge limit of 100mg/L

TSS
DO
Air

Unit

Malaysian Recommended Environmental Air Quality Limits of


260g/m3 of TSP in 24 hours.
Parameters

Units

Malaysian
Guideline

Total Suspended Particulate

(g/m3)

260

Nitrogen Dioxide as NO2

(g/m3)

320

Sulphur Dioxide as SO2

(g/m3)

105

EIA Approval Condition of 65 dB(A) for daytime and 55 dB(A)


for night-time

8A- 6

DID MANUAL
Volume 11
Construction Management

Chapter 8
Health, Safety and Environmental
Protection
APPENDIX 8E

Sample of Health and Safety


Audit Checklist

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION

APPENDIX 8E SAMPLE HEALTH & SAFETY AUDIT CHECKLIST


Name of Contractor

Date

Package

Time

S/N

ITEM / DESCRIPTION

Health and Safety Management


Written Health & Safety Policy
Dissemination of OSH Policy to workers
Organization chart
Health & Safety Officer
Health & Safety Committee
Competent person for specific job
Safe Operating Procedure
Health & Safety Manual
Work Permit System
Health & Safety budget allocation
Health & Safety Campaign
Tool box meeting
Safety Induction to new workers
Record and Record Control

Health and Safety Committee


Organization Chart
Appointment letter as Chairman/ Secretary
Appointment letter as committee member
Regular meeting
Site inspections by OSH Committee members
Sub-contractors, NSC & Workers representative
Accident Investigation
Cooperation from Companys Top Management
Safety Reports corrective action taken
Action on unsafe act / penalty system
Records & Record Control

Machines / Plants
Valid Certificate of Fitness (CF)
Competent Operator
Machine Guarding
Inspection prior start work
Material Handling system
Lifting works supervision
Scheduled maintenance
Training
Records control

Revision 0 : March 2009

Yes

No

N/A

REMARKS

8A- 7

Chapter 8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION

S/N

ITEM / DESCRIPTION

Working Platform
Approved design by PE
Safe Work Load (SWL) displayed
Safety barricade
Maintenance
Appearance/finishing
Right platform for right work

Scaffolding
Load calculation & drawings approved by PE
Scheduled inspection
Maintenance
Strong foundation/ base plate
Competent Scaffolder
Record Management

Floor Opening
Barricaded floor openings
Strong/ safe barricade
Warning signages
Inspection and maintenance

Floor Edge Opening


Barricaded floor edge openings
Strong/ safe barricade
Warning signages
Inspection and maintenance

Working at height
PPE
Safe working platform
Risks/procedure assessment
Supervision
Safety anchorage provided
Training

Safe Access/Egress
Safe access to working area
Overhead Protection cover
Adequate lighting
Safe ladder
Inspection and maintenance
Access control

8A- 8

Yes

No

N/A

REMARKS

Revision 0 : March 2009

Chapter 8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION

S/N
10

ITEM / DESCRIPTION

Yes

No

N/A

REMARKS

Safety to Public
Safety signages
Good hoarding
Security Control at entrance
Traffic Controller c/w Safety Vest
Traffic Control at Site
Safe Material Handling

11

Electrical Safety
Signages
Approved installation
Competent person
Wiring installation / safe lay out
Training or information dissemination
Inspection by competent person /chargeman

12

Workers Accommodation/ Kongsi


( If Applicable)
Isolation from working area
Compound cleanliness
Separate entrance
Fire extinguishers
Ventilation system
Children occupied
Local Authority Approval

13

Housekeeping
Housekeepings activity
Dustbin and proper disposal system
Good Construction Materials arrangement
Adequate gangways/access
Inspection
Proper drainage system
Proper dumping area
Warning signages

14

Storage system
Proper storage area
Safe and proper stacking
Hazardous material storage system
Dangerous material warning signages
Inspection and maintenance
Storage area cleanliness

Revision 0 : March 2009

8A- 9

Chapter 8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION

S/N
15

ITEM / DESCRIPTION

Yes

No

N/A

REMARKS

Health and Welfare Facilities


Canteen, foods, drinks
First Aid Box
Toilet
PPE provided
Noise monitoring
Proper warning signages
Inspection and maintenance
Formwork
Approved design by PE
Installation as per specification
Inspection
Responsible person
Safe access provided

16

17

Personal Protective Equipment (PPE)


Provided and recorded
PPE training
Usage supervision
Inspection and maintenance
Proper warning signages

Mosquito Preventive Measures


Housekeepings activity
Dust bin and proper disposal system
Inspection
Proper drainage system
Proper dumping area
Storage area cleanliness
Fogging

Temporary Works
Proper warning signages
PPE provided and being use
Safe and adequate access to working area
Job Hazard Analysis
Barricade provided around work area
Supervision and monitoring
Inspection record
Written SOP or Method Statement

18

19

8A- 10

Revision 0 : March 2009

Chapter 8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION

S/N

ITEM / DESCRIPTION

20

Excavation and Shoring


Proper warning signages
Appointment of Responsible Person
Safe & adequate access to working area/pit
PPE provided and being use
Job Hazard Analysis
Barricade provided around pit etc.
Supervision and monitoring
Inspection record
Good shoring structure
Safe plants/machines storage
Machineries in good condition
Written SOP or Method statement

21

Pile Driving/Piling System


The stability of building surrounding approved
by PE
PPE provided and being use
Machineries in good condition
Appointment of Responsible Person
Good storage procedure
Barricade provided around pit etc.
Supervision and monitoring
Inspection record
Good Pile driving rigs support
Ladder installed on frame
Adequate pumps
Slings, air hose in good condition
Cofferdams always being inspected

22

Demolition
Proper warning signages
Approval from local authorities
Competent person
Job Hazards Analysis
Written Standard Operating Procedure (SOP)
Permit to Work System
Method statement on surrounding buildings
safety precaution
Safe access to working area
Waste material disposal system
Supervision by Competent person
Inspection and records control
Safety procedure to public
Presence of PTG Representative where issue of
land rights is applicable

Revision 0 : March 2009

Yes

No

N/A

REMARKS

8A- 11

DID MANUAL
Volume 11
Construction Management

Chapter 8
Health, Safety and Environmental
Protection
APPENDIX 8F

Sample Environmental Compliance


Audit Checklist

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION

APPENDIX 8F SAMPLE ENVIRONMENTAL COMPLIANCE AUDIT


CHECKLIST
Name of Contractor :
Package

Comply

1.1
1.2
1.3
1.4

2.1

Silt traps maintenance

2.2

Silt fence maintenance

2.3

Detention ponds maintenance

2.4

Catch drains maintenance

2.5

Earth bund maintenance

2.6

Slope protection

2.7

Open area protection

3.0

Traffic Control

3.1

Traffic management system

3.2

Conditions of roads leading to site

3.3

Conditions of roads leading out of


site
Vehicle maintenance - noise and air
pollution control
Vehicle operations - wheel cleaning,
effective cover and proper
operations
Wash trough maintenance

3.6

Not Comply
Minor

Major

)
Not
Relevant

Effective discharge of environmental


monitoring responsibilities
Compliance with reporting
requirements
Compliance with record-keeping
requirements
Erosion, Sediment and Flood Control

3.5

Time

Environmental Management System


(EMS)
Changes in the EMS

2.0

3.4

Please mark (

SUBJECT

1.0

Date

Revision 0 : March 2009

8A- 12

Chapter 8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION

Please mark (

SUBJECT
Comply
4.0

Waste Management

4.1

Biomass management system

4.2

Builders waste management system

4.3

4.6

Domestic waste management


system
Scheduled (toxic) waste
management system
Site toilet waste management
system
Effluent waste management system

5.0

Site house-keeping

5.1

Earth stockpile

5.2

Liquids stockpile

5.3

Building materials stockpile

5.4

Canteen/Site Office

5.5

Working area

6.0

Water Quality Control

6.1

Silt trap discharge

7.0

Air Quality Control

7.1

Vehicle emission

7.2

Machinery emission

8.0

Noise Levels Control

8.1

Vehicle noise

8.2

Machinery noise

8.3

Human activities noise

4.4
4.5

Not Comply
Minor

Major

Not
Relevant

For more detailed list of items for compliance, refer to Manual Saliran Mesra Alam (MSMA).

8A- 13

Revision 0 : March 2009

DID MANUAL
Volume 11
Construction Management

Chapter 8
Health, Safety and Environmental
Protection
APPENDIX 8G

Soil Erosion & Sediment


Control Regulations

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION

APPENDIX 8G SOIL EROSION & SEDIMENT CONTROL REGULATIONS


MAINTENANCE CHECK SHEETS
INSPECTION CHECK SHEET

Sheet ___of ___

GENERAL INFORMATIONS
Project Name: ______________________________________________________ File No. ________
Developer Name:______________________________ Contractor Onsite:
Inspection Date: ____________ Time: _______ Weather:
Inspection Type: { } Routine Weekly

{ } Pre-Rain

mm of Rain Last Week:

{ } During Rain

{ } Post Rain

STAGE OF CONSTRUCTION
{ } Pre-Construction Conference; { } Clearing and Grubbing;

{ } Rough Grading;

{ } Finish Grading;

{ } Final Stabilization;

{ } Building Construction;

INSPECTION CHECKLIST
Yes

No NA (Not Applicable)

Part 1: Inspection on Erosion Controls Measures


{}

{} {}

Is the clearing of the construction area carried out in phases?

{}

{} {}

{}

{} {}

{}

{} {}

Are the areas which designated to be preserve of the existing vegetation intact is
not disturbed?
Are all erosion control devices in-place and functioning in accordance with the
erosion control plan?
Are all temporary stockpiles or construction material located in approved areas and
protected from erosion?

{}

{} {}

{}

{} {}

Are soil stockpiles adequately stabilized with seeding and/or sediment trapping
measures?
Have all denuded areas requiring temporary or permanent stabilization been
stabilized?
Seeded? yes/no
Mulched? yes/no
Gravelled? yes/no

{}

{} {}

Does permanent vegetation provide adequate stabilization?

{}

{} {}

{}

{} {}

Are all exposed slopes protected from erosion through the implementation of
acceptable soil stabilization practices?
Are finished cut and fill slopes adequately stabilized?

{}

{} {}

Is there any evidence of erosion of cut or fill slope?

Revision 0 : March 2009

8A- 14

Chapter 8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION

Part 2: Inspection on Sediment Controls Measures


{}

{}

{ } Have sediment-trapping facilities been constructed as a first step in stripping and


grading?

{}

{}

{ } For perimeter sediment trapping measures, are earthen structures stabilized?

{}

{}

{}

{}

{ } Are sediment basins, sediment traps, sediment fence/barriers and check dam/rock
weir installed where needed as per ESC Plan?
{ } Are sediment basins, sediment traps, sediment fence/barriers and check dam/rock
weir properly maintained, repairs and sediment was regularly removed and clean
as per ESC Plan maintenance schedule?

{}

{}

{ } Are sediment controls in place at site perimeter and storm drains inlets?

{}

{}

{ } Is the water from the construction site adequately prevented from directly entering
the permanent drainage system unless it is relatively sediment free (i.e. the
catchment area has been permanently landscaped and/or any likely sediment has
been treated)?

{}

{}

{}

{}

{ } Are the sediment controls measure onsite adequately installed and the sediment
are effectively treated from the stormwater runoff from the construction site?
{ } Is there any evidence that the sediment is leaving the construction site without
adequately treated?

Part 3 : Inspection on Conveyances and Flows Controls Measures


{}

{}

{ } Are on-site channels, inlet and outlet are adequately stabilized and protected?

{}

{}

{ } Do all operational storm drainage inlets have adequate inlet protection?

{}

{}

{}

{}

{ } Are stormwater conveyance channels adequately stabilized, protected and lined


with suitable material at badly eroded stretches?
{ } Are stormwater conveyance channels, culvert, conduit, roadside ditches, toe of
slopes etc. adequately stabilized and with proper inlet/outlet protection and energy
dissipater?

{}

{}

{}

{}

{}

{}

{}

{}

8A- 15

{ } Are the outlet of sediment basins and sediment traps are adequately stabilized with
proper outlet protection and energy dissipater?
{ } Are adequate check dam/rock weir or any others energy dissipater method which
are used to reduce the erosive effects of flows velocity in the stormwater
conveyance channels
{ } Are temporary stream crossings of non-erodible material installed where
applicable?
{ } Are the stormwater conveyance channels, the riprap, check dam, rock weir, stream
crossing, etc. properly maintained, repairs and deposited sediment was regularly
removed and clean as per ESC Plan maintenance schedule?

Revision 0 : March 2009

Chapter 8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION

Part 4 : Others
{}

{}

{ } Are properties and waterways downstream from development adequately


protected from erosion and sediment deposition due to increases in peak
stormwater runoff?

{}

{}

{ } Are soil and mud kept off public roadways at intersections with site access roads?

{}

{}

{ } Are utility trenches stabilized properly?

{}

{}

{ } Is there any self-auditing of ESCP was carried out onsite (based on onsite records
of inspection check sheets and inspection log book)

{}

{}

{ } Have all temporary control structures that are no longer needed been removed?

{}

{}

{ } Do any structural BMPs practices require repair or clean-out to maintain adequate


function? If yes, indicate in details.

{}

{}

{ } Does the ESCP require revisions? If yes, explain:

Comments:

Inspected by:____________________________ Contractors Representative:_________________


Position: ________________________________ Position:_________________________________
Signature: ___________________

Signature: ______________________

Date:

Date:

Revision 0 : March 2009

8A- 16

Chapter 8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION

APPENDIX 8G - SOIL EROSION & SEDIMENT CONTROL REGULATIONS

Site:

Contractors on Site: _______________________

Heavy Equipment on Site:

Activities on Site: _________________________

Date:
Weather:

mm of rain in last week: ___________________

Note condition of the following measures and sediment levels where applicable:

MEASURE

CONDITION/
LOCATION

READING

ACTION
REQUIRED
YES/NO

TYPE
OF
ACTION

ACTION
COMPLETED
(DATE)

INITIALS

Silt fences
Temporary Storage
Facilities
Outlet of Temporary
Storage Facilities
Interceptor Swales
Steeper Slopes
Cover of Rough
Grades
Catchbasins Filtering
Controls
Dust Control
Mud Tracking
Debris Control

Other Comments (Summarize):

Signature:
Name:

8A- 17

Revision 0 : March 2009

DID MANUAL
Volume 11
Construction Management

Chapter 8
Health, Safety and Environmental
Protection
APPENDIX 8H

Checklist for Worksite Safety

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION

APPENDIX 8H

CHECKLIST FOR WORKSITE SAFETY

SAFETY RULES FOR WORKSITE


1.

2.

3.

General

Always think for a few seconds of the safe way to perform your work before starting.

Dont guess. If you are in doubt as to the safe and proper way to carry out a job or
use equipment always seeks advice from your superior or foreman.

If you do not understand instructions given, dont take chances. Ask.

Follow instructions.

Observe all warning signs and danger notices.

Report all unsafe conditions to your supervisor or foreman.

Help to keep the side tidy. Good housekeeping prevents accidents.

Remove all protruding nails or bend them over.

Dont leave unguarded a hole that someone could fall through it. Report it to your
supervisor or foreman.

Where loads are too heavy for you to handle alone, get help.

Never play practical jokes or distract others while working.

Do not work at heights if you are feeling weak or dizzy.

Fire is a hazard. If you smoke take care. Refrain completely from smoking when in
areas where no smoking signs are displayed.

Never do anything that is unlikely to endanger yourself or others.

Keep clear of all moving machinery if you are not required in the vicinity.

Be extra cautious when conditions are wet.

Do not throw debris down from any height. Ensure that debris to down the right chute.

Ladders

Dont use a badly constructed ladder.

Keep clear of all moving machinery if you are not required in the vicinity.

Dont stand and ladder on loose material or lean it against fragile material.

Ladders should extend at least 1 meter (3ft.) above the platform it leads to.

First-Aid

Use the First-Aid Box in the site office for any cut, abrasion, bruises and other minor
injuries.

All injuries should be attended to immediately. Seek help if you are in doubt.

Know where the First-Aid Box is located.

Revision 0 : March 2009

8A- 18

Chapter 8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION

4.

5.

6.

7.

8.

8A- 19

Platform, Gangways and Staircase

Keep all platforms and gangways free of debris, obstructions and tripping hazards.

Never store materials on platforms or gangways.

Ensure that platforms and gangways have secure guard rails and toe boards.

Material Handling

Where materials must be stacked, make sure that they are stacked on a firm and level
base and in a tidy manner.

When removing materials from a sack, always remove from the top.

Never stack materials near the edge of the building or too near lift openings or other
service openings in the floor where they are liable to fall off.

Watch where you are going whilst moving materials. Look out for tripping hazards.

When hauling materials into the building at the edge of a floor is unavoidable, make
sure guard rail is in place and make use of your safety belt.

When carrying obstructive materials such as lengthy bent rods, ensure that there is no
one standing in the way of passage.

Protective Equipment

Safety belts, safety helmets, protective goggles, industrial gloves and such equipment
are for your protection. Use them.

Before commencing work, obtain all necessary protective gear from your supervisor or
foreman.

Ensure that the protective equipment fits you snugly and securely and is in good
condition before use.

Tools and Equipment

Use the correct tool in the safe manner. Do not use equipment you have no knowledge
of.

Never throw tools to one another.

All tools can cause injury when misused. Use them with care for the purpose they are
meant for.

Always switch off the supply after using electrical equipment.

Excavations

Do not remove any shoring or struts unless instructed to do so.

Ensure that proper access is provided before entering any excavation and note the
position of this access.

Do not place excavated materials at the edge of excavations.

Place excavated materials where they will not affect the stability of the slope.

Revision 0 : March 2009

Chapter 8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION

CHECK LIST FOR WORKSITE SAFETY


1.

2.

Check List for Site Safety

Are the grounds of the site cleared of all necessary obstructions and provided with
proper temporary drainage?

Are the materials on the ground stacked in their proper places and in a stable
condition, in a manner to prevent the breeding of pest?

Are all the loose timbers and unwanted debris on the grounds cleared away or
stockpiled neatly for removal?

Are all the staircases and other accesses cleared of all obstructions and debris, dry,
adequately lighted and safe of use?

Are all the overhead protections provided in good and sound condition?

Are all the materials on the upper floors stacked in a safe and stable manner away
from the edge of openings?

Are all openings through which persons are liable to fall securely fenced up or
barricaded for more than 3 meters (10 ft.)?

Are all inspections of machines used on site (hoist, cranes, lifts, air-receivers and piling
frames) up to date?

Are all the necessary safety appliances on site sufficient in number and in good
condition?

Are the workers and other employees using their safety appliances in the correct
manner?

Are all the dangerous parts of machine in use properly guarded?

Is all the warning provided at site properly displayed and located?

Are the list pits baled and pumped dry?

Check List for Scaffolding

Is the base sound and secure?

Are the standards in proper alignment and plumb?

Are all the ledgers in place?

Is the scaffold adequately braced and tied into the structure?

Are the loose timbers lying on the scaffold?

Are the platforms for use securely fastened?

Have I checked daily that workers from any trade have not removed ties or braces?

Have I checked and replace defective members?

Have I carried out my weekly inspection and entered it into a register?

Revision 0 : March 2009

8A- 20

Chapter 8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION

3.

4.

5.

8A- 21

Check List for Hoist Tower and Platform Structure

Is the base sound and secure?

Is the platform structure in sound condition?

Are the guard rails and toe boards of all platforms in place?

Is the hoist tower in proper alignment and plumb?

Is the hoist in good operating condition?

Are the guard rails and toe boards of gangways connecting the various platforms to
the building in place?

Are the platforms cleared of all debris and materials?

Are the wheelbarrows or other equipment left on the platform?

Have I checked daily that all the ties and braces are in places?

Have I carried out my weekly inspections and entered it into a register?

Check List for Formworks

Are all the props adequate and in place?

Are the shores properly seated top and bottom?

Are all the horizontal and diagonal bracings in place?

Is there any sign of sagging of forms?

Check List for Excavations

Are the bank tops free of excavated materials or other materials that may fall into the
excavations or cause the banks to slip?

Are the machinery in use at site placed away from the excavations so as not to
endanger the stability of the banks?

Are all the piling, shoring and bracing members of the excavation in proper alignment?

Is there any evidence of instability of the bank? (Sign of slip, settlement, movement of
the banks or upheavals of the bed)

Where the excavation of a trench exceeds 5.5 meters (18 ft.) are the piling, shoring,
bracing and other protection constructed in accordance with the design and drawings
of a professional engineer?

Are all the ladders, stairways, ramps or other provided access readily accessible from
any position in the excavation and in sound conditions?

Revision 0 : March 2009

DID MANUAL
Volume 11
Construction Management

Chapter 8
Health, Safety and Environmental
Protection
APPENDIX 8I

Accident/Incident Reporting
Procedure

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION

APPENDIX 8I ACCIDENT/INCIDENT REPORTING PROCEDURE


1.

INTRODUCTION
This SERIOUS ACCIDENT/INCIDENT REPORTING PROCEDURE describes the type of incidents
that needs to be reported immediately with details of the manner of reporting to relevant
personnel and to the Management.

2.

TYPES OF ACCIDENT/INCIDENT
The following are types of Accident/Incident that need to be reported immediately:

3.

2.1

Accident Involving Death


An on-the-job accident resulting in death of person(s) employed to work in DID project
or operation by either DID, Consultant, Contractor or Sub-Contractor.

2.2

Serious Incident
A life endangering event such as major actual collapse of structural work, false work or
plant or any incident causing multiple injuries to worker(s).

2.3

Fire Or Explosion
An accident that caused injury to persons and damage to equipment, materials and
permanent or temporary facilities due to fire or explosion.

2.4

Damage To Property
Any incident that caused serious damage to property; i.e. equipment, materials,
structure etc. other than that caused by fire or explosion that made the equipment
inoperative and requires material and structure to be replaced.

2.5

Falling Object
Any incident involving fall of materials from high level that caused injury to personnel
and damage to equipment or structure.

2.6

Buried By Spoils
Any accident/incident caused by collapse of spoil or cave-in-which result in person
trapped and buried by the earth.

2.7

Others
Any incident other than the above i.e. robbery, hostages or bomb threat must be
reported in accordance with this reporting procedure.

RESPONSIBILITIES
3.1

Contractors
a. Ensure that all incidents type-related above are reported immediately after its
occurrence to the Project Manager and Site Staff during office hours or to contact
their mobile phone during after working hours without fails.
b. Submit an Accident Report Form to Project Manager and Site Staff within 24 hours
of the occurrence of accident/incident occurred.
c.

Submit form JKKP 107 (Accident Report Form) to relevant state DOSH Director
office within 24 hours by facsimile followed with original copy by post. Sample of
Form JKKP 107 (Accident Report Form) is attached.

Revision 0 : March 2009

8A- 22

Chapter 8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION

3.2

Project Team
The Project Manager or Site Staff is responsible in the accident/incident and who will:a. Proceed immediately to the scene of accident/incident and conduct preliminary
investigation upon receiving incident report or after being informed of the
occurrence.
b. Prepare report using the attached accident/incident report format after the
preliminary investigation conducted and send by fax to DID Headquarters.
c.

3.3

Update Management of the incident from time to time.

Did Headquarters
The SO or his representative who received the incident report or after being informed
of the occurrence of the incident will notify Director General of DID.

4.

ACCIDENT/INCIDENT REPORT FORM


Sample of accident/incident report form to be used in reporting of any incident mentioned
above is attached.

5.

OTHER ACCIDENT/INCIDENT
These will be reported to SO for further advise.

8A- 23

Revision 0 : March 2009

Chapter 8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION

SERIOUS ACCIDENT/INCIDENT REPORT TO MANAGEMENT OF DID


INCIDENT
1.

DATE: _______________ TIME: _____________ LOCATION: ________________________

2.

NAME OF DEPARTMENT / CONTRACTOR: __________________________________________

3.

NAME OF SUB-CONTRACTOR: ___________________________________________________

4.

TYPE OF INCIDENT:(Please tick here)

INCIDENT INVOLVING DEATH

iv

DAMAGE TO PROPERTY

ii

SERIOUS ACCIDENT /
INCIDENT

FALLING OBJECTS

iii

FIRE EXPLOSION

vi

BURIED BY SPOILS

vii

OTHERS

5.

NAME OF INJURED PERSON:

6.

NATIONALITY/RACE:

7.

AGE:

8.

CAUSE OF DEATH / INJURY / DAMAGE OF PROPERTY*:

Revision 0 : March 2009

8A- 24

Chapter 8 HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION

9.

NATURE OF INJURY / DAMAGE OF PROPERTY:

10.

ESTIMATED COST OF DAMAGE:

11.

BRIEF DESCRIPTION OF ACCIDENT / INCIDENT**:

12.

IMMEDIATE ACTION TAKEN:

Note: * Delete which is not applicable


** Please attach any documentary exhibits if available.

8A- 25

Revision 0 : March 2009

DID MANUAL VOLUME 11


CONSTRUCTION MANAGEMENT
PART II : CONSTRUCTION STAGE

CHAPTER 9

LIAISON WITH OTHER GOVERNMENT


AGENCIES AND SERVICE PROVIDERS

Chapter 9 LIAISON WITH OTHER GOVERNMENT AGENCIES AND SERVICE PROVIDERS

Table of Contents
Table of Contents .................................................................................................................... 9-i
9.1

INTRODUCTION ...................................................................................................... 9-1

9.2

SCOPE .................................................................................................................... 9-1

9.3

PROCEDURE............................................................................................................ 9-1
9.3.1

General....................................................................................................... 9-1

9.3.2

Obligations of the Consultants ...................................................................... 9-1

9.3.3

Obligations of the Contractor........................................................................ 9-2

Appendix 9A Electricity Supply Application checklist - (Application to TNB)9A- 1-6

Revision 0 : March 2009

9-i

Chapter 9 LIAISON WITH OTHER GOVERNMENT AGENCIES AND SERVICE PROVIDERS

(This page is deliberately left blank)

9-ii

Revision 0 : March 2009

Chapter 9 LIAISON WITH OTHER GOVERNMENT AGENCIES AND SERVICE PROVIDERS

9 LIAISON WITH OTHER GOVERNMENT


AGENCIES AND SERVICE PROVIDERS
9.1

INTRODUCTION
This chapter provides an overall procedure and elements of control in dealing and
working with government agencies and service providers at construction phase of a
project.

9.2

SCOPE
The procedure covers both the conventional and design and build type of contracting.
Any specific requirements of a Project are addressed in the Project Quality Plan.

9.3

PROCEDURE

9.3.1

General
This procedure is written in anticipation that events would unfold in a chronological order
(although it is not always possible) in the management of project.
In general, the following procedures address common approaches to both conventional
and design and build type of contracting method. In design and build contract, the roles
of the Consultants in liaison with government agencies and service providers are
assumed by the Contractors Consultants and the liabilities with the Contractor.
The obligations of DID Project team and the Consultants are the same for projects where
DID assumes the supervisory role.
The Project Team ensures that the Consultant and Contractor obtain all necessary
approvals from relevant authorities and statutory bodies.

9.3.2

Obligations of the Consultants


The Consultant will, upon the approval of DID, submit the required documents and
drawings to obtain approval and permission to proceed with the construction of the
project from the relevant authorities.
Consultant shall liaise with Utility Providers/ Concessionaires on any diversion of existing
utilities infrastructure i.e. electric and telecommunication cables, fiber optic, water and
gas pipes before start of construction. The sample of checklist for Electricity Supply
Application is as per Appendix 9A.
The Consultant shall ensure that all procedures and forms for construction, inspection,
testing and recording are prepared by the Contractor and sufficient as documentation
necessary for statutory approval and certification purposes, such as Certificate of Fitness
(CF)/ Certificate of Completion and Compliance (CCC), if required.
The Consultant shall ensure that the samples of materials, schedules complete with test
results from the relevant authorities, drawings and other submissions conform with the
approved design and intentions of the project and comply with the Contracts. All items
are to be properly recorded for future reference.

Revision 0 : March 2009

9-1

Chapter 9 LIAISON WITH OTHER GOVERNMENT AGENCIES AND SERVICE PROVIDERS

The Consultant shall ensure that the site staff is present at the site to carry out field
supervision and inspection as required for the following:
1.

To comply with any Acts of Parliament or any regulations or by-laws or any other
written laws applicable to the Contractors operation or activities or work in
connection with the project.

2.

To comply with statutory certification in respect of the project until final approval
for the CF or CCC (if required) from the approving authority is obtained.

List of defects are to be prepared and the Consultant shall participate in follow up
inspections to ensure all items complied with relevant requirements.
The Consultant prepares plans showing all amendments of the project as required by the
relevant authorities, and applies and obtains, for and on behalf of DID, the CF or CCC (if
required).
The Consultant prepares all reports, certificates and other documents for which it is
responsible under this contract and which are required to be submitted to local
authorities indicating or evidencing the compliance of the project with the appropriate
Statutory Regulations. The Consultant obtains approvals and any other permission
required by any authority having jurisdiction over the project.
9.3.3

Obligations of the Contractor


The Contractor is to submit detailed work programme/schedule before commencing with
the construction works. The work programme shall incorporate works by other
Authorities and Utility Providers/Concessionaires such as TNB, TMB, Gas Malaysia and
water supply.
The Contractor needs to allow for interfacing works including coordination and liaison
with the other Authorities and Utility Providers/Concessionaires to establish all the latest
interface requirements and scope of works, especially for work involving diversion of
services.
The Contractor produces coordinated (utilities and clash analysis) shop and As-built
drawings, including all services to be provided by the other utility contractors of other
Authorities and Utility Providers/Concessionaires. The Contractor shall ensure that all his
services are design coordinated to allow for integration with the other trade services,
the building structure, internal and external finishes and future or implied tenant work.
All external utility services such as irrigation, power, telephone, cold and sanitary
plumbing, IT, water, drainage and sewerage lines are to be included in coordinated
installation drawings.
It is the responsibility of the Contractor to carry out works associated to satisfy the
environmental protection requirements of the local authority. Refer to Chapter 8 for the
procedure on compliance to Health, Safety and Environmental requirements.

9-2

Revision 0 : March 2009

DID MANUAL
Volume 11
Construction Management

Chapter 9
Liaison with Other Government
Agencies and Service Providers
APPENDIX 9A

Electricity Supply Application


Checklist

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 9 LIAISON WITH OTHER GOVERNMENT AGENCIES AND SERVICE PROVIDERS

APPENDIX 9A ELECTRICITY SUPPLY APPLICATION CHECKLIST


- (APPLICATION TO TNB)
SUMMARY OF LOAD DATA FOR DEMAND EXCEEDING 100kVA (140A)
A.

Basic Information

1.

Address of Information

2.

Site Location (Lot & Mk. No.)

3.

Single-tenancy or multi-tenanted premise

4.

Type of premise

5.

Total gross built in floor area

6.

Total Land area

7.

Name of Architect
Address
Telephone no.
Fax No.
E-mail Address

8.

Name of Surveyor
Address
Telephone no.
Fax No.
E-mail Address

9.

Name of Developer/Owner
Address
Telephone no.
Fax No.
E-mail Address

10.

Name of Consultant Engineer


Address
Telephone no.
Fax No.
E-mail Address

11.

Name of Electrical Contractor


Address
Telephone no.
Fax No.
E-mail Address

12.

Requirement for temporarily supply

13.

Date supply required (ORIGINAL)

14.

Date supply required (FINAL)

Revision 0 : March 2009

9A- 1

Chapter 9 LIAISON WITH OTHER GOVERNMENT AGENCIES AND SERVICE PROVIDERS

15.

B.

Plans Certified by Professional Engineer


(3 Sets)
a) Master Development/Layout plan
(Plan Induk Lokasi & Lot Pembangunan
Tanah) approved by JPB&D)
b)

Site plan/Proposed Substation Sites


(Plan Lokasi & Cadangan Tapak
Pencawang Elektrik Fasa)

c)

Layout Plan of Substation Building


(Stand-Alone/Compartment) Pelan
SusunAtur/(Layout bangunan
Pencawang)

d)

Layout Plan of Main Switch room


(Pelan Bilik Suis & Skematik Papan Suis
Pengguna)

e)

Single line Diagram/Schematic of


Installation
(Pelan Skematik Pepasangan)

Load Details
Connected Load Information

Load / Category
Nos

kVA

Power
Factor

Load After
Diversity
kW

Kw @ Diversity
Factor

Total lighting points and


load (kW)
Total air conditioning points
and load (kW)
Total motor nos and loads
- single phase
- three phase
Other special loads
(arc welding, arc furnace &
others)
1.
2.
3.
4.
5.
Total load (kW)
- Maximum
Total (kW)
- Minimum
* Minimum values need to be specified for customer taking supply at above 6.6kV
9A- 2

Revision 0 : March 2009

Chapter 9 LIAISON WITH OTHER GOVERNMENT AGENCIES AND SERVICE PROVIDERS

C.

Details on Motor Loads

Motor
Size

D.

Type of
Control
Equipment

Starting
Current
(Amps)

Starting
Frequency
(nos/hour)

Power
Factor

Under
Voltage
setting

Availability of Harmonic
Spectrum (Yes or No)

Submission Status

Details on fluctuating loads to be specified in below:-

Type of fluctuating
load

Rate of changes to
kW and kV Ar per
minute
kW/min

F.

Starting
Equipment

The availability of harmonic spectrum and submission status to TNB for all harmonic
generating to be summarized in table below:-

Non-Liner Load

E.

Sub-transient
Reactance/
Locked Motor
Reactance

Interval between
kW and kV Ar
fluctuations in
minutes

The largest step


changes in kW and
kVAR

kVAR/mm

Tolerance limits for all voltage sensitive equipment to be provided in table in below:

Voltage sensitive
loads

Revision 0 : March 2009

Steady state
tolerance limits as
% of nominal
voltage (maximum
& minimum)

Transient voltage
tolerance limits of
equipments as % of
nominal voltage
and corresponding
duration
%
Time (ms)

Harmonic voltage
distortion tolerance
limits as % of total
harmonic and
individual harmonic
distortion

9A- 3

Chapter 9 LIAISON WITH OTHER GOVERNMENT AGENCIES AND SERVICE PROVIDERS

G.

Capacitor bank installation:

Type of connection
No. of bank
kVAR/bank
Total kVAR
Total of control equipment
H.

Load Profile and consumption data, if relevant;

Monthly Peak MD (kW) Monthly


consumption
(hours/month)

L.

Load factor

Estimated monthly
consumption (kWH)

Load Details for mixed development:


Kindly use the format in appendix 12 of technical guideline

Submitted by:
(Signature of Consultant Engineer)
Date

9A- 4

Revision 0 : March 2009

Chapter 9 LIAISON WITH OTHER GOVERNMENT AGENCIES AND SERVICE PROVIDERS

ELECTRICITY SUPPLY APPLICATION EXCEEDING 100 kVA CONSULTANT


ENGINEER CHECKLIST
No.
1.

Form/Document
Summary of Load Data
(A) Basic Information

Information Required
Address of Installation
Name & address of Architect
Name & address of Surveyor
Name & address of Owner/developer
Name & address of Consultant Engineer
Name & address of Electrical Contractor
Type of premise
Voltage Level (HV or LV)
Total Load Required (kW)
Date Supply Required

Plan & drawings

(i)

Master development/Layout Plan

(ii)

Site Plan/Proposed sub-station sites

(iii)

Layout plan of substation building

(iv)

Layout plan of main switch room

v)

Single line diagram/schematic of


installation

vi)

Diskette for all above plans/

(B) Load details


(c)

Motor Loads

(D) Harmonic Spectrum


(E) Fluctuating Loads
(F) Tolerance Limits
(G) Capacitor Bank
Installation

Revision 0 : March 2009

9A- 5

Chapter 9 LIAISON WITH OTHER GOVERNMENT AGENCIES AND SERVICE PROVIDERS

No.

Form/Document

Information Required

(H) Load Profile &


Consumption
(I)

Load Details for


Mixed Development

2.

Substation Land

Consent form for leasing sub-station lot

3.

Metering

Preliminary metering information sheet

9A- 6

Revision 0 : March 2009

DID MANUAL VOLUME 11


CONSTRUCTION MANAGEMENT
PART II : CONSTRUCTION STAGE

CHAPTER 10

PROGRESS REPORT

Chapter 10 PROGRESS REPORT

Table of Contents
Table of Contents .................................................................................................................. 10-i
10.1

INTRODUCTION ....................................................................................................... 10-1

10.2

SCOPE. ................................................................................................................. 10-1

10.3

PROCEDURE............................................................................................................. 10-1
10.3.1

General ...................................................................................................... 10-1

10.3.2

Project Particulars ....................................................................................... 10-1

10.3.3

Site Plan ..................................................................................................... 10-1

10.3.4

Executive Summary Report .......................................................................... 10-1

10.3.5

Schedule And Work Programme Report ........................................................ 10-1

10.3.6

Health, Safety, Security and Environmental (HSSE) Report ............................ 10-2

10.3.7

Quality Assurance/Control Report................................................................. 10-2

10.3.8

Status of Progress Payment ......................................................................... 10-2

10.3.9

Project Control............................................................................................ 10-2

10.3.10 Site Progress Photograph ............................................................................ 10-2


Appendix 10A

Contractors Monthly Progress Report .....10A- 1

Appendix 10B

Sample Weekly Report .....10A- 31

Revision 0 : March 2009

10-i

Chapter 10 PROGRESS REPORT

(This page is deliberately left blank)

10-ii

Revision 0 : March 2009

Chapter 10 PROGRESS REPORT

10 PROGRESS REPORT
10.1

INTRODUCTION
This chapter sets out the format and guidelines in writing and preparing project progress
report.

10.2

SCOPE
The procedure covers both the conventional and design and build type of contracting.

10.3

PROCEDURE

10.3.1

General
The Contractor prepares and submits the project progress report to the Project Team
with a copy of the report submitted to the Client and Consultants. The interval and
timing of submission is as agreed by the Client or as per the requirement of construction
contract.
The project progress report contains information on the overall status of the project with
respect to time, quality, cost, financial, physical progress and other pertinent issues.
A sample project progress report is included in Appendix 10A.

10.3.2

Project Particulars
In this section, information on the contract; project brief and site organization chart will
be included. Contract summary will spell out the contract information, for example
contract title; Contractor; nature of contract; original contract sum and contractual
parties. Organization chart depicting the various contractual parties is included.

10.3.3

Site Plan
Site plan, which includes location plan and layout plans, is included for easy reference.

10.3.4

Executive Summary Report


Items covered under this section include status of work progress to date; significant
developments and achievements for the month of reporting; planning for the succeeding
period especially key activities; critical decisions and actions required; analysis of
potential impacts to the contract; significant problems; current and potential delays and
mitigation measures to reduce and overcome delays.

10.3.5

Schedule And Work Programme Report


Overall actual physical works progress and baseline schedule is reported and elaborated
in this section.
A two-month look-ahead schedule is included so as to ensure the
Contractor incorporates the necessary remedial actions or mitigation measures in his
subsequent activities.

Revision 0 : March 2009

10-1

Chapter 10 PROGRESS REPORT

10.3.6

Health, Safety, Security and Environmental (HSSE) Report


Health and welfare; safety and security and environmental issues are reported in this
section comprising:

Status of the required HSSE documents.

Reports on Environmental Management Plan, including remedial action and


precautions.

Accident or any report (including audit report) on HSSE matter issued by authority or
any other pertinent parties. Pertinent parties include Client, Project Team,
Consultants, competent personnel or other accepted body.

Minutes of HSSE meeting may be included.

Refer also to Chapter 8 Health, Safety and Environmental Protection for these
deliverables.
10.3.7

Quality Assurance/Control Report


Issues pertaining to quality of works or products delivered by the Contractor are the
focus of this section. Any nonconforming works and products in the project need to be
highlighted. The status of deliverables, such as work method statement, shop drawings
and nonconforming reports, is included for easy reference and monitoring.

10.3.8

Status of Progress Payment


All progress payments to date to the Contractor and their status are tabled in this section
for easy monitoring and follow up.

10.3.9

Project Control
Project control with regard to materials, manpower, machinery and equipment on site
are reported in this section. Records of materials delivery; manpower, machinery
(whether in working condition or otherwise) and equipment on site, as well as weather
are included. This information is recorded on daily basis in the site diary.

10.3.10 Site Progress Photograph


Photographs of the progress of the works on site are taken at agreed pre-determined
intervals between the Client and Contractor or as per the construction contract. These
photographs are to be provided in this section. Digital photographs are kept and
maintained by the Contractor and copies submitted to the Client and/or Project Team as
and when required.

10-2

Revision 0 : March 2009

DID MANUAL
Volume 11
Construction Management

Chapter 10
Progress Report
APPENDIX 10A

Sample of Contractors
Progress Report

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 10 PROGRESS REPORT

APPENDIX 10A

SAMPLE OF CONTRACTORS PROGRESS REPORT

________________________________________________________________________

PROJECT TITLE
CONTRACT NO.
________________________________________________________________________

MONTHLY PROGRESS REPORT


NO. ____
PERIOD: FROM ______ TO ________
________________________________________________________________________

PROJECT MANAGER:

CONSULTANT:

MAIN CONTRACTOR:

Revision 0 : March 2009

10A- 1

Chapter 10 PROGRESS REPORT

PROJECT TITLE
MONTHLY PROGRESS REPORT NO. ______
(PERIOD : FROM _____ TO _______)
TABLE OF CONTENT

PAGE

SECTION

1.0
1.1
1.2
1.3

PROJECT PARTICULARS
Contract Summary
Project Description
Site Organization

SECTION

2.0
2.1
2.2

PLAN
Location and Site Plan
Layout Plan

SECTION

3.0
3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8

EXECUTIVE SUMMARY REPORT


Progress Of Works To Date
Significant Development And Achievement
Planning For The Succeeding Period
Critical Decisions And Action Required
Analysis Of Potential Impacts To Contract
Significant Problem
Current And Potential Delay
Mitigation Measures To Reduce Or Overcome Delay

SECTION

4.0
4.1
4.2
4.3
4.4
4.5
4.6
4.7

SCHEDULE AND WORK PROGRAMME REPORT


Overall Progress
Master Programme / Schedule
Tracking Programme / Schedule
Two (2) Months Look Ahead Schedule
Material / Equipment Delivery Schedule
Physical Progress S Curve.
Financial S Curve

SECTION

5.0
5.1
5.2

HEALTH, SAFETY, SECURITY AND ENVIRONMENTAL


REPORT
Safety and Security Report
Environmental Report

SECTION

6.0
6.1
6.2
6.3
6.4
6.5
6.6

QA/QC Report
Status of WMS, ITP and PQP Submission
Status of Sample and Testing Submission
Status of Shop Drawing Submission
List of Construction Drawing
Status of NCR (Non-Conformance Report)
Status of Request for Information (RFI)

SECTION

7.0

STATUS OF PROGRESS PAYMENT

10A- 2

Revision 0 : March 2009

Chapter 10 PROGRESS REPORT

PAGE
SECTION

8.0
8.1
8.2
8.3
8.4

PROJECT CONTROL
Manpower Record (Management) Indirect
Manpower Record Direct Labour
Machinery and Equipment Records
Weather Record

SECTION

9.0

PROGRESS PHOTOGRAPH

Revision 0 : March 2009

10A- 3

Chapter 10 PROGRESS REPORT

1.0

PROJECT PARTICULARS

1.1

CONTRACT SUMMARY

10A- 4

1.1

Contract Title:

1.2

Contract No. :

1.3

Nature of Contract :

1.4

Original Contract Sum :

1.5

Term of Payment :

1.6

Construction Period :

1.7

Date of Site Possession :

1.8

Completion Date :

1.9

Liquidated and Ascertained Damages :

1.10

Project Manager :

1.11

Architect :

1.12

Civil & Structures Engineer :

1.13

M&E Engineer :

Revision 0 : March 2009

Chapter 10 PROGRESS REPORT

1.2

PROJECT DESCRIPTION

Revision 0 : March 2009

10A- 5

Chapter 10 PROGRESS REPORT

1.3

PROJECT SITE ORGANISATION CHART


PROJECT TITLE

Board of
Directors

Project
Director

QA/QC

Civil &
Infrastructure

10A- 6

Project
Manager

Buildings

Mechanical &
Electrical

Planning &
Scheduling

HSSE

Admin &
Finance

Revision 0 : March 2009

Chapter 10 PROGRESS REPORT

2.0

SITE PLAN

Revision 0 : March 2009

10A- 7

Chapter 10 PROGRESS REPORT

3.0

EXECUTIVE SUMMARY REPORT

3.1

Progress Of Works To Date

3.2

Significant Development And Achievement

3.3

Planning For The Succeeding Period

3.4

Critical Decisions And Action Required

3.5

Analysis Of Potential Impacts To Contract

3.6

Significant Problems

3.7

Current and Potential Delay

3.8

Mitigation Measures To Reduce Or Overcome Delay

10A- 8

Revision 0 : March 2009

Chapter 10 PROGRESS REPORT

4.0

SCHEDULE AND WORK PROGRAMME REPORT

4.1

OVERALL PROGRESS
Description

This Month

Last Month

Progress

Schedule % of works
Actual % of work done
% delay
Day delay

Note:
Progress % is based on physical S-Curve
Day delay is calculated from Critical Path Method (CPM)

Revision 0 : March 2009

10A- 9

Chapter 10 PROGRESS REPORT

4.2

10A- 10

MASTER PROGRAMME/SCHEDULE

Revision 0 : March 2009

Chapter 10 PROGRESS REPORT

4.3

TRACKING PROGRAMME/SCHEDULE

Revision 0 : March 2009

10A- 11

Chapter 10 PROGRESS REPORT

4.4

10A- 12

TWO MONTHS LOOK AHEAD SCHEDULE

Revision 0 : March 2009

Chapter 10 PROGRESS REPORT

4.5

MATERIALS / EQUIPMENT DELIVERY SCHEDULE


ID

DELIVERY
ACTIVITIES

Revision 0 : March 2009

QUANTITY

DURATION

EXPECTED DELIVERY EARLY


EARLY
EARLY
DELIVERY
START
FINISH
DATE

ACTUAL
DELIVERY
DATE

REMARKS

10A- 13

Chapter 10 PROGRESS REPORT

4.6

PHYSICAL PROGRESS S-CURVE


100.0

PhysicalS-Curve
90.0

80.0

70.0

Percentage %

60.0

50.0

40.0

30.0

20.0

10.0

0.0

April-02

May-02

June-02

July-02

Aug-02

Sep-02

Oct-02

Nov-02

Dec-02

Jan-03

Feb-03

Mac-03

April-03

May-03

June-03

July-03

Aug-03

Sep-03

Oct-03

Nov-03

Dec-03

MonthlyWorkProgress

0.0

0.7

1.7

4.6

6.8

10.4

16.4

21.7

28.7

32.0

39.3

48.4

59.2

70.1

79.6

90.0

95.0

98.0

99.0

99.5

100.0

Actual WorkProgress

0.0

0.8

1.9

4.2

6.3

8.7

12.2

15.2

17.7

18.4

21.2

24.5

28.9

32.6

37.5

48.0

55.0

59.0

10A- 14

Revision 0 : March 2009

Revision 0 : March 2009


1/5/2004

12/22/2003

12/8/2003

11/24/2003

11/10/2003

10/27/2003

10/13/2003

9/29/2003

9/15/2003

9/1/2003

8/18/2003

8/4/2003

7/21/2003

7/7/2003

6/23/2003

6/9/2003

5/26/2003

5/12/2003

4/28/2003

4/14/2003

3/31/2003

3/17/2003

3/3/2003

2/17/2003

2/3/2003

1/20/2003

1/6/2003

12/23/2002

12/9/2002

11/25/2002

11/11/2002

10/28/2002

10/14/2002

9/30/2002

9/16/2002

9/2/2002

8/19/2002

8/5/2002

7/22/2002

7/8/2002

6/24/2002

6/10/2002

5/27/2002

5/13/2002

4.7

4/29/2002

4/15/2002

Budget Value RM

Chapter 10 PROGRESS REPORT

FINANCIAL PROGRESS S-CURVE

FINANCIAL CURVE

160,000,000

140,000,000

120,000,000

100,000,000

80,000,000

60,000,000

40,000,000

20,000,000

Contract Period

10A- 15

Chapter 10 PROGRESS REPORT

5.0

HEALTH, SAFETY, SECURITY AND ENVIRONMENTAL REPORT

5.1

SAFETY AND SECURITY REPORT

5.1.1

MONTHLY SAFETY STATISTICS AND ACCIDENT FREQUENCY REPORT


Period Ending:

Description

Current Month

Previous Month

Remarks

Fatality
Lost Time Accident
Non-Lost Time
Accident
Total Days Lost /
Charged
Average Workers Per
Day at Site
Frequency Rate
Severity Rate
NOTE: Lost Time Accident = For Injuries Resulting In > 3 Days Off Work
Frequency Rate =

Severity Rate

5.1.2

Number of Lost Time Accident X 100,000


Total Manhours Worked
Total Days Lost/Charged X 100,000
Total Manhours Worked

a. Inspection of mobile crane and tower crane is conducted every once a month.
b. Maintaining safety signages at site.
c.

Hang all life wire available at site

d. Implemented the usage of 3-pin plug at site for all electrical appliances.
e. Barricade around the working holes, with depth of more than 1.5m utilizing safety
ribbon tape.

10A- 16

Revision 0 : March 2009

Chapter 10 PROGRESS REPORT

5.2

ENVIRONMENTAL REPORT
MONTHLY ENVIRONMENTAL AUDIT
Please mark (

SUBJECT
Comply
1.0
1.1
1.2
1.3
1.4

2.0

2.2

Silt fence maintenance

2.3

Detention ponds maintenance

2.4

Catch drains maintenance

2.5

Earth bund maintenance

2.6

Slope protection

2.7

Open area protection

3.0

Traffic Control

3.1

Traffic management system

3.2

Conditions of roads leading to site

3.3

3.6

Conditions of roads leading out of


site
Vehicle maintenance - noise and air
pollution control
Vehicle operations - wheel cleaning,
effective cover and proper
operations
Wash trough maintenance

4.0

Waste Management

4.1

Biomass management system

4.2

Builders waste management system

4.3

Domestic waste management


system
Scheduled (toxic) waste
management system
Site toilet waste management
system
Effluent waste management system

4.4
4.5
4.6

Major

Effective discharge of environmental


monitoring responsibilities
Compliance with reporting
requirements
Compliance with record-keeping
requirements

2.1

3.5

Minor

Not
Relevant

Environmental Management System


(EMS)
Changes in the EMS

Erosion, Sediment and Flood


Control
Silt traps maintenance

3.4

Not Comply

Revision 0 : March 2009

10A- 17

Chapter 10 PROGRESS REPORT

MONTHLY ENVIRONMENTAL AUDIT


Please mark (

SUBJECT
Comply

10A- 18

5.0

Site house-keeping

5.1

Earth stockpile

5.2

Liquids stockpile

5.3

Building materials stockpile

5.4

Canteen/Site Office

5.5

Working area

6.0

Water Quality Control

6.1

Silt trap discharge

7.0

Air Quality Control

7.1

Vehicle emission

7.2

Machinery emission

8.0

Noise Levels Control

8.1

Vehicle noise

8.2

Machinery noise

8.3

Human activities noise

Not Comply
Minor

Major

)
Not
Relevant

Revision 0 : March 2009

Chapter 10 PROGRESS REPORT

6.0

QA/QC REPORT

6.1

STATUS OF WORK METHOD STATEMENT (CIVIL, STRUCTURAL, MECHANICAL AND ETC.)


1st Submission

No.

No.

Item
Code

Description

Item
Code

Description

Item
Code

Description

Submit

Received

Status
A

Status
Received

Remarks

Status

Remarks

Status

Remarks

2nd Submission
Submit

Status

3rd Submission
No.

Prepared by:

Revision 0 : March 2009

Submit

Received

Status
A

Checked by:

10A- 19

Chapter 10 PROGRESS REPORT

6.2

No.

STATUS OF MATERIALS TECHNICAL AND SAMPLE SUBMISSION


(CIVIL, STRUCTURAL, MECHANICAL AND ETC.)
Item
Code

Description

Item
Code

Description

Item
Code

Description

1st Submission
Submit

Received

Status
A

Status

Remarks

Status

Remarks

Status

Remarks

2nd Submission
No.

No.

Prepared by:

10A- 20

Submit

Received

Status
A

3rd Submission
Status
Submit

Received

Checked by:

Revision 0 : March 2009

Chapter 10 PROGRESS REPORT

6.3
No.

No.

STATUS OF SHOP DRAWINGS SUBMISSION (CIVIL, STRUCTURAL, MECHANICAL AND ETC.)


Item
Code

Description

Item
Code

Description

Item
Code

Description

1st Submission
Status
Submit

Received

Status
Received

Remarks

Status

Remarks

Status

Remarks

2nd Submission
Submit

Status

3rd Submission
No.

Prepared by:

Revision 0 : March 2009

Submit

Received

Status
A

Checked by:

10A- 21

Chapter 10 PROGRESS REPORT

6.4
Item

LIST OF CONSTRUCTION DRAWINGS


Drawing No.

Prepared by:

10A- 22

Title

1st Issue

Revision / Date Received


1
2
3
4

Checked by:

Revision 0 : March 2009

Chapter 10 PROGRESS REPORT

6.5
Item

STATUS OF NONCONFORMANCE REPORTS


NCR Ref. No.

Prepared by:

Revision 0 : March 2009

Location

Issuer

Date
Issued

Pending

Closed

Date
Closed

Target
Date to
Closed

Checked by:

10A- 23

Chapter 10 PROGRESS REPORT

6.6
Item

STATUS OF REQUEST FOR INFORMATION


RFI Ref.
No.

Prepared by:

10A- 24

Description

Date
Submitted

Date
Received
by
Consultant

Requested
Date of
Reply

Actual
Date
of
Reply

Day
Resolved
(Days)

Status

Remarks

Checked by:

Revision 0 : March 2009

Chapter 10 PROGRESS REPORT

7.0
Item

STATUS OF PROGRESS PAYMENT


Description
of Claim

Date
Submitted

Prepared by:

Revision 0 : March 2009

Total
Amount
Claimed

Cumm.
Amount
Claimed

Amount
Certified

Amount
Paid

Date of
Payment
Received

Cumm.
Amount
Paid

Checked by:

10A- 25

Chapter 10 PROGRESS REPORT

8.0

PROJECT CONTROL

8.1

MANPOWER RECORD (MANAGEMENT) - INDIRECT

NO.

DESCRIPTION

1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19

Project Manager
Construction Manager
Engineering Coordinator
Architectural Coordinator
Senior M&E Engineer
Planning Engineer
Senior QS
QA/QC Engineer
Safety & Health Officer
M&E Engineer
QS
Land Surveyor
Senior Site Supervisor
Site Supervisor
Logistic Officer
Chain Main
Administrative Clerk
Driver
Security

10

11

12

13

14

15

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

26

27

28

29

30

Total c/f
Average Total c/f

Total b/f
Average Total b/f
NO.

DESCRIPTION

1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19

Project Manager
Construction Manager
Engineering Coordinator
Architectural Coordinator
Senior M&E Engineer
Planning Engineer
Senior QS
QA/QC Engineer
Safety & Health Officer
M&E Engineer
QS
Land Surveyor
Senior Site Supervisor
Site Supervisor
Logistic Officer
Chain Main
Administrative Clerk
Driver
Security

31

Total
Average Total

Prepared by:

10A- 26

Checked by:

Revision 0 : March 2009

Chapter 10 PROGRESS REPORT

8.2

MANPOWER RECORD DIRECT LABOUR

NO.

DESCRIPTION

1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21

Chairman
Supervisor / Site Foreman
Concretor / External Drain
Bar Bender
Carpenter
Back Hoe
Tower Crane
Mobile Crane
Space Frame Worker / Trusses
Brick Layer
M&E
Curtain Wall
Hacker / RNC / Comp stone
Door & Ironmongeries
Skylight
Plumber
Roof / Lower Dome Covering
General Worker
Steel Workers / Fire Proof
Plasterer / Stone Work
ID Works

10

11

12

13

14

15

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

26

27

28

29

30

Total c/f
Average Total c/f

Total b/f
Average Total b/f
NO.

DESCRIPTION

1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21

Chairman
Supervisor / Site Foreman
Concretor / External Drain
Bar Bender
Carpenter
Back Hoe
Tower Crane
Mobile Crane
Space Frame Worker / Trusses
Brick Layer
M&E
Curtain Wall
Hacker / RNC / Comp stone
Door & Ironmongeries
Skylight
Plumber
Roof / Lower Dome Covering
General Worker
Steel Workers / Fire Proof
Plasterer / Stone Work
ID Works

31

Total
Average Total

Prepared by:

Revision 0 : March 2009

Checked by:

10A- 27

Chapter 10 PROGRESS REPORT

8.3

MACHINERY AND EQUIPMENT RECORD

NO.

DESCRIPTION

1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22

Crawler Crane
Tower Crane
Mobile Crane
Bore Piling Rig
Micro Piling Rig
Vibro Hammer
Backhoe
Dump Truck
Hydraulic Breaker
Concrete Pump
Water Pump
Air Compressor
Genset
Welding Set
Oxy Cutter
Compactor
Bending Machine
Rebar Cutter
Excavator
Poker
Vibrator Engine
Bulldozer

10

11

12

13

14

15

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

26

27

28

29

30

Total c/f
Average Total c/f

Total b/f
Average Total b/f
NO.

DESCRIPTION

1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22

Crawler Crane
Tower Crane
Mobile Crane
Bore Piling Rig
Micro Piling Rig
Vibro Hammer
Backhoe
Dump Truck
Hydraulic Breaker
Concrete Pump
Water Pump
Air Compressor
Genset
Welding Set
Oxy Cutter
Compactor
Bending Machine
Rebar Cutter
Excavator
Poker
Vibrator Engine
Bulldozer

31

Total
Average Total

Prepared by:

10A- 28

Checked by:

Revision 0 : March 2009

Chapter 10 PROGRESS REPORT

8.4

WEATHER RECORD

Sample of Weather Report for the Month of Feb 2008

Progress Report No:

(Refer to file 10Fi-5)

Revision 0 : March 2009

10A- 29

Chapter 10 PROGRESS REPORT

WEATHER RECORD (contd)


(Refer to file 10Fi-5)

10A- 30

Revision 0 : March 2009

Chapter 10 PROGRESS REPORT

9.0

PROGRESS PHOTOGRAPH

Revision 0 : March 2009

10A- 31

Chapter 10 PROGRESS REPORT

8.4

WEATHER RECORD
Sample of Weather Report for the Month of Feb 2008
1st Feb

2nd Feb

1hr (8-9 am)


6th Feb

4th Feb

4hrs (3-7 pm)


7th Feb

3hrs (3-6 pm)


11th Feb

12th Feb

1hr (5-6 pm)

1hr (4-5 pm)

16th Feb

17th Feb

Revision 0 : March 2009

3rd Feb

Progress Report No:


5th Feb

2hrs (3-5 pm)

8th Feb

9th Feb

10th Feb

1hr (2-6 pm)

2hrs (3-5 pm)

13th Feb

14th Feb

15th Feb

18th Feb

19th Feb

20th Feb

10A- 29

Chapter 10 PROGRESS REPORT

21st Feb

22nd Feb

23rd Feb

24th Feb

1hr (8-9 am)


26th Feb

25th Feb

2hrs (3-5 pm)


27th Feb

28th Feb

29th Feb
FINE
RAINING
Current Rain: 18
Total Hours:

10A- 30

Revision 0 : March 2009

DID MANUAL
Volume 11
Construction Management

Chapter 10
Progress Report
APPENDIX 10B

Weekly Report

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 10 PROGRESS REPORT

APPENDIX 10B WEEKLY REPORT


PROJECT TEAM/CONSULTANTS

WEEKLY REPORT

NOTE: Report to be updated and


Submitted By the first working day
of the following week

WEEK NO.

PROJECT:

START
END
NO/TOTAL CONTRACT WEEK

CONTRACTOR:

A.

Month

PROGRESS OF WORK

NO.

DISCIPLINE

Preliminaries

Substructure

Structure

Architecture

M&E

External

SCHEDULE PROGRESS (%)

ACTUAL PROGRESS (%)

AHEAD (+)
DELAY (-)%

Overall

TOTAL DELAY DAY


B.

SITE ACTIVITIES
NO.
1.

DESCRIPTION

REMARKS

Refer Attachment

Revision 0 : March 2009

10A- 32

Chapter 10 PROGRESS REPORT

C.

QA/QC MONITORING

NO.

DESCRIPTION

1.

Request for Information (RFI)

2.

Testing

3.

Drawings

4.

Work Method Statement (WMS)

5.

Samples

6.

Non Compliance Report (NCR)

Changes / Variations

D.

APPROVED

COST/TIME

REMARKS

DECLARATION RA / RE / COW

.......................................................................
Name:
Date:
Position: RA / RE / COW

10A- 33

Revision 0 : March 2009

DID MANUAL VOLUME 11


CONSTRUCTION MANAGEMENT
PART II : CONSTRUCTION STAGE

CHAPTER 11

RECORDS, DRAWINGS
AND DOCUMENTATION

Chapter 11 RECORDS, DRAWINGS AND DOCUMENTATION

Table of Contents
Table of Contents .................................................................................................................. 11-i
11.1

INTRODUCTION ....................................................................................................... 11-1

11.2

SCOPE ..................................................................................................................... 11-1

11.3

PROCEDURES........................................................................................................... 11-1
11.3.1 General........................................................................................................ 11-1
11.3.2 Documents, drawings and material samples identification status convention .... 11-1
11.3.3 Receipt and distribution of documents, drawings and material sample tags ...... 11-2
11.3.4 Documents, drawings and material samples status ......................................... 11-2
11.3.5 Filing and storage ......................................................................................... 11-2

Appendix 11A

Project Coding .11A- 1

Appendix 11B

Document, Drawing, Sample Submission Guidelines...11A- 2

Appendix 11C

Status and Verification Codes 11A- 27

Revision 0 : March 2009

11-i

Chapter 11 RECORDS, DRAWINGS AND DOCUMENTATION

(This page is deliberately left blank)

11-ii

Revision 0 : March 2009

Chapter 11 RECORDS, DRAWINGS AND DOCUMENTATION

11 RECORDS, DRAWINGS AND DOCUMENTATION


11.1

INTRODUCTION
This chapter on Construction Management outlines the fundamentals in the management
of records, drawings and documents.
Proper administration of project records, drawings and documents is essential to ease
retrieval for reference and information throughout the duration of the project as well as
in the future.
All records, drawings and documents required for purpose of handing over to DID or
other beneficiary are to be properly maintained and stored for ease of retrieval. These
records are handed over to DID or other beneficiary at the completion of the project.

11.2

SCOPE
The scope covers various stages of project from design through construction period to
completion of the project.
This procedure applies to all projects undertaken by DID. Any specific requirements of a
particular project are addressed in the project quality plan.

11.3

PROCEDURES

11.3.1

General
The Project Team establishes at the start of the project the system for management of
documents, drawings and material samples which covers identification, submission,
approval and distribution.
All documents, drawings, material sample tags and correspondence follow the
identification convention to aid identification and traceability. It bears the necessary
designated code representing the project.
Refer to sample project coding and identification as shown in Appendix 11A.
Consultants and Contractor are to be informed of the project reference to be used in
documents, drawings, material samples and correspondence. All drawings including asbuilt plans must be endorsed by Professional Engineer.

11.3.2

Documents, drawings and material samples identification and status


convention
A. Issuance to Consultant.
At the start of the project, the Project Team provides guidelines on document,
drawing convention and submission approval process to Consultant which include
(where applicable) the following:

Coding of project
Discipline eg. structural, architectural etc.
Revision number
Type/status eg. tender, construction etc.
Approval cycle for documents, drawings and material samples.

Refer to guidelines as shown in Appendix 11B.


Revision 0 : March 2009

11-1

Chapter 11 RECORDS, DRAWINGS AND DOCUMENTATION

B. Issuance to Contractor
After the award of construction contract, the Project Team issues guidelines on
document, drawing convention and submission approval process to the Contractor
which includes (where applicable) the following:

Title block
Coding of project
Discipline e.g. structural, architectural etc.
Revision number
Type/status e.g. tender, construction etc.
Approval cycle for documents, drawings and material samples

Refer to guidelines as shown in Appendix 11B.


11.3.3

Receipt and distribution of documents, drawings and material sample tags


The submission of documents, drawings and material samples received either from
Consultant and Contractor is to be properly maintained.
The Project Team ensures that both the Consultant and the Contractor maintain an
updated list where it can be compared for verification of current documents and
drawings used. Their updated list is obtained through regular submission (i.e. monthly
report and during weekly meeting) or upon request at any particular point in time.
Distribution of drawings and/or material samples is done to recipient established by
Project Team for necessary action and approval.

11.3.4

Documents, drawings and material samples status


Documents, drawings and material samples will have the necessary verification to
indicate the status/stage with respect to the phase in project duration.
Refer to Appendix 11C for sample Status and Verification notes. The status is stamped or
printed on the documents, drawings and material sample tags upon review.

11.3.5

Filing and storage


All documents (designers manual, design calculation, tender and contract documents),
drawings (land acquisition, construction drawings, as-built drawings etc.) are properly
filed at identifiable location and maintained throughout the entire duration of the project
for ease of retrieval for reference and ensure that only the latest and up to date
documents and drawings are used.
Current working drawings (i.e. latest revision) are kept on racks/drawing hangers or
other identifiable location and segregated (where necessary) based on the various
disciplines. The drawings list/register is attached to each drawing hanger.
E-plan (electronic) submission, if any, have to be saved in approved designated hard disk
with reliable back-up system.
Immediate past drawings which may need to be referred to may be kept in boxes,
hangers or identifiable location until decision is made to either dispose or send for
archive.
Obsolete drawings no longer in use are stamped SUPERSEDED or OBSOLETE before
discarded from work area.

11-2

Revision 0 : March 2009

DID MANUAL
Volume 11
Construction Management

Chapter 11
Records, Drawings and
Documentation
APPENDIX 11A

Project Coding

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 11 RECORDS, DRAWINGS AND DOCUMENTATION

APPENDIX 11A

PROJECT CODING

TENDER
RTB MSC

- JPS/IP/MSC/1/08

PROJEK TEBATAN BANJIR KUALA LUMPUR

- JPS/IP/PTBKL/1/08

HTC KL

- JPS/IP/HTC/1/08

BAHAGIAN TEKNOLOGI MAKLUMAT

- JPS/IP/IT/1/08

BAHAGIAN TEBATAN BANJIR

- JPS/IP/TB/1/08

BAHAGIAN SUNGAI

- JPS/IP/SG/1/08

BAHAGIAN STRUKTUR,GEOTEKNIK & EMPANGAN

- JPS/IP/SGE/1/08

BAHAGIAN SALIRAN BANDAR

- JPS/IP/SB/1/08

BAHAGIAN PANTAI

- JPS/IP/PT/1/08

BHGN PERKHIDMATAN MEKANIKAL & ELEKTRIKAL

- JPS/IP/MK/1/08

BHGN LATIHAN & KEMAJUAN KERJAYA

- JPS/IP/LKK/1/08

BHGN KUALITI & AUDIT PRESTASI

- JPS/IP/KAP/1/08

BHGN KHIDMAT PENGURUSAN

- JPS/IP/KP/1/08

BHGN HIDROLOGI & SUMBER AIR

- JPS/IP/H/1/08

SEBUTHARGA
RTB MSC

- JPS(SH)/IP/MSC/1/08

PROJEK TEBATAN BANJIR KUALA LUMPUR

- JPS(SH)/IP/PTBKL/1/08

HTC KL

- JPS(SH)/IP/HTC/1/08

BAHAGIAN TEKNOLOGI MAKLUMAT

- JPS(SH)/IP/IT/1/08

BAHAGIAN TEBATAN BANJIR

- JPS(SH)/IP/TB/1/08

BAHAGIAN SUNGAI

- JPS(SH)/IP/SG/1/08

BAHAGIAN STRUKTUR,GEOTEKNIK & EMPANGAN

- JPS(SH)/IP/SGE/1/08

BAHAGIAN SALIRAN BANDAR

- JPS(SH)/IP/SB/1/08

BAHAGIAN PANTAI

- JPS(SH)/IP/PT/1/08

BHGN PERKHIDMATAN MEKANIKAL & ELEKTRIKAL

- JPS(SH)/IP/MK/1/08

BHGN LATIHAN & KEMAJUAN KERJAYA

- JPS(SH)/IP/LKK/1/08

BHGN KUALITI & AUDIT PRESTASI

- JPS(SH)/IP/KAP/1/08

BHGN KHIDMAT PENGURUSAN

- JPS(SH)/IP/KP/1/08

BHGN HIDROLOGI & SUMBER AIR

- JPS(SH)/IP/H/1/08

Revision 0 : March 2009

11A -1

DID MANUAL
Volume 11
Construction Management

Chapter 11
Records, Drawings and
Documentation
APPENDIX 11B

Guidelines on Documents, Drawings &


Materials Samples Submission

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 11 RECORDS, DRAWINGS AND DOCUMENTATION

APPENDIX 11B GUIDELINES ON DOCUMENTS, DRAWINGS & MATERIALS


SAMPLES SUBMISSION
TABLE OF CONTENT
1

GENERAL OVERVIEW

DOCUMENT CONTROL PRINCIPLE

SUBMISSION REQUIREMENT

CODING STRUCTURE

DOCUMENTS, DRAWINGS & MATERIALS SAMPLES SUBMISSION


5.1

GENERAL REQUIREMENT
5.1.1
5.1.2
5.1.3
5.1.4
5.1.5
5.1.6
5.1.7
5.1.8

SUBMISSION SHEET
CONSULTANT'S SUBMISSION SHEET
CONTRACTOR'S SUBMISSION SHEET
RETURN OF CONTRACTOR'S SUBMITTALS
DRAWING TITLE BLOCK
DRAWING SIZE
DRAWING CROSS-REFERENCING
DRAWING REPORTING REQUIREMENT

5.2

DOCUMENTS

5.3

DRAWINGS

5.4

SAMPLE

REVIEW AND APPROVAL CYCLE


ATTACHMENT SAMPLES
ATTACHMENT
ATTACHMENT
ATTACHMENT
ATTACHMENT
ATTACHMENT
ATTACHMENT

Revision 0 : March 2009

1
2
3
4
5
6

DOCUMENTS/ DRAWINGS SUBMISSION REGISTER


CONSULTANT SUBMISSION SHEET
CONTRACTOR SUBMISSION SHEET
DRAWINGS TITLE BLOCK
MATERIALS SAMPLE TAG
DOCUMENTS/ DRAWINGS/ MATERIALS SAMPLE REVIEW AND
APPROVAL CYCLE

11A- 2

Chapter 11 RECORDS, DRAWINGS AND DOCUMENTATION

GUIDELINES ON DOCUMENTS, DRAWINGS & MATERIALS SAMPLES SUBMISSION


1

GENERAL OVERVIEW
This document provides the general guidelines of documents, drawings and materials
sample submission inclusive of the format of preparation and submission by the Consultant
and Contractor for the project.

DOCUMENT CONTROL PRINCIPLE


Apart from correspondence, the respective Consultant or Contractor's Consultant (where
applicable) should ensure compatibility with the other disciplines prior to forwarding to the
Project Team.
Similarly, all Sub-Contractors (Domestic and Nominated Sub-Contractors) submissions are
to be done via the Main Contractor for the necessary coordination.
All Contractors and Consultants are expected to maintain a full record of all documents and
drawings transmitted. The document or drawing log maintained by the Consultant and
Contractor shall be inspected by the Project Team from time to time.
All drawings and documents intended (attention to, or copied to) for the Project Team shall
be sent to the Project Team.

SUBMISSION REQUIREMENT
The Consultant's and/or Contractor's Consultants documents & drawings submission for
review shall comply with the requirements, quantity and type of document as indicated in
Table 1 and Table 2.

11A- 3

Revision 0 : March 2009

Chapter 11 RECORDS, DRAWINGS AND DOCUMENTATION

GUIDELINES ON DOCUMENTS, DRAWINGS & MATERIALS SAMPLES SUBMISSION


Table 1 : Consultant's or Contractor's Consultants Submission
Document Type

Consultants Submission

Documents:
Design Brief,
To other Consultant/s
Concept Design Report, (where applicable)
Schematic Design
Report,
Option Studies,
Calculation,
Specifications,
Other documents

Tender Drawings

Plain Paper

Plain Paper

Soft Copy (Upon


Request)

Mylar

To Project Team

1
2
1

To other Consultant/s

Plain Paper
Plain Paper
Soft-copy (Upon
request)
Plain Paper

To other Consultant/s
(where applicable)

To Project Team

Contract Drawings

Drawings for
Construction

To Project Team
To QS Consultant
To other Consultants

To Project Team
To Contractor

Revision 0 : March 2009

Reproduction
Type/Remarks

To Project Team

Drawings:
Concept Design
Drawings/
Schematics/ Schematic
Design Drawings/
Detailed Design
Drawings/
Working Drawings
(Design Drawings for
Review)

No. of sets

As advised by
Project Team
1
1

Plain Paper

As advised
1

Plain Paper
Plain Paper

1
2 or as advised
by Project Team

Plain Paper
Plain Paper

Mylar
Plain Paper

11A- 4

Chapter 11 RECORDS, DRAWINGS AND DOCUMENTATION

GUIDELINES ON DOCUMENTS, DRAWINGS & MATERIALS SAMPLES SUBMISSION


Table 2: Contractor's Drawing Submission
Document Type
Drawings:
Manufacturer's Drawings
Shop Drawings
Combined services Loaded
Drawings

As-Built Drawings

11A- 5

Contractors Submission

No. of sets

Reproduction
Type/Remarks

To Lead Consultant

Mylar

To Project Team
To Lead Consultant
To Project Team

1
1
2
1

Plain Paper
Plain Paper
Plain Paper
Plain Paper

Revision 0 : March 2009

Chapter 11 RECORDS, DRAWINGS AND DOCUMENTATION

GUIDELINES ON DOCUMENTS, DRAWINGS & MATERIALS SAMPLES SUBMISSION


4

CODING STRUCTURE
The drawing coding format shall be as per the table below. The Contractor and Consultant
are to note that the code is to be adopted throughout the duration of the contract and is
compulsory to all documents and drawing produced.
The Package number (where applicable) is a unique reference number for the Contract
Package obtainable through the Project Team and shall be applied to all the types of
documents relating to the particular project package.

Coding
Format
Digits
Description

Column C1

Column C2

Column C3

Column C4

Column C5

Column C6

Project No

XXXX
Package No.

XXX
Discipline

XX
Document
Type

XXXXX
Drawing No.

XX
Revision No.

Project
Team

The package
no. is the
reference
Contract
Package no.
awarded to
the
Contractor.
Project
Team

Consultant /
Contractor where
applicable

Consultant /
Contractor where
applicable

Consultant /
Contractor where
applicable

Consultant/
Contractor where
applicable

Note:

Assignor of
coding:

List of Codes for Column C3 Discipline


Abbreviation
ACS
ARC
A&V
BCS
BFO
BSS
C&S
ELE

Item
Acoustic
Architecture
Audio and Visual
Building Control System
Building Fit-out
Building Security System
Civil & Structure
Electrical

List of Codes for Column C4 - Document Type


Abbreviation
Item
AB
As-Built Drawings
CA
Calculations
CD
Contract Drawings
CN
Construction Drawing
CR
Concept Design Report
CS
Combined Services/ Loaded
Drawings
DB
Design Brief
DD

Abbreviation
KIT
LSC
MEC
PLN
SCS
SLE
SLI
SRD

Item
Kitchen Systems
Landscape
Mechanical
Planning
Structured Cabling System
Specialist Lighting External
Specialist Lighting Internal
Road

Abbreviation
MN
OP
SD
SH
SR
TD

Item
Manufacturer's Drawings
Option Studies
Schematic Design Drawings
Shop Drawing
Schematic Design Report
Tender Drawing

WD

Working Drawing - Design


Stage

Design Drawings

Revision 0 : March 2009

11A- 6

Chapter 11 RECORDS, DRAWINGS AND DOCUMENTATION

GUIDELINES ON DOCUMENTS, DRAWINGS & MATERIALS SAMPLES SUBMISSION


5

DOCUMENTS, DRAWINGS & MATERIALS SAMPLE SUBMISSION

5.1

General Requirement

5.1.1

Submission Sheet

5.1.1.1

All Consultants/Contractors submission of documents and drawings with exceptions to


correspondence must be accompanied by the Consultant's Submission Sheet and the
Contractor's Submission Sheet respectively. This includes the submission of documents
and drawings to the Project Team.

5.1.1.2

Both the submission sheet shall always be of the original and be of A4 sized.

5.1.2

Consultant's Submission Sheet

5.1.2.1

The format of the Submission Sheet shall consist of the following:


(Refer to the sample in Attachment 2)
a. The format of the Submission Sheet shall have a title block. The title block shall
include fields (to be completed by the Consultant) for the following:

Name of Consultant Company


Title of Document (e.g. Consultant Submission Sheet)
Document reference number
Date of document.
Page number
Project/ Package title and Project/ Package Contract number
Attention and distribution list
Issue date

b. Other fields required to be indicated into the Submission Sheet are as follows:

c.

The fields for the particulars and details of the documents and drawings (to be
completed by the Consultant) are as follows:

11A- 7

Date issued (to be completed by the issuer)


Signature and name of issuer (to be completed by the issuer)
Date received (to be completed by the recipient)
Signature and name for receiving (to be completed by the recipient i.e.
Document Control)

Item coding reference number


Item coding revision number
Item description

Revision 0 : March 2009

Chapter 11 RECORDS, DRAWINGS AND DOCUMENTATION

GUIDELINES ON DOCUMENTS, DRAWINGS & MATERIALS SAMPLES SUBMISSION


5.1.3

Contractor's Submission Sheet

5.1.3.1

The format of the Contractor's Submission Sheet shall consist of the following:
(Refer to the sample in Attachment 3)
a. The format of the Contractor's Submission Sheet shall have a title block. The title
block shall include fields (to be completed by the Contractor) for the following:

Name of Contractor's Company


Title of Document (e.g. Contractor's Submission Sheet)
Document reference number
Date of document.
Page number
Project/ Package title and Project/ Package Contract number
Attention and distribution list
Issue date

b. Other fields required to be indicated in the Submission Sheet are as follows:

c.

Date of issue (to be completed by the issuer)


Signature and name of issuer (to be completed by the issuer)
Date received (to be completed by the recipient)
Signature and name for receiving (to be completed by the recipient)

The fields for the particulars and details of the documents & drawings (to be
completed by the Contractor) are as follows:

Item coding reference number


Item coding revision number
Item description

d. The fields shall be provided and duplicated as necessary for each of the review by
the lead consultant and the coordinated review (where applicable) by other
consultants (and to be completed by the respective consultants) shall be as follows:

Date received.
Date redirect
Review Status
Consultants signature
Consultants name
Consultants company name
Remarks

e. The fields shall be provided for the acknowledgment endorsement by the Project
Team as follows.

Date received
Project Team personnel signature
Project Team personnel name
Remarks
Remarks
Date return to Contractor

Revision 0 : March 2009

11A- 8

Chapter 11 RECORDS, DRAWINGS AND DOCUMENTATION

GUIDELINES ON DOCUMENTS, DRAWINGS & MATERIALS SAMPLES SUBMISSION


5.1.4

Return of Contractor's Submittals


Where applicable, sufficient time should be allowed for the return of reviewed prints on
each submittal thus allowance of such timing must be incorporated in the works
schedule. Note that all documents & drawings will be returned bearing one of the
following status :
A - Reviewed
Allow contractor to proceed with manufacture, fabrication and/or construction subject to
comments (if any) on the document/ drawing.
No re-submittal of documents/ drawings is required.
B - Reviewed And Resubmit
Allow contractor to proceed with manufacturer, fabrication and/or construction provided
that the work is performed in accordance with the comments made on the documents/
drawings.
Re-submittal of corrected documents/ drawings are required within ten (10) working
days in accordance with the comments contained in the documents/ drawings.
C - Rejected
Indicates contractor shall not proceed with the manufacture, fabrication and/or
construction.
A full re-submittal of documents/ drawings is required within ten (10) working days in
accordance to the comments contained in the documents/ drawings.
Note: The time shall be as indicated as ten (10) working days or as stipulated in the
Contract Document or as instructed by the Project Team.

5.1.5

Drawing Title Block


All drawings submission must adopt the standard Drawing Title as per the attached
sample with all respective fields to be duly completed. (See Attachment 4)

5.1.6

Drawing Standard Size


All drawings must be submitted only in either A0 or A1 size as instructed by the Project
Team

5.1.7

Drawing Cross Referencing


Drawing components which cross-refers e.g. detailed sections etc, shall be identified and
referred to on both drawings.

5.1.8

Drawings Reporting Requirement


Drawings status report shall be prepared by the Consultant/Contractor (where applicable)
for submission to the Project Team as indicated below:
a. Current Design Drawing Register showing the list of the most current version of
design drawing and its approval status
- once every two weeks and monthly.
b. Current Tender Drawing Register showing the list of the most current version of
Tender drawing
- once every addendum and final addendum.

11A- 9

Revision 0 : March 2009

Chapter 11 RECORDS, DRAWINGS AND DOCUMENTATION

GUIDELINES ON DOCUMENTS, DRAWINGS & MATERIALS SAMPLES SUBMISSION


c.

Current Drawing for Construction showing the list of most current version of the
drawing.
- once every two weeks and monthly

d. Current Manufacturer's Drawing Register showing the list of the most current version
of manufacturer's drawing and its approval status
- once every two weeks and monthly.
e. Current Shop Drawing Register showing the list of the most current version of shop
drawing and its approval status
- once every two weeks and monthly.
f.

Current Combined Services /Loaded Drawing Register showing the list of the most
current version of combined services/ loaded drawings and its approval status
- once every two weeks and monthly.

g. The format of the register shall include the following title block and fields.
Name of Company
Title of Document (e.g. XXXXXXX Submission Register)
Date of document.
Page number
Project/ Package name and Project / Package Contract number
h. The fields for the details of the submissions are as follows:
Item coding reference number
Item coding revision number
Item description
Date of submission for review
Date of review (date document returned to Contractor)
Review Status
Remarks
Sample of the layout of the Documents / Drawing Submission Register is shown in
Attachment 1.
5.2

Documents

5.2.1

All document submissions for review shall be accompanied with the submission sheet.

5.2.2

Each document for submission shall consist of the following:


a. Transmittal Sheet
b. Cover page of the submitted documents shall contain the following:
Name of Company
Title of Document (e.g. Material/ Technical Data Submission)
Document reference number (according to the coding requirements)
Document Revision number
Date of document/ Issue date
Project/ Package name and Project/ Package Contract Number
Contractors document endorsement responsibilities of signature, name, date and
organization for the following (where applicable):
- Nominated sub contractor/ Supplier/ Manufacturer
- Sub Contractor
- Contractor
- Consultant
List of prerequisite and/or preceding submittal review status.

Revision 0 : March 2009

11A- 10

Chapter 11 RECORDS, DRAWINGS AND DOCUMENTATION

GUIDELINES ON DOCUMENTS, DRAWINGS & MATERIALS SAMPLES SUBMISSION


5.2.3

The particular requirement of documents to be included with the submittals are as


follows:
a. Material/ Technical Data
List of proposed material/ technical data
Details of Manufacturer/ Supplier
Complete original catalogue that have been marked with the proposed material/
equipment
Manufacturer's specifications
Copies of type test certificates (where applicable)
Copies of manufacturer's test certificates/ test records
Copies of relevant test certificates/ test reports from SIRIM or other recognized
independent third party testing bodies.
Copies of relevant manufacturer's quality test certification (where applicable)
Copies of relevant certification from Bomba (where applicable)
Copies of relevant certification from JBEG (where applicable).
List of compliances with respect to the relevant clauses of the Contract
Specifications.
b. Calculations
List of proposed calculations
Complete original catalogue that have been marked with the proposed material/
equipment performance graphs/ tables/ reference table/ etc.
Manufacturer's specifications
System/ Equipment schematics
Complete calculations (soft and hard copy)
Copies of applicable standards
List of compliances with respect to the relevant clauses of the Contract
Specifications.
c.

Construction Report / Supervision


Site Diary
Soil Investigation Report
Land Survey (digital)
Progress photographs (before, during & after)
List of proposed Method Statements
Complete Method Statements

d. Factory Acceptance Test (FAT) Method Statements/Test Procedures


List of proposed FAT Method Statements/ Test Procedures
Complete FAT Method Statements/ Test Procedures
e. Test Report/ Test Results
List of proposed Test Report/ Test Results
Copies of test reports/ test results
System/ Equipment schematics
Copies of applicable standards
List of compliances with respect to the relevant clauses of the Contract
Specifications

11A- 11

Revision 0 : March 2009

Chapter 11 RECORDS, DRAWINGS AND DOCUMENTATION

GUIDELINES ON DOCUMENTS, DRAWINGS & MATERIALS SAMPLES SUBMISSION


6. Operation and Maintenance (O & M) Manuals
List of proposed O & M Manuals
The O & M Manual shall be prepared following the guidelines below:
The Contractor is required to submit the O&M manual in detail to cover the specific
system installation in the building in accordance to the Contract requirements and
addressing, but shall not be limited to the following Sections and Sub-Sections:
SECTION

DESCRIPTION

1.0

GENERAL

SUB-SECTIONS
-

Introduction
Services Identification
List of Abbreviations
Schedule
Directory of Suppliers (includes address,
telephone number, fax number, email
and person in charge.
- Warranty and Guarantee (list all major
equipment with warranty beginning and
expiry dates)
2.0

DESCRIPTIONS OF SYSTEMS
(Contractor to submit description of the systems specific to the
project and the technical details.)
A. HVAC
High Vent
Air Conditioning

General
Air System
Water Cooling Systems
DX Systems
Kitchen Extract Systems
Computer Room Systems

B. PLUMBING

Domestic Water Systems


Drainage Systems
Rainwater Systems
Interceptor Systems
Storage Facilities
Fuel Oil Systems

C. FIRE PROTECTION - Sprinkler Systems


SYSTEMS
- Pre-Action Systems
- Wet Riser Systems
- Pressurization Systems and Smoke Control
- Hose reel Systems
- Standby Power
- Storage Tanks
D. ELECTRICAL
SYSTEMS

Revision 0 : March 2009

High Voltage Systems


Low Voltage Systems
Emergency and Essential Power System
Emergency Lighting
Lightning Protection
Earthing
Lighting Systems
11A- 12

Chapter 11 RECORDS, DRAWINGS AND DOCUMENTATION

GUIDELINES ON DOCUMENTS, DRAWINGS & MATERIALS SAMPLES SUBMISSION


6. O & M Manuals (cont'd)
SECTION

DESCRIPTION

SUB-SECTIONS

E. MISCELLANEOUS SYSTEMS
- Fire Alarm System
- Security System
- Structured Cabling System
- Central Vacuum System

11A- 13

3.0

BUILDING CONTROL SYSTEM (BCS)


- Overview
- Cause/Effect
- Operating Mode
- Fire Mode
- Point Charts

4.0

OPERATING PROCEDURES
(for each system and sub components. Contractor is to include that
system operation instruction under BCS, auto and manual mode.
Contractor is also required to include the recommended service and
maintenance schedule (frequency of maintenance) and components
to be serviced and replaced. A sample log sheet shall be included).
- General description
- System description
- System Operation Procedures
- Initial Set-Up
- Routine Inspection Charts
- Equipment Start-Up/ Shut Down
Procedures (Contractor to include the
operational settings )
- Filling-Up
- Draining Down
- Lubrication Charts
- Filtration Charts
- Preventative Maintenance
- Lead/Lag Arrangements
- Fault Finding
- Special Tools

5.0

EMERGENCY PROCEDURES
- General
- Health and Safety
- Failure of Electrical Supply
- Failure of Gas Supply
- Refrigerant Leaks
- Water Leaks
- Fuel Oil Leaks
- Fire Situations on MEP Systems
- First Aid Procedures

Revision 0 : March 2009

Chapter 11 RECORDS, DRAWINGS AND DOCUMENTATION

GUIDELINES ON DOCUMENTS, DRAWINGS & MATERIALS SAMPLES SUBMISSION


6.

O & M Manuals (cont'd)


SECTION

DESCRIPTION

SUB-SECTIONS

6.0

MANUFACTURERS DATA
(Contractor to include the Parts List)
- Factory Test Certificates
- Certified Drawings
- Nameplate Date
- Specific/Specialised Maintenance
Recommendations
- Performance Curves
- Catalogue Cuts

7.0

SPARES
(Contractor to include the spare parts lists and price lists)
- Recommended Spare Schedules
- Spares Policy Recommendations
- Schedule of Spares Supplied at Handover
- Price Lists

8.0

TEST CERTIFICATES
(Contractor to include factory acceptance tests and site tests)
- Pressure Tests
- Environmental Tests
- Chlorination Certificates
- Chemical Cleaning
- Commissioning Checklists
- Defects Sign-Offs
- Tank Test Certificates
- Electrical Safety
- Generator Tests
- Electrical Tests

9.0

SYSTEM SCHEMATICS AND DESIGN CALCULATIONS


(All design calculations to be submitted)
- Design Calculations
- Valve Charts
- Wiring Diagram (HV)
- Wiring Diagram (LV)
- Air System Schematics
- Water System Schematics

10.

AS BUILT DRAWINGS
- Schedule of As-Built Drawings
- Certified As-Built Drawings

Revision 0 : March 2009

11A- 14

Chapter 11 RECORDS, DRAWINGS AND DOCUMENTATION

GUIDELINES ON DOCUMENTS, DRAWINGS & MATERIALS SAMPLES SUBMISSION


5.3

Drawings

5.3.1

All drawing submissions for review shall be accompanied with the Submission sheet.

5.3.2

Each drawing for submission shall consist of the following:


a.
b.

Submission Sheet
Title block of the drawing submission shall contain the following:

Name of Company
Title of Document (e.g. Manufacturer's drawings submission)
Drawing reference number (according to the coding requirements)
Drawing Revision number
Revision description table
Notes
Scale
Date of drawing/ Issue date
Project/ Package name and Project/ Package Contract number
Contractors drawing endorsement responsibilities of signature, name, date and
organization for the following (where applicable):
- Nominated sub contractor/ Supplier/ Manufacturer
- Sub Contractor
- Contractor
- Consultant

5.3.3

For the resubmission of revised or amended manufacturer's drawings, the Contractor is


required to mark or cloud the affected part of drawings that has been revised or
amended, and indicate the associated revision number into the revision triangle. The
revision description shall be updated accordingly.

5.3.5

The particular requirements for the As-Built Drawings submissions are as follows:

11A- 15

a.

Contractor shall install the work in accordance with the contract drawings,
specification and approved shop drawings within the established erection
tolerances. For the preparation of the As-Built Drawings, shop drawings are
required to be amended to reflect the 'AS-BUILT' conditions and shall be reworked
to add the actual dimensions of installation or construction.

b.

The As-Built Drawings prepared by the Contractor and shall be clearly stamped
'AS-BUILT' and indicated with the appropriate drawing coding.

c.

The Contractor shall formally notify the Project Team explicitly of all the deviations
of the construction and installation from that indicated in the shop drawings in the
form of written description and/or drawings to help define the issue.

d.

For the resubmission of revised or amended As-Built Drawings, the Contractor is


required to mark or cloud the affected part of drawings that has been revised or
amended, and indicate the associated revision number into the revision triangle.
The revision description shall be updated accordingly.

e.

The Contractor is required to prepare and submit the As-Built Drawings for review
two (2) weeks after the completion of the construction and installation works.

Revision 0 : March 2009

Chapter 11 RECORDS, DRAWINGS AND DOCUMENTATION

GUIDELINES ON DOCUMENTS, DRAWINGS & MATERIALS SAMPLES SUBMISSION


5.4

Sample

5.4.1

All Contractors transmission and submission of material samples as submission for


review must be accompanied by the Transmittal Sheet and the sample tag.

5.4.2

The sample tag shall be of A4 sized plain white paper of 70 to 80 gm with cardboard
backing and securely fasten to the sample.

5.4.3

The format of the sample tag shall consist of the following:


(Refer to the sample in Attachment 5)
a.

The sample tag shall include fields (to be completed by the Contractor) for the
following:

b.

Name of Company
Title of Document (e.g. Sample Tag)
Date of document.
Project/ Package name and Project/ Package Contract number
Client name
Project Team name
Consultant
Item/sample coding reference number
Item/sample coding revision number
Item/sample description

The fields shall be provided and duplicated as necessary for each of the review by
the lead consultant and the coordinated review by other consultants (and to be
completed by the respective consultants) shall be as follows:

Date received.
Date redirect
Review Status
Consultants signature
Consultants name
Consultants company name
Remarks

Revision 0 : March 2009

11A- 16

Chapter 11 RECORDS, DRAWINGS AND DOCUMENTATION

GUIDELINES ON DOCUMENTS, DRAWINGS & MATERIALS SAMPLES SUBMISSION


6.

REVIEW AND APPROVAL OF DOCUMENTS, DRAWINGS AND MATERIALS


SAMPLES

6.1

Review and Approval Cycle


The overall review and approval cycle for documents, drawings and materials sample is
illustrated in the process flowchart in the Attachment 6.

6.2

Review and Approval of Documents, Drawings and Materials Sample Submission

6.2.1

The Document, Drawing and Materials Sample Submission Guidelines shall be issued to
the Contractor and also distributed to the related Consultants.

6.2.2

The Contractor to prepare the documents/ drawings and materials sample tags for
submission and review based upon the requirements indicated in the Document, Drawing
& Materials Samples Submission Guidelines.

6.2.3

The Contractor shall submit the required number of copies of the completed documents,
drawings, material samples to the Project Team Document Control for the distribution for
review and approval. The review and approval shall only be carried out if the preceding
activity and/or prerequisite submission have been reviewed and approved.

6.2.4

Should the documents, drawings and materials samples be rejected then the Contractor
is required to correct and revise the documents in accordance to the review comments
and resubmit for review.

6.3

Storage and Display

6.3.1

All approved documents, drawings and materials samples shall be labeled, stored and
displayed in the Contractor's Site Office and to be accessible for reference at all times.

11A- 17

Revision 0 : March 2009

Chapter 11 RECORDS, DRAWINGS AND DOCUMENTATION

GUIDELINES ON DOCUMENTS, DRAWINGS & MATERIALS SAMPLES SUBMISSION


ATTACHMENT
Attachment 1A -

Sample Document/ Drawing Submission Monitoring Register

Attachment 1B -

Sample Current Document/ Drawing Submission Register

Attachment 2 -

Sample Consultant Submission Sheet

Attachment 3 -

Sample Contractor Submission Sheet

Attachment 4 -

Sample Drawing Title Block

Attachment 5 -

Sample Tag For Material Samples

Attachment 6 -

Documents/ Drawings/ Materials Samples Review And Approval Cycle

Revision 0 : March 2009

11A- 18

Chapter 11 RECORDS, DRAWINGS AND DOCUMENTATION

APPENDIX 11B GUIDELINES DOCUMENTS, DRAWINGS & MATERIAL SAMPLES


SUBMISSION
CURRENT DOCUMENTS / DRAWINGS SUBMISSION REGISTER - ATTACHMENT 1A
Name of Consultant / Contractors Company

Document Reference No.

Title of Document (eg. Document / Drawing Submission


Register)

Date of Document:

Title of Project and Contract Package No.

Page No.

Trade / Discipline:

No.

Item Coding
Reference No.

11A- 19

Document
Type:
Rev
No.

Item Description

Current Submission:
Date of
Submit

Date of
Return

Status

Remarks

Revision 0 : March 2009

Chapter 11 RECORDS, DRAWINGS AND DOCUMENTATION

DOCUMENTS / DRAWINGS SUBMISSION MONITORING REGISTER - ATTACHMENT 1B


Name of Consultant / Contractors Company

Document Reference No.

Title of Document (eg. Document / Drawing Submission


Register)

Date of Document:

Title of Project and Contract Package No.

Page No.

Trade / Discipline:

No.

Item Coding
Reference No.

Document
Type:

Rev
No.

Item Description

Previous Submission
(Add more columns if
there are previous
submission)

Current
Submission:

Date of
Submit

Date of Date of
Submit Return Status

Date of
Return

Status

Remarks:

Revision 0 : March 2009

11A- 20

Chapter 11 RECORDS, DRAWINGS AND DOCUMENTATION

SAMPLE CONSULTANT SUBMISSION SHEET ATTACHMENT 2


Consultant Company Logo

Consultants Company Name

To:

Reference No.

Attention:

Date:

Document / Drawings Issue Submission


Project Title:
No.

Document / Drawing Tile

Document / Drawing No.

Revision

Size

Qty.

The above are transmitted for:


Approval / Review

Requested

Construction

Your comments

Information

Your action

Issued By:

Acknowledge Receipt By:

Company

Company

Name:

Name:

Signature:

Signature:

Date:

Date:

11A- 21

Revision 0 : March 2009

Chapter 11 RECORDS, DRAWINGS AND DOCUMENTATION

SAMPLE CONTRACTOR SUBMISSION SHEET ATTACHMENT 3


Name of Contractors Company
Title of Document (eg. Transmittal Sheet)
Title of Project and Contract Package No.
Doc
Ref No.

Date
Prepared:

Contractors Distribution
Attention
to:
DID

Date of
Doc

No.

Date Issued:

Item Coding No.

Comments:

Rev
No.

Attention to:
Consultant (Co.

Date
Receive:

Copy
to:
Project
Team
Date
Receive:

Date Receive:

Date
Receive:

Date
Receive:

Sign

Sign

Sign

Sign

Sign

Name:

Name:

Name:

Name:

Name:

Date transmit to
Secondary
Consultant:

Date transmit to
Secondary
Consultant:

Date transmit
to Secondary
Consultant:

Overall status
(to be marked
by Project
Team)

Status

Status

Status

Status

Description

Name)

Remarks

Remarks

Remarks

Remarks

Consultant (Co.
Name)

Project Team

DID

Project Team
Issue to
Contractor

Date receive from


last secondary
consultant:

Date receive

Date receive

Date receive

Sign:

Sign:

Sign:

Name:

Name:

Name:

Date transmit to
Project Team:

Revision 0 : March 2009

Secondary Consultants
Distribution and Review
Secondary
Secondary
Consultant
Consultant
(Co. Name)
(Co. Name)

11A- 22

Chapter 11 RECORDS, DRAWINGS AND DOCUMENTATION

Sample Drawing Title Block of Consultants Drawings Attachment 4


Ministry of Natural Resources and Environment Malaysia

Project Team

Project Title:

Drawing Title:
Notes:
The drawing is copyright. Contractors must check dimensions on site. Only
figured dimensions are to be used. Discrepancies must be reported
immediately to the architect before proceeding.
For DID

For Ministry of Natural Resources and Environment Malaysia

For Consultant
Design by
Drawn by
Checked by

Date

Signature and endorsement stamp of Principal Architect/Consulting


Engineer
Drawing No:

Amendments
Revision No.

11A- 23

Date

Remarks

Status

Revision 0 : March 2009

Chapter 11 RECORDS, DRAWINGS AND DOCUMENTATION

MATERIAL SAMPLES TAG ATTACHMENT 5


Name of Contractors Company

Document Reference No.

Title of Document (eg. Sample Tag)

Date of Document

Title of Project and Contract Package No.

Date:

No.

Item Coding No.

Revision

Description

Contractors Distribution
Copy to Project Team

Attention to: Lead Consultant


(Co. name)

Date received:

Date received:

Sign:

Sign:

Name:

Name:

Revision 0 : March 2009

Status:

Comments:

11A- 24

Chapter 11 RECORDS, DRAWINGS AND DOCUMENTATION

Secondary Consultants Distribution and Review


Secondary Consultant
Secondary Consultant
(Co. name)
(Co. name)

Secondary Consultant
(Co. name)

Date transmit to
secondary consultant:

Date received:

Date received:

Date received:

Sign and Name:

Sign:

Sign:

Sign:

Date receive from last


secondary consultant:

Name:

Name:

Name:

Sign and Name:

Status:

Status:

Status:

Date transmit to
Project Team:

Comments:

Comments:

Comments:

Project Team

DID

Overall Status:

Project Team Issue to


Contractor

Date received:

Date received:

Comments:

Date issue:

Sign:

Sign:

Sign:

Sign:

Name:

Name:

Name:

Name:

Lead Consultant
(Co. name)

Sign and Name:

11A- 25

Revision 0 : March 2009

Chapter 11 RECORDS, DRAWINGS AND DOCUMENTATION

DOCUMENTS / DRAWINGS / MATERIALS SAMPLE REVIEW AND APPROVAL CYCLE


ATTACHMENT 6

Process Flowchart

Issue of Guidelines

Contractor prepare
Documents

Description

Action By

The Document & Drawing


Submission Guidelines to be
issued to the Contractor

Project Team

The Contractor prepares the


documents & drawings based
on the Document & Drawings
Submission Guidelines

Contractor

Contractors submission of the


Completed documents/
Drawings/ samples

Contractor

Project Team / Consultants


check and review of the
submission

Project Team/
Consultants

Contractor proceed to
implementation

Contractor

`
Contractor submission

Project Team/Consultants
Check and review of submission

NO

Approve

YES
Approval

Revision 0 : March 2009

11A- 26

DID MANUAL
Volume 11
Construction Management

Chapter 11
Records, Drawings and
Documentation
APPENDIX 11C

Samples Status and Verification


Notes

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 11 RECORDS, DRAWINGS AND DOCUMENTATION

APPENDIX 11C SAMPLES STATUS AND VERIFICATION NOTES


EXAMPLES OF STATUS NOTES SHOWN/ STAMPED ON DOCUMENTS, DRAWINGS OR MATERIAL
SAMPLES TAG
DRAFT

indicates document for review before firming up

PRELIMINARY

indicates initial drawings or documents

FOR INFORMATION ONLY

documents/ drawings issued for information only

AS-BUILT

drawings from Contractor received towards end of job


showing as-built conditions

SUPERSEDED

drawings that have newer revisions

REVIEWED

drawings/material samples that have been reviewed


and allowed for incorporation in the works

REVIEWED AND RESUBMIT

drawings/material samples that require resubmission


for correction before approval granted

REJECTED

drawings/ material samples rejected and need total


rework or new substitute

FOR CONSTRUCTION

drawings or sketch issued for construction

FOR TENDER

document/ drawings issued for tender purposes

Revision 0 : March 2009

11A- 27

DID MANUAL VOLUME 11


CONSTRUCTION MANAGEMENT
PART II : CONSTRUCTION STAGE

CHAPTER 12

TESTING AND COMMISSIONING/


FINAL INSPECTION

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

Table of Contents
Table of Contents .................................................................................................................. 12-i
12.1

INTRODUCTION ....................................................................................................... 12-1

12.2

SCOPE .................................................................................................................. 12-1

12.3

PROCEDURE ............................................................................................................. 12-1


12.3.1 General ........................................................................................................ 12-1
12.3.2 Kick-off/Startup Meeting for Testing and Commissioning (T&C) ....................... 12-1
12.3.3 Contractor's Submittals ................................................................................. 12-1
12.3.4 T&C Organization Proposal ............................................................................ 12-2
12.3.5 T&C Manual ................................................................................................. 12-3
12.3.6 T&C Programme and Event Schedule ............................................................. 12-4
12.3.7 Testing and Inspection .................................................................................. 12-5
12.3.8 Code Authority Testing ................................................................................. 12-5
12.3.9 Commissioning/Start-Up/Test/Adjust/Balancing .............................................. 12-6
12.3.10 Test Equipment ............................................................................................ 12-6
12.3.11 Snagging/ Defects List System ...................................................................... 12-6

Appendix12A

Sample of Kick-Off/Startup Meeting Agenda for Testing and......12A- 1


Commissioning

Appendix 12B

Sample List of Main Activities for Testing & Commissioning.....12A- 3


Programme and Event Schedule

Appendix 12C

Guideline on Electrical Installation........12A- 7

Appendix 12D

Guideline on Generator Set Test .....12A- 22

Appendix 12E

Sample List of Test Equipment ..12A- 26

Revision 0 : March 2009

12-i

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

(This page is deliberately left blank)

12-ii

Revision 0 : March 2009

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

12 TESTING AND COMMISSIONING / FINAL INSPECTION


12.1

INTRODUCTION
This section of Construction Management provides the general procedure and elements
of control in the administration and implementation of testing and commissioning (T&C)
activities by the Contractor, Consultant and Project Team.
Successful operation of a completed facility involves a staged sequence of pre-testing,
testing, witnessing, training and information delivery and presented to the Project Team
by the Contractor. The end result is a completed facility with the Project Team being
confident of the proper installation of operating systems, meeting the full intent of the
contract drawings and specifications; such systems successfully operated and
demonstrated; and operating personnel fully trained with detailed as-built drawings and
operation and maintenance manuals on hand allowing confidence in the ability to operate
and maintain the facility.
Refer also to Chapter 17 and 18 of Volume 10 for the procedure on contract
administration for Pre-Completion Inspection and Defects Management respectively.

12.2

SCOPE
The Procedure applies to all projects undertaken by DID. It covers both the conventional
and design and build type of contracting. Where there is exception or departure from the
conventional contracting, specific mention is made in the Procedure in reference to
design and build practice.
Any specific requirements of a particular project are addressed in the project quality plan
or Construction contract.

12.3

PROCEDURE

12.3.1

General
For a successful testing and commissioning, the Contractor is required to thoroughly
plan, organize, schedule and implement the T&C activities.

12.3.2

Kick-off/Startup Meeting for Testing and Commissioning (T&C)


Upon achieving the prerequisite as stated in the construction contract, and/or substantial
completion of the installation of the equipments, Project Team will arrange for kickoff/start-up meeting with the Consultants and the Contractor for the T&C.
Refer to Appendix 12A for a sample of the Kick-off/Startup Meeting agenda for the T&C.

12.3.3

Contractor's Submittals
Contractor's submittals are subjected to the Consultant's review and approval cycle as
spelled out in the Documents, Drawings and Material Samples Submission Guideline. The
Contractor's submittals for T&C are as follows:

T&C Organization Proposal

T&C Programme and Event Schedule

T&C Manual

Revision 0 : March 2009

12-1

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

For Design and Build type contract, some of these deliverables may require review and
endorsement from the Contractor's Consultant prior to submission to Project Team.
Specific requirements are as per the respective construction contract.
Refer to CHAPTER 11 - RECORDS, DRAWINGS AND DOCUMENTATION for Documents,
Drawings and Material Samples Submission Guideline.
12.3.4

T&C Organization Proposal


The T&C organization proposal should include proposals of appointments from relevant
parties as follows:
a. The Main Contractor for the appointment of the Commissioning Representative and
Commissioning Specialists (if any).
b. The Consultant for the confirmation of the Consultant's supervision team.
c.

The Project Team for the appointment of DID's representatives.

Descriptions of the appointment for the T&C works are as follows:


Main Contractor Commissioning Representative
a. The Main Contractor Commissioning Representative is responsible
management, planning, coordination and implementation of the T&C.

for

the

b. Commissioning Specialist (if any)


The Contractor may elect to out-source the commissioning to a specialist
commissioning company. The use of a Commissioning Specialist by the contractor
does not relieve him of his obligation to name one of his own employees as the
person responsible for progressing commissioning.
If the contractor elects to hire a specialist company, the details of such company
must be reported to the Project Team for the review by the Consultants and the
subsequent approval of the Project Team, prior to such company starting work.
Details to be submitted include the following:
i.Brief introduction of the company and background.
ii.Company profile should include general information i.e. registered address, whether
public or private company or partnership, the Articles and Memorandum of
Association and Forms 9, 24, and 49, authorised paid-up capital, main activities,
and years established.
iii.Curriculum Vitae (CV) of the companys Directors, Partners, Principals and
Associates, with a complete list of current employees and a clear definition of the
professional and non-professional staffs.
iv.Company's registration with authorities, such as Ministry of Finance, PKK or CIDB.
v.Company's track record and list of projects completed with extent of work
involvement.
vi.Project organization chart and CV of the key personnel involved in this project (if
appointed).
vii.Proposed manpower loading at each phase of the T&C.
viii. Proposed Work Methodology for execution of the testing and commissioning
works.
12-2

Revision 0 : March 2009

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

c.

DID's Commissioning Representative


The Project Team should recommend a suitable member of the Project Team as
DIDs representative, who monitors and tracks the T&C works with the Contractors
Commissioning Representative. He is involved in and informed of all coordination
T&C meetings arranged by the Contractor.

12.3.5

T&C Manual
The Contractor is required to submit the T&C Manual in accordance to T&C Schedule to
the Project Team for review and approval. This T&C Manual may be described as the
Commissioning Manual or the Test and Commissioning Manual or the Testing and
Commissioning Manual or as otherwise indicated in the respective construction contract.
The T&C Manual is intended to provide a common framework of standards and the DID's
expectations across the project. It is not a substitute for the individual project
specification requirements. It is, however, a minimum standard that all Contractors must
recognize as complementing the construction contract specifications, providing a
framework for facility completion and DID's acceptance.
This T&C Manual, with its suggested minimum requirements and hand over procedures,
is required of each Contractor but not limited to the following:
a. Document submission requirements:
i.

Transmittal Sheet

ii. Cover page of the submitted documents contains the following:


Name of Company

Title of Document (eg. Material/ Technical Data Submission)

Document reference no. (according to the coding requirements)

Document Revision no.

Date of document/ Issue date.

Project/ Package name and Project/ Package Contract No.

Contractors document endorsement responsibilities of signature, name, date


and organization for the following (where applicable):

b.

Nominated sub contractor/ Supplier/ Manufacturer


Sub Contractor
Contractor
Consultant

T&C Manual to contain the following:


i.

Brief description of the equipment/ systems/ sub systems

ii.

Latest drawings and schematics of the equipment/ systems/ sub systems

iii. Detailed test and inspection procedures for each equipment/ system/sub systems
including relevant test method statements
iv. Acceptance criteria complete with design calculations
v.

Design set-points and settings for equipment/ system/ sub systems

vi. Inspection and Test Plan for T&C


vii. Test forms/ records/ certificates/ checklists
viii. Power turn-on procedures for each equipment/ system/ sub systems
ix. List of tools
x.

List of test equipments and valid calibration certificates

Revision 0 : March 2009

12-3

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

xi. T&C personnel organization chart with associated responsibilities, personnel CVs,
Specialist Company details, accreditations.
xii. T&C specification compliance list
Emergency shutdown procedures.
12.3.6

T&C Programme and Event Schedule


The Contractor's Commissioning Representative prepares a detailed and comprehensive
T&C programme and event schedule (T&C schedule). The T&C schedule is submitted not
later than twelve months prior to the main contract completion date or as otherwise
stated in the respective construction contract. The submitted T&C schedule shall be
subjected to the review and acceptance by the Consultants and the Project Team and
assessed against the approved construction programme.
The T&C schedule is based on the input of the Contractors and various trade-contractors
own detailed programmes and schedule. The overall T&C schedule includes (for each
trade) the main activity items and durations identified within the major components of:
a.

Pre-commissioning/ installation testing as required by specification and by the code


authority

b.

Final snagging/defect clearance

c.

Inspection/ T&C (system operation, test and adjust)

d.

Documentation Submittal/ Test Records and O&M Manuals/As-Built Drawings

e.

Training

f.

Hand over and Project Teams acceptance

In addition to the T&C Programme and Event Schedule, the Contractor's Commissioning
Representative identifies critical path network items by other trades which could
impact/delay progress. Such impact/delay is highlighted on the event schedule with the
schedule revised as necessary to maintain progress.
Progress measured against this schedule is monitored by the Contractor's Commissioning
Representative and reported monthly to the Project Team.
The Contractor is expected to arrange, organize and implement regular Contractor's T&C
team meetings. Minutes of the meetings are recorded with action items and responsibility
clearly identified. Weekly meetings are recommended for the final three months of
construction for each facility. Meeting minutes (and progress against the event schedule)
are reported to the Project Team.
The Contractor is responsible for and shall maintain the Snagging/Defects List system
from contract initiation to finish.
The main activity items required to be included for each facility commissioning/ handover
programme are to be project specific in accordance to the construction contract and
prepared by the Contractor, and reviewed and accepted by the Consultant. Although not
specifically listed, such programmes are required for site work utilities and area
development work packages.
Refer to Appendix 12B for Sample List of Main Activities for T&C Programme and Event
Schedule.
12-4

Revision 0 : March 2009

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

12.3.7

Testing and Inspection


The general guidelines for the administration of activity process for testing/ inspection of
equipments/system for T&C are as follows:

12.3.8

a.

Specific testing during construction period to be in accordance to the Inspection


and Test Plan (ITP).

b.

The Contractor/ trade contractor is to carry out the preparation and pre-testing
activities prior to T&C.

c.

The Contractors Commissioning Representative to confirm schedule, notify


Consultant(s) and the Project Team.
The Contractor's Commissioning
Representative ensures that all notification are issued through the Request for
Inspection forms and complete with required attachments of test forms,
design/work drawings, design calculations, shop drawings and testing method
statements.

d.

The Client's Commissioning Representative shall witness the testing where possible
to ensure the Consultant's presence and acceptance of testing carried out. Such
testing includes factory acceptance tests conducted overseas.

e.

Contractor's Commissioning Representative ensures the testing is carried out in


accordance with the test method statements and compliance to the construction
contract specifications.

f.

The Contractor's Commissioning Representative shall ensure that all test records
and test certificates are completed with the following:

Measured values of tests,

Acceptance criteria obtained from design calculations and construction contract


specifications,

Status of pass or fail for each of the test and inspections,

Observed defects for rectification, and,

Duly signed by all relevant parties.

g.

The Contractors Commissioning Representative is to log and maintain complete


and signed test certificates and records. One copy each of these test records and
certificates is included by the Contractor/ trade contractor into the O&M Manual.

h.

Sample test forms and certificates are as attached in Appendix 12C: Electrical
Installation Test Form, Inspection Schedule and Test Report and Appendix 12D:
Generator Set Test Results

Code Authority Testing


The general guidelines for the administration of activity process for code authority
testing/ inspection of equipments/system for T&C are as follows:
a.

The Code Authority Testing may commence during construction or/and after
commissioning to prove performance to code requirements.

b.

For finished system, prior to scheduling the Code Authority Testing, the Contractor
confirms in writing the completion of the installation works, the pre-testing, and
preparation for T&C to the Consultant.

Revision 0 : March 2009

12-5

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

12.3.9

c.

The Contractors Commissioning Representative obtains the Consultant's review


and acceptance, as well as the Project Teams approval for the test/performance
demonstration to proceed, before confirming the schedule and notifying all parties
including the Code Authority.

d.

The Contractors Commissioning Representative, Consultant and the Project Team


attend the Code Authority Tests with the Code Official. The Contractors
Commissioning Representative provides and secures the Code Authority signature
on required documents.

Commissioning/Start-Up/Test/Adjust/Balancing
The Contractor verifies system is complete, disengaged and ready for test and balance.
The Contractor submits to the Project Team detailed proposals for test and balance
procedures inclusive of design settings four weeks prior to scheduling such tests.
The Project Team or his appointed delegates will witness as required to ensure that the
Contractor is executing the Works to their satisfaction.
The Contractor's Commissioning Representative logs and maintains signed test and
balance data and sends one copy to the Consultant for certification; thereafter one copy
to the Project Team for approval. This is included in the O&M Manual.

12.3.10 Test Equipment


All field test instruments to be used on the works need to comply with the following:a.

Complete with calibration certificate not more than 6 months old and issued by a
recognized independent testing authority.

b.

Copies of calibration certificates together with instrument serial numbers to be


submitted to the Consultant prior to their use on site.

c.

Be free from damage, or if damaged during use, are re-calibrated.

d.

Are complete with all manufacturers instructions. Instructions are followed at all
times by the personnel conducting the test/balance procedure.

e.

Contractor provides detailed inventories of all equipment held at site (prior to use)
Such inventory lists are forwarded to the Project Team/ Consultant for approval
prior to use.

Refer to Appendix 12E for the sample list of test equipment required for T&C.
12.3.11 Snagging/ Defects List System
The Consultant maintains for the Project team the snagging or the Defects List System
from contract initiation to completion. The Defects List is finalized upon issuance of the
Certificate of Practical Completion (CPC).
Additionally each defects report, regardless of origin is copied to the Project Team, who
in turn periodically checks that the Consultant properly documents all defects and
subsequently rectified by the Contractor.

12-6

Revision 0 : March 2009

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

The defects list system may also be used to define outstanding/incomplete work. Thus
the defects list register may become the single document allowing the Project Team to
monitor progress towards completion. Otherwise, it is a practice that the
outstanding/incomplete works (if any) are to be prepared in another register referred as
the List of Outstanding/Incomplete works.
For monitoring and tracking purposes, a continuous log allows the Project Team a
rational basis to judge both the progress of the work and payment for same.
A summary of the guidelines of the Defects List System as applied for the T&C with
respect to the Contractor, Consultant and the Project Team is listed as follows:
a.

Contractor
The Contractors Commissioning Representative maintains the overall Contractor's
defects control log. All input to the Contractor's defects control log system is
coordinated through him.
The Contractor's Commissioning Representative reports on a regular basis to the
Project Team through the T&C meetings.
No defect logs are cleared from the defects control log until the defects are properly
rectified through the agreed corrective action, then satisfactorily inspected, re-tested
and accepted by the Consultant, then endorsed by the Project Team.
For purposes of monitoring and tracking, two defects control logs may be
maintained. The main log showing all defects is maintained in a complete from and
the second log only lists un-cleared defects.

b. Consultant(s)
The Consultant maintains a Defects List register in accordance to his discipline/trade.
Inputs of defects from all parties, either through the routine inspections of the
completed installation and/or the schedule inspections and testing, and/or the T&C
are recorded into the Defects List register. The Consultant shall report all defects in
writing to the Contractor through the Project Team.
The Consultant reviews the corrective action/ remedial works proposals by the
Contractor for acceptance, attends the inspection and testing of the rectification/
remedial works and assesses for acceptance or rejection.
c.

Project Team/DIDs Representative


The Project Team shall randomly check that the Consultant's maintained Defect's List
and Contractors maintained Defect Control Log, are in concurrence to ensure that all
initiated reports are logged and properly rectified and maintained.
The Project Team shall be involved in the defect clearance procedures with the
Contractor and the Consultant. The Project Team shall not endorse that a defect has
been cleared until he has personally viewed the satisfactory rectification/remedial
works.

Revision 0 : March 2009

12-7

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

(This page is deliberately left blank)

12-8

Revision 0 : March 2009

DID MANUAL
Volume 11
Construction Management

Chapter 12
Testing and commissioning /
Final Inspection
APPENDIX 12A

Sample of Kick-Off /
Startup Meeting Agenda for
Testing & Commissioning (T&C)

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

APPENDIX 12A SAMPLE OF KICK-OFF/STARTUP MEETING AGENDA FOR TESTING


& COMMISSIONING
(PROJECT NAME)
(PROJECT NO.)
KICK-OFF/STARTUP MEETING FOR TESTING & COMMISSIONING
(DATE)
(VENUE)
Project Team
Consultant/s

:
:

Contractor

AGENDA
1.

Introduction of Respective Members

2.

Submittal Status
a. Concept design proposal (for Design and Build type contracts only)
b. Concept design schematic (for Design and Build type contracts only)
c.

Design calculations (for Design and Build type contracts only)

d. Design drawings (for Design and Build type contracts only)


e. Material/ Technical data
f.

Material Samples

g. Shop drawings
h. Combined services drawings
i.

Work Method Statements (WMS)

j.

Inspection and Test Plan (ITP)

Factory Acceptance Test (FAT) results include overseas test (if applicable)
Installation inspection records

3.

Progress and schedule of installation - Status of outstanding installation works.

4.

Status of non-conformance report

5.

Line of Communication & Correspondence


a. Reference used on correspondence and drawings
b.

Limit of Authority of designated personnel

c.

Named personnel for contract communication

d.

Organization for T&C


Contractor
Specialist Contractor
Consultant
Project Team

Revision 0 : March 2009

12A -1

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

6.

Contractor's preparation and deliverables for T&C


a. Organization for T&C
b. T&C Manual
c.

T&C Programme and Event Schedule

d. Defects List
e. As-Built Drawings
f.

O&M Manual

g. Training
h. Spare Parts and Lists
7.

Document & Drawing Submission and Approval


a.

Reference used on drawings and documents submission

b. Approval cycles and copies required


c.

Approval procedures for Contractor's drawings (for Design and Build type of
Contract)

d. Approval procedures for Contractor's material samples to be used in construction.


(for Design and Build type of Contract)
8.

Request for Work Inspections and Inspection/Test Forms (to refer to ITP Guideline)

9.

Reports
a.

Weekly Report

b. Monthly Report
10.

11.

Project Controls
a.

Contractor's/ Trade Contractor's T&C Meeting

b.

Project Team/ Contractor T&C Meeting

Local Authorities Regulation


Various Contractor's submissions for Authority approval e.g. Building Plans, Bomba's
approval, Certificate of Fitness for Occupancy (CF)/Certificate of Completion and
Compliance (CCC) or other such provisions addressed in construction contract. (For
Design and Build type of Contract).

12A- 2

Revision 0 : March 2009

DID MANUAL
Volume 11
Construction Management

Chapter 12
Testing and commissioning /
Final Inspection
APPENDIX 12B

Sample List of Main Activities for


T&C Programme and
Event Schedule

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

APPENDIX 12B SAMPLE LIST OF MAIN ACTIVITIES FOR T&C PROGRAMME AND
EVENT SCHEDULE
1. The following list is indicative of main activity items required to be included for each facility
commissioning/ handover programme. Although not specifically listed, such programmes are
required for site work utilities and area development work packages.
The following list is an example and is NOT EXHAUSTIVE. It is intended to highlight some of
the main items required to be included in the commissioning/handover programme. The list
should be expanded by the Contractor to cover the specific detailed needs of individual
buildings/ projects and their associated systems.
a. General Activities
i.

T&C Manual submission

ii. T&C Programme and event schedule


iii. T&C Activities according to system, sub system and equipment (Contractor to
breakdown the activities)
iv. The Project Team witnessing/ demonstration (by system and sub system)
v. Statutory inspection and tests
vi. Power on dates (by system and sub system)
vii. As-Built Drawings submission
viii. O&M Manual submission
ix. The Project Team operating training schedule (by system and sub system)
x. Insurance certification
b.

Mechanical Services
Main Activity

Sub-Activity

Chilled/

- Fill and Pressure Test Condenser (by sections)

Water System

- Initial Flushing
- Re-fill and Chemically Clean
- Drain, flush, re-fill and water treatment dosing
- Pre-Commission Pumps
- Commission Pumps
- Commission Pressurization System
- Commission Cooling Towers/Chillers
- Check Controls Interface
- Water Balance Systems

Air Systems

- Pre-Commission Equipment
- Commission DX Units
- Commission AHUs
- Commission Toilet Fans
- Commission Pressurization Fans
- Commission Ventilation Systems
- Commission Smoke Exhaust/ Make-up Systems

Revision 0 : March 2009

12A- 3

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

Mechanical Services (cont'd)


Main Activity
Air Systems
-

Sub-Activity
- Commission Kitchen Exhaust Systems
- Commission Switchgear Room/Transformer Vent Systems
- Commission Automatic Dampers
- Check Controls Interface
- Air Balance Systems

Fire Systems

- Pre-Commission Equipment
-

Fill and Pressure Test Riser

Pipework (Wet Systems)

- Fill and Pressure Test Tanks


- Commission Pumps
- Check Fire Alarm Interface
- Flow Switch Checks
- Flow Rate Checks
- Insurance Inspections and
- Compliance Certification
c.

Electrical Services
HT switchgear

- O/C and E/F relay setup


- Insulation/continuity tests
- Pressure test
- Control and interfacing tests

HT cabling

- Insulation/continuity tests
- Pressure test

Transformer

- Pressure test

MSB & EMSB

- O/C and E/F relay setup


- Insulation/continuity tests
- Pressure test
- Control and interfacing tests

Generator Set

- Equipment
-

Pre-start test

AMF interfacing test

Battery test

Loading tests

- Cabling
- Insulation/continuity test
- Pressure/megger test
- Equipment earthing
- Earth test

12A- 4

Revision 0 : March 2009

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

Electrical Services (cont'd)


Main Activity
UPS

Busduct

Sub mains cabling

Sub-Activity
-

UPS unit equipment test

THD unit test

Cabling

Insulation/continuity tests

Megger tests

Battery

Battery load test

Equipment earthing

Earth test

Insulation/continuity tests

Megger test

Insulation/continuity tests

Megger test

Cable riser and Tap-offs -

DBs

Final circuits

MATV System

PA System

Lighting Protection
System

Revision 0 : March 2009

Insulation/continuity tests

Megger test

Insulation/continuity tests

Megger test

E/F and earth leakage test and setup

Polarity test

Insulation/continuity tests

Megger test

Riser cabling

Attenuation tests

Head-end equipment

Attenuation tests

Speaker Wiring Pt.

Insulation/Continuity tests

Speaker Unit/ equipment

Sound test

Earthing systems test

12A- 5

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

d. Power-On Activities
Main Activity
Electrical Systems

12A- 6

Sub-Activity
-

Power to Owner HV Systems

Power to LV Systems

Power to Mechanical Plant

Power to Building Control System

Power to Elevator Installation

Power to Fire Alarm System

Power to Security System

Test/Commission Busbar Systems

Test/Commission MCCs

Generator Load Testings

Emergency Systems Tests

Earthing Tests

Revision 0 : March 2009

DID MANUAL
Volume 11
Construction Management

Chapter 12
Testing and commissioning /
Final Inspection
APPENDIX 12C

Electrical Installation Completion


Certificate

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

APPENDIX 12C ELECTRICAL INSTALLATION COMPLETION CERTIFICATE


(BS 7671 : 1992) (notes 1 and 2)
Clients name/title:

DETAILS OF THE INSTALLATION


Tick boxes as appropriate
Installation Address:
Extent of installation covered by this certificate
New installation
Addition to existing
Installation
Alteration to
existing
installation

(use continuation sheet if necessary)

PARTICULARS OF THE INSTALLATION


Type of Earthing:

TN-C-S

TN-S

TT

TN-C

IT

Details of Earth Electrode:


Type Location . Method of Measurement . Resistance ...
Characteristics of the supply at the origin of the installation:
Nominal voltage . Frequency .. Hz No of Phases Maximum demand (load)
A per phase
Measured

Calculated

Other

Maximum prospective fault current (note 7)


kA
External earth fault loop impedance, Ze

Overcurrent protective device at origin:

Type: BS ..

Rating .. A

Main switch or circuit-breaker: Number of poles .. Type: BS Rating .. A


(If a residual current device, rated residual operating current . mA)
Method of protection against indirect contact:
1.

Earthed equipotential bonding and automatic disconnection of supply

2.

Other (described) ..

Main equipotential bonding conductors:

Conductor material .. csa .. mm2

COMMENTS ON EXISTING INSTALLATION, IN THE CASE OF AN ALTERATION OR ADDITION

Revision 0 : March 2009

12A- 7

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

DESIGN
I/We being the person(s) responsible (as indicated by my/our signatures below) for the design of
the electrical installation, particulars of which are described on page 1 of this form CERTIFY that
the said work for which I/we have been responsible is to the best of my/our knowledge and belief
in accordance with BS 7671 : 1992. Requirements for Electrical Installations (16th Edition IEE
Wiring Regulations), amended to .. (Note 3) except for the departures, if any, stated in
this Certificate.
Details of departures (if any) from BS 7671 : 1992 (120.02)

The extent of liability of the signatory is limited to the work described on page 1 of this form as the
subject of this Certificate.
FOR THE DESIGN OF THE INSTALLATION
Name (IN BLOCK LETTERS): Position:
Signature (Note 4): Date (Note 3): ..
For and on behalf of:
Address:
.
Postcode:

CONSTRUCTION
I/We being the person(s) responsible (as indicated by my/our signatures below) for the
construction of the electrical installation, particulars of which are described on page 1 of this form
CERTIFY that the said work for which I/we have been responsible is to the best of my/our
knowledge and belief in accordance with BS 7671 : 1992. Requirements for Electrical Installations
(16th Edition IEE Wiring Regulations), amended to .. (Note 3) except for the departures, if
any, stated in this Certificate.
Details of departures (if any) from BS 7671 : 1992 (120.02)

The extent of liability of the signatory is limited to the work described on page 1 of this form as the
subject of this Certificate.
For the CONSTRUCTION of the installation
Name (IN BLOCK LETTERS): Position:
Signature (Note 4): Date (Note 3): ..
For and on behalf of:
Address:
.
Postcode:

12A- 8

Revision 0 : March 2009

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

INSPECTION AND TESTING


I/We being the person(s) responsible (as indicated by my/our signatures below) for the inspection
and testing of the electrical installation, particulars of which are described on page 1 of this form
CERTIFY that the said work for which I/we have been responsible is to the best of my/our
knowledge and belief in accordance with BS 7671 : 1992. Requirements for Electrical Installations
(16th Edition IEE Wiring Regulations), amended to .. (Note 3) except for the departures, if
any, stated in this Certificate.
Details of departures (if any) from BS 7671 : 1992 (120.02)

The extent of liability of the signatory is limited to the work described on page 1 of this form as the
subject of this Certificate.
FOR THE CONSTRUCTION OF THE INSTALLATION
Name (IN BLOCK LETTERS): Position:
Signature (Note 4): Date (Note 3): ..
For and on behalf of:
Address:
.
Postcode:
I/We RECOMMEND that the installation be further inspected and tested after an interval of not more than
.

Revision 0 : March 2009

12A- 9

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

INSPECTION SCHEDULE (Form WR2)


Every Installation shall during erection and/or on completion and before being put into service be
inspected and tested to verify, so far as is reasonably practicable, that the requirements of the
Regulations are being met.

1.

Connection of conduction

2.

Identification of conduction

3.

Routeing of cables in safe zones or protected against mechanical damage

4.

Selection of conductors for current and voltage drop

5.

Connection of single-pole devices for protection or switching in phase conductors only

6.

Correct connection of socket-outlets and lampholders

7.

Presence of fire barriers and protection against thermal effects

8.

Method of protection against electric shock


a) protection against both direct and indirect contact
SELV
Limitation of discharge of energy
b) protection against direct contact
Insulation of live parts
Barrier of enclosure
Obstacles
Placing out of reach
PELV
c)

Protection against indirect contact

i)

Earthed equipotential bonding and automatic disconnection of supply


Presence of earthing conductors
Presence of protective conductors
Presence of main equipotential bonding conductors
Presence of supplementary equipotential bonding conductors

ii)

12A- 10

Use of Class equipment of equivalent insulation

Revision 0 : March 2009

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

iii) Non-conducting location


Abrence of protective conductors
iv) Earth-free local equipotential bonding
Presence of earth free equipotential bonding conductors
v)
9.

Electrical separation (413-06)

Prevention of mutual detrimental influence


i)

Proximity of non-electrical services and influences

ii)

Separation of Category 1 and Category 2 cables or Category 1 insulation used

iii) Separation of Category 3 cables


10. Presence of appropriate devices for isolating and switching correctly located
11. Presence of undervoltage protective devices where appropriate
12. Choice and setting of protective and monitoring devices (for protection against indirect
contact and/or overcurrent)
i) Residual current devices
ii)

Overcurrent devices

13. Labelling of protective devices, switches and terminals


14. Selection of equipment and protective measures appropriate to external influences
15. Adequacy of access to switchgear and equipment
16. Presence of danger notices and other warnings
17. Presence of diagrams instructions and necessary information
18. Erection methods
19. Requirements of special locations

Note:

Tick to indicate satisfaction with inspection


Delete if item not applicable

Inspected by
Date .

Revision 0 : March 2009

12A- 11

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

NOTES ON INSPECTIONS Form WR2


Item
1.

SELV An extra-low voltage system which is electrically separate from earth and from other
systems. The particular requirements of the Regulations must be checked (see Regulation
411-02)

2.

Method of protection against direct contact will include measurement of distances where
appropriate
Obstacles only adopted in special circumstances (see Regulation 412-04)
Placing out of reach only adopted in special circumstances (see Regulation 412-05)

3.

Use of Class II equipment infrequently adopted and only when the installation is to be
supervised (see Regulation 413-03)
Non-conducting locations not applicable in domestic premises and requiring special
precautions (see Regulation 413-04)
Earth free local equipotential bonding not applicable in domestic premises, only used in
special circumstances (see Regulation 413-05)
Electrical separation 9see Regulation 413-06)

12A- 12

Revision 0 : March 2009

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

TEST SCHEDULE - Form WR3


SCHEDULE OF ITEMS TO BE TESTED
1.

Continuity of protective conductors

2.

Continuity of ring final circuit conductors

3.

Insulation resistance between live conductors and earth

4.

Site applied insulation

5.

Protection by separation of circuits

6.

Protection against direct contact, by barrier or enclosure provided during erection

7.

Insulation of non-conducting floors and walls

8.

Polarity

9.

Earth electcode resistance

10. Earth fault loop impedance


11. Operation of residual current operated devices
12. Functional testing of assemblies
Tick items meeting test requirement. Delete tests not applicable

DEPARTURES FROM REGULATIONS (note should be made of compliance with relevant British
Standards where appropriate)

ITEM NOT TESTED

FORM OF INSPECTION No.


SCHEDULES OF TEST RESULTS Form No. .

Revision 0 : March 2009

12A- 13

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

I/We have carried out the inspection and test of the electrical installation and certify that the
inspection and tests indicate to the best of my/our knowledge and belief that the installation is in
accordance with the Regulations for Electrical Installations 16th Edition as amended on ..
except for departures listed above.
Name (in Block Letters):
Postiton:
Signature:
For and on behalf of:
Address:

12A- 14

Revision 0 : March 2009

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

INSTALLATION SCHEDULE (including Test Results) - FORM WR4


Contractor: ..

Address/Location of dis. Board

Test Date:.

Signature:.

Instruments:
1.
Type of Supply TN-S TN-C-S TT

rcd tester:

2.

Ze at Originohms

continuity:

3.

PSSC..

insulation:

kA

Others:..
Equipment vulnerable to testing:

Description of work completed


..
Test Results

R2

Phase/Phase

Phase/Neutral

Phase/Earth

Neutral/Earth

Earth Loop
Imped-Ance

RCD

Time

kA

mm2 mm2

Zt

IN

ms

11

12

13

14

15

16

17

18

19

10

Remarks

R1 + R2

CPC

Live

Type

Functional Testing

Short-Circuit
Capacity

Insulation resistance

Rating

No of Points

Circuit

Continuity

Polarity

Circuit
Conductors

Other

Overcurrent
Device

20

21

22

1
2
3
4
5
6
7
8
9
10

22

Main bonding check: Gas . Water .. Other .. Size .. mm2

23

Main Earth size mm2

24

Earth Electrode Resistance

Deviations from Wiring Regulations and special notes:

Revision 0 : March 2009

12A- 15

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

NOTES ON TEST AND INSTALLATION SCHEDULE - Form WR4


Tests shall be carried out in the sequence below and results recorded on the installation schedule
form WR4.
1.

Continuity of protective conductors


Every protective conductor including bonding conductors shall be tested to verify it is sound
and correctly connected. (See note 2)

2.

Continuity of final circuit conductors


A test shall be made to verify the continuity of each conductor including the protective
conductor of every ring circuit.
The sum of the resistance of the phase conductor and the protective conductor (R1+R2) is to
be inserted in column 11 of the installation schedule. After temperature correction this may
be used, by the addition of Ze, to determine ZS.
Where the alternative method of Regulation 413-02-12 is used for shock protection the
resistance of the circuit protective conductor R2 is measured and recorded in column 12.

3.

Insulation resistance
Electronic devices shall where necessary be disconnected from the installation so that they
are not damaged by the testing. They must be recorded on the installation schedule and test
schedule.
Where the devices have exposed conductive-parts the insulation resistance between the
exposed-conductive-parts and phase and neutral conductor connected together shall be
measured. It must comply with the appropriate British Standard or if there is no standard be
not less than 0.5 megohm.
This insulation resistance between phase/neutral, phase/earth, and neutral/earth shall be
measured and the values recorded in columns 14, 15 and 16. The minimum insulation
resistance required for the main switchboard, and each distribution circuit tested separately
with all final circuits connected, but current using equipment disconnected, is as Table 71A in
BS 7671.

4.

Site applied insulation


where insulation is applied on site it shall be capable of withstanding a test voltage
equivalent to that required by the British Standard for similar type tested equipment. The
insulated enclosure must provide a degree of protection not less than IP2X.

5.

Protection by separation of circuits


Where protection is provided by SELV see Requlations 411-02 and 471-02, where provided
by electrical separation see Regulation 413-06 and 471-12 (eg isolating transformer).

6.

Protection against direct contact by barrier or enclosure provided during erection see
Regulation 412-03

7.

Insulation of non-conducting floors and walls


See Regulations 413-04 AND 471-10.

12A- 16

Revision 0 : March 2009

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

8.

Polarity
It shall be verified that:
(a)
(b)
(c)

every fuse and single-pole control and protective device is connected in the phase
conductor only
center contact bayonet and Edison screw lampholders have outer contact connected to
the neutral conductor
wiring is correctly connected to socket-outlets and similar accessories

Compliance is to be indicated in column 21 of WR4.


9.

Earth electrodes resistance


The earth electrode resistance of TT installations must be measured, and normally rcd is
required.

10.

Polarity
Following energizing of the installation, polarity must be checked before further testing.

11.

Earth fault loop impedance Zt.


This will be measured at the furthest point on each circuit and recorded in column 17 of the
schedule. The maximum value of Zt is provided by the installation designer or may be
assumed to approximate to Zs giving by Tables 41B1, 41B2 and 41D multiplied by 0.96/1.2
(for an ambient of 10oc and cables to Table 54C). When Zs is determined by limiting circuit
length, the length shall be recorded in column 22 of Form WR4.

12.

Functional testing
The operation of rcds and rcbos shall be tested by simulating a fault condition, independent
of any test facility in the device. At rated tripping current rcds must operate within 200 ms.
Record operating current and time in column 18 and 19. Effectiveness of the test button
must be confirmed.
All switchgear and controlgear, drives, interlocks etc shall be operated to ensure they are
properly mounted, adjusted, are safe and work. Satisfactory operation is indicated by a tick
in column 20.
Prospective Fault Current. This may be measured or determined by calculation, or
ascertained by enquiry. The value is inserted in the form headed Particulars of the
Installation.

Revision 0 : March 2009

12A- 17

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

PERIODIC INSPECTION REPORT FOR AN ELECTRICAL INSTALLATION


(BS 7671 : 1992) (notes 1)
Details of the Client
Clients name:
Address:

Purpose for which this Report is required:


DETAILS OF THE INSTALLATION
Occupier:

Address:

Description of Premises:

Domestic
Other

Commercial

Industrial

Estimated age of the Electrical Installation: . years


Evidence of Alterations or Additions:

Yes

No

Not Apparent

If Yes, Estimate Age: years


Date of last inspection:

Records available

Yes

No

Records held by:


Type of Earthing:

TN-C-S

TN-S

TT

TN-C

IT

Details of Earth Electrode:


Type Location ... Method of Measurement . Resistance ...
Characteristics of the supply at the origin of the installation:
Nominal voltage V
Frequency .... Hz No of Phases .
Maximum demand (load) A per phase
Measured

Calculated

Other

Maximum prospective fault current (note 7)


kA
External earth fault loop impedance, Ze

Overcurrent protective device at origin:

Type: BS ..

Rating .. A

Main switch or circuit-breaker: Number of poles .. Type: BS Rating .. A


(If a residual current device, rated residual operating current . mA)
Method of protection against indirect contact:
1.

Earthed equipotential bonding and automatic disconnection of supply

2.

Other (described) ..

Main equipotential bonding conductors:

12A- 18

Conductor material .. csa .. mm2

Revision 0 : March 2009

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

EXTENT AND LIMITATIONS OF THE INSPECTION


Extent of Electrical Installation Covered by this Report (Note 5):
Limitations:

RECOMMENDATIONS (Note 9)
Referring to the Schedule(s) of Inspection and Test Results, and subject to the
limitations specified above

Recommendations
as detailed below

No remedial work required, or


The following items:

One of the following numbers shall be placed alongside each of the items detailed
above (Note 6).
1

requires urgent attention


3
4

requires improvements

requires further investigation

Does not comply with BS 7671: 1992 (as amended) (This does not
necessarily imply that the electrical installation is unsafe).

SUMMARY OF THE INSPECTION


Date(s) of the inspection:
General condition of the installation (Note 7):

Overall assessment:

Satisfactory/Unsatisfactory

(Note 2)
SCHEDULE OF THE INSPECTION:

See sheet(s)

attached

SCHEDULE OF TEST:

See sheet(s)

attached

SCHEDULE OF THE INSPECTION AND TEST RESULTS:

See sheet(s)

attached

Revision 0 : March 2009

12A- 19

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

NEXT INSPECTION
I/We recommend that the installation should be re-inspected after an interval of not more than
. Months/years (Note 8)

DECLARATION
To the best of our knowledge and belief I/We confirm that the details recorded above and in the
attached Schedule(s) of Inspection and Test Results and the Recommendations are an accurate
assessment, within the limits specified, of the condition of the electrical installation as above.
INSPECTED BY: ..
Signature: ..
Name (IN BLOCK LETTERS): ..
Date of signing: .
REVIEWED BY: ..
Signature: ..
Name (IN BLOCK LETTERS): ..
For and on behalf of:
Address:
.
Postcode:

12A- 20

Revision 0 : March 2009

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

NOTES ON PERIODIC INSPECTION REPORT - Form WR5


1.

This Periodic Inspection Report form shall only be used for the reporting on the condition of
an existing installation.

2.

The Report, shall include schedules of both the inspection and the test results. Additional
sheets of test results may be necessary for other than a simple installation. The page
numbers of each sheet shall be indicated, together with the total number of sheets involved.

3.

The intended purpose of the Periodic Inspection Report shall be identified, together with the
recipients details in the appropriate boxes.

4.

The maximum prospective fault current recorded should be the greater of either the shortcircuit current (between the live conductors) or the earth fault current (between phase
conductor(s) and an exposed-conductive-part).

5.

The Extent and Limitations box shall fully identify the elements of the installation that are
covered by the report and those that are not; this aspect having been agreed with the client
and other interested parties before the inspection and testing is carried out.

6.

The recommendation(s), if any, shall be categorized using the numbered coding 1-4 as
appropriate against each recommendation.

7.

The Summary of the Inspection box shall clearly identify the condition of the installation in
terms of safety.

8.

Where the periodic inspection and testing has resulted in a satisfactory overall assessment,
the time interval for the next periodic inspection and testing shall be given. The IEE
Guidance Note 3 provides guidance on the maximum interval between inspections for various
types of buildings. If the inspection and test reveals that parts of the installation require
urgent attention, it would be appropriate to state an earlier re-inspection date having due
regard to the degree of urgency and extent of the necessary remedial work.

9.

If the space available on the model form for information on recommendations is insufficient,
additional pages shall be provided as necessary.

Revision 0 : March 2009

12A- 21

DID MANUAL
Volume 11
Construction Management

Chapter 12
Testing and commissioning /
Final Inspection
APPENDIX 12D

Generator Set Test Results

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 12 TESTING AND COMMISSIONING/FINAL INSPECTION

APPENDIX 12D GENERATOR SET TEST RESULTS


Specification for Three Phase Generator Set
PROJECT NAME:
CONTRACTOR NO.
CONTRACTORS
NAME AND
ADDRESS

GENERATOR SET DETAILS


ENGINE

Remarks

Make
Model
Serial No.
Year of Manufacture
COVERNOR
Make
Model
Serial No.
Year of Manufacture

Remarks

FUEL PUMP
Make
Model
Serial No.
Year of Manufacture

Remarks

ENGINE RADIATOR
Make
Model
Serial No.
Year of Manufacture

Remarks

ALTERNATOR
Make
Model
Serial No.
Year of Manufacture

Remarks

AUTOMATIC
VOLTAGE
REGULATOR
Make
Model
Serial No.
Year of Manufacture

Remarks

Revision 0 : March 2009

12A- 22

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

TEST SITE CONDITION


Before Test

After Test

Remarks

Pressure (mm Hg.)


Temperature (oc)
Dry
Wet
Relative Humidity (%)
INSULATION RESISTANCE TEST (500V, M.Ohm)
Before Test

After Test

Remarks

ALTERNATOR
Armature
Field
EXCITER
Armature
Field
NO LOAD VOLTAGE RANGE TEST
AVR Maximum set

AVR Minimum set

Remarks

VOLTAGE (V)
RY
YB
BR
FREQUENCY (Hz)
PROTECTIVE DEVICE TESTS
Set Values
Alarm
Trip

Test Values
Alarm
Trip

Remarks

Overspeed (rpm)
Lubricating Oil Low
Pressure (Kg/cm2)
Lubricating Oil High
Temperature (oc)
Cooling Water High
Temperature (oc)
SUDDEN LOAD INCREASE / DECREASE TEST see remark (2)
Load (%) (see remarks below)
Sudden Increase see remark (1)
Before

Instant

After

Sudden Decrease 100% to 0%


Before

Instant

After

Frequency (Hz)
Voltage (V)
Engine Speed (rpm)
Time of Stability
(sec)
Remarks: (1) If not specified elsewhere, record all readings for sudden load increase:
Stage 1:0% to 50%; Stage 2:50% to 80% and Stage 3: 80% to 100%
(2) Use transient recorders for all parameter recordings. All recordings shall be submitted.

12A- 23

Revision 0 : March 2009

Chapter 12 TESTING AND COMMISSIONING/FINAL INSPECTION

YB

BR

Output

Frequency
(Hz)

RY

Current (A)

Power Factor

Voltage (V)

Time

Load (kW/%)

ALTERNATOR PERFORMANCE

REMARKS

TEST SITE: Name and Address

Revision 0 : March 2009

12A- 24

Chapter 12 TESTING AND COMMISSIONING / FINAL INSPECTION

Engine Speed
(rpm)

Wet / %

Dry

Lubricating
Oil

Cooling
Water

Litre/min or
kg/min

Weight (kg)

Flow meter
Reading

Time

Load (kW/%)

Room

Lub Oil Pressure


(Kg/cm2)

Temperature (oc)

Fuel Consumption

Colour of Exhaust
Gas

ENGINE PERFORMANCE

REMARKS

TESTED BY (Name & Designation)

WITNESSED BY: (Name & Designation)

Date:

Date:

12A- 25

Revision 0 : March 2009

DID MANUAL
Volume 11
Construction Management

Chapter 12
Testing and commissioning /
Final Inspection
APPENDIX 12E

Sample List of
Test Equipment

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 12 TESTING AND COMMISSIONING/FINAL INSPECTION

APPENDIX 12E SAMPLE LIST OF TEST EQUIPMENT


1.

Suggested Test Equipment for Air-Conditioning - Water Systems


INSTRUMENT & DUTY

1.1

TYPICAL RANGES

Differential Pressure
a. Mercury Manometer
b. Fluorocarbon Manometer

0-60 kpa
0-5 kpa

1.2

System Gauge Pressure


a. Dial Pressure Gauge

0-10 bar

1.3

Rotation
a. Mechanical Tachometer
b. Optical Tachometer

0-3000 RPM
0-3000 RPM

1.4

Current
a. Induction Ammeter
b. Hall Effect Ammeter

0-1200 AMP
0-1000 AMP

1.5

Temperature
a. Digital Electronic
b. Contact Thermometer

-50/+1200C

2.0

Suggested Test Equipment for Air-Conditioning - Air Systems

2.1

Velocity
a. Pilot Tube in conjunction
with inclined tube Manometer
b. Rotating Vane Anemometer
c. Flow hoods(s) to fit various
diffuser and grille applications

3-20 m/s
0-5 m/s

2.2

Pressure
a. Inclined tube Manometer
b. Diaphragm Air Pressure Gauge
c. Micro manometer

0-2 kpa
0-250 kpa
0-2000 pa

2.3

Current
a. Induction Ammeter
b. Hall Effect Ammeter

0-1200 AMP
0-1000 AMP

2.4

Rotation
a. Mechanical Tachometer
b. Optical Tachometer

0-3000 RPM
0-3000 RPM

3.0

Suggested Test Equipment - Acoustical/Vibration

3.1

Sound Pressure
a. Octave Band Analyzer

3.2

Vibration Analyzer
a. Physical measurement
of peak amplitude

Revision 0 : March 2009

1st-8th Band
with one third band resolution
0-100 mils in discrete steps

12A- 26

DID MANUAL VOLUME 11


CONSTRUCTION MANAGEMENT
PART III : COMPLETION AND
HAND OVER STAGE

CHAPTER 13

AS-BUILT, O&M MANUAL


AND OTHER DELIVERABLES

Chapter 13 ASBUILT, O&M MANUAL AND OTHER DELIVERABLES

Table of Contents
Table of Contents .................................................................................................................. 13-i
13.1

INTRODUCTION ....................................................................................................... 13-1

13.2

SCOPE ..................................................................................................................... 13-1

13.3

PROCEDURE............................................................................................................. 13-1
13.3.1 General........................................................................................................ 13-1
13.3.2 As-Built Drawings ......................................................................................... 13-1
13.3.3 Operation and Maintenance Manual (O & M Manual)....................................... 13-2
13.3.4 Spare Parts .................................................................................................. 13-3
13.3.5 Test Records / Warranties ............................................................................. 13-4

Appendix 13A

As-Built Drawing, O&M Manual, Test Records and Warranties, ...13A- 1


Review and Approval Cycle

Appendix 13B

Sample Index of O&M Manual....13A- 2

Revision 0 : March 2009

13-i

Chapter 13 ASBUILT, O&M MANUAL AND OTHER DELIVERABLES

(This page is deliberately left blank)

13-ii

Revision 0 : March 2009

Chapter 13 ASBUILT, O&M MANUAL AND OTHER DELIVERABLES

13 AS-BUILT, O&M MANUAL AND OTHER DELIVERABLES


13.1

INTRODUCTION
This section of Construction Management covers the relevant documents to be handed
over to DID and/or rightful beneficiary by the Contractor prior to the issuance of
certificate of practical completion.
Refer also to Chapter 17 and 18 of Volume 10 for the procedure on contract
administration for Pre-Completion Inspection and Defects Management respectively.

13.2

SCOPE
The Procedure applies to all projects undertaken by DID. It covers both the conventional
and design and build type of contracting. Where there are exceptions or departures from
the conventional contracting, specific mention is made in the Procedure in reference to
design and build practice.
Any specific requirements of a particular project are addressed in the project quality plan
or Construction contract.

13.3

PROCEDURE

13.3.1

General
In general, there is a requirement for the Contractor to hand over relevant documents
such as As-built drawings, Operation and Maintenance (O&M) manual, test records and
warranties to DID and other rightful beneficiary. Sufficient copies are made for
distribution to all the beneficiaries.
The review and approval process of these documents/ drawings is as per Appendix 13A.

13.3.2

As-Built Drawings
This procedure for As-Built Drawings is read with the Document & Drawing Submission
Guideline in Chapter 11 of the Manual.
Generally all work is installed as per the approved shop drawings. Where on-site
revisions are necessary to overcome coordination problems, such revisions are
incorporated into marked-up copies of the working drawings on a regular basis
throughout the course of the works. These marked-up prints form the basis of As-Built
Drawings and Construction drawings.
The Contractor submits a schedule of the proposed As-Built Drawings when submitting
the draft O&M Manual.
All drawings are clearly marked As-Built Drawings in minimum 12 mm high lettering. All
submittals of As-Built Drawings are prepared and submitted for review and approval
cycle via the guidelines in the Document & Drawing Submission Guideline. Where
construction drawings are revised during the contract period, the As-Built Drawings
must be clearly marked, As-built Differs From Contract Drawing.
All manufacturer-supplied drawings are provided with the standard project title block and
issued as As-Built Drawings as set out above.

Revision 0 : March 2009

13-1

Chapter 13 ASBUILT, O&M MANUAL AND OTHER DELIVERABLES

The quantities and types of print to be issued for As-Built Drawings are the same as for
normal document issues, as set out in the Document & Drawing Submission Guideline
unless stated otherwise in the construction contract.
For Design and Build type of contract, the main Contractor submits design calculations
where required to verify certain design element incorporated in the Consultants
drawings.
All existing revision information on working drawings is removed prior to their issue for
As-Built status. A new series starting ABI is instituted for first as-built issue.
13.3.3

Operation and Maintenance Manual (O & M Manual)


This procedure for O&M Manual is read with the Document & Drawing Submission
Guideline in Chapter 11 of the Manual.
The Contractor provides the specified number (as indicated in the respective construction
contract) of O&M Manuals and submits as provided in the Document & Drawing
Submission Guideline.
The O&M Manual is submitted by the Contractor initially in draft format for the Project
Teams review, a minimum of 30 days (or as stated in the construction contract) before
the intended demonstration/handover with the final version a minimum of 7 days (or as
stated in the construction contract). The Project Team ensures the draft O&M Manual is
reviewed by the appropriate maintenance department. The Contractor ensures that the
necessary information is requested from all other parties in adequate time for the above
requirements to be met.
For Design and Build contracting, the Contractor ensures his consultants had reviewed
the draft O&M Manual before submitting to the Project Team.
The specific requirements for the O&M Manual submittals are as follows:
a.

The O&M Manual cover is preferably to be of stiffened PVC/Rexine covered 4 ring


clip binders in an agreed colour. The manual cover and spine tab shall contain the
project name and title, generally as set out in the attached sample format.

b.

The manual page size shall be ISO size A4.

c.

Each section and sub-station within the manual(s) shall be sub-divided with colour
coded and numbered dividing tabs.

d.

The O&M Manual shall also incorporate manufacturers technical literature and
spare parts manuals.

e.

All test certificates, balancing and adjusting reports, code authority compliance
documents shall be included in the O&M Manual.

A sample of the typical O&M Manual index, which is to be amended to suit individual
project requirements, is enclosed in Appendix 13B. In all cases the Contractor's
Commissioning Representative submits to the Project Team for review and approval
within the above listed time frame.
It is likely that some sub-sections of the manual will need to be a complete manual in
their own right; however the format, cover and number system is coordinated with other
manual(s) to form a comprehensive set.
13-2

Revision 0 : March 2009

Chapter 13 ASBUILT, O&M MANUAL AND OTHER DELIVERABLES

13.3.4

Spare Parts
The Contractor's Commissioning Representativer duly notifies the Project Team and
coordinates the supply of all specified spare parts to the DID's operations staff.
The information for a given project is organised by system identification and includes the
following:a.

A list of spare parts, special tools, lubricants etc. for each item of equipment
purchased as part of the relevant trade contract.

b.

Similar lists to (1) above covering spare parts etc. for all equipment for each spare
part that is not included in the Contract.

c.

A list of spare items for standard system i.e. fuses, gasket etc.

The above lists are based on manufacturers recommendation and cover a period of one
year after hand over of equipment/system to DID.
The standard spare parts schedules provide the following minimum information:a.

Manufacturers part name

b.

Manufacturers name, address, phone and fax numbers

c.

Manufacturers part number

d.

Quantity recommended for one year

e.

Unit price

f.

Lead time

g.

Shelf life

h.

Alternative suppliers of parts

i.

Local stocklist(s) name, address, phone and fax number

The Contractor submits the preliminary lists of spare parts, tools etc. a minimum of 60
days (or as stated in the construction contract) prior to intended system hand over for
the review and approval by the Project Team with the Consultant. The reservation of the
right to add to, reduce or omit entirely the recommendations contained on these lists is
according to the construction contract.
Upon approval by the Project Team for the spare parts lists either in their original or
amended form, the Contractor's Commissioning Representative instructs as necessary
the supply of those items covered by the relevant trade contracts.
Those items so supplied will be in the manufacturers original packaging and tagged with
a unique number coordinated with the relevant hand over schedule.
These parts are available for hand over to DID's operations personnel at least 30 days
prior to hand over of the associated systems or as indicated in the construction contract.

Revision 0 : March 2009

13-3

Chapter 13 ASBUILT, O&M MANUAL AND OTHER DELIVERABLES

13.3.5

Test Records / Warranties


All test records and warranties submitted by the Contractor are subjected to the review
and acceptance by the Project Team and the Consultant. The test records and warranties
submitted are to comply with and in accordance to the requirements as indicated in the
respective construction contract.

13-4

Revision 0 : March 2009

DID MANUAL
Volume 11
Construction Management

Chapter 13
As-Built, O&M Manual and
Other Deliverables
APPENDIX 13A

As-Built Drawings, O&M Manual,


Test Records and
Warranties Review and
Approval Cycle

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 13 ASBUILT, O&M MANUAL AND OTHER DELIVERABLES

APPENDIX 13A

AS-BUILT DRAWINGS, O&M MANUAL, TEST RECORDS


AND WARRANTIES REVIEW AND APPROVAL CYCLE

Process Flowchart

Description

Action By

Contractor prepare Test


Records/Drawings/
Documents

The Contractor prepares the


test records, documents &
drawings based on the
Document & Drawings
Submission Guidelines

Contractor

Contractor submission

Contractors submission of
the completed test records/
documents/drawings

Contractor

Project Team / Consultants


check and review of the
submission

Project
Team/
Consultants

Contractor to prepare, submit


copies to relevant parties and
proceed with implementation

Contractor

Project Team/Consultants
check and review of submission

NO
Approve

YES

Submission / Implementation

Revision 0 : March 2009

13A- 1

DID MANUAL
Volume 11
Construction Management

Chapter 13
As-Built, O&M Manual and
Other Deliverables
APPENDIX 13B

Sample Index of O&M Manual

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 13 ASBUILT, O&M MANUAL AND OTHER DELIVERABLES

APPENDIX 13B SAMPLE INDEX OF O&M MANUAL


TYPICAL INDEX TO OPERATION AND MAINTENANCE MANUALS
IMPORTANT NOTE :The following list is not exhaustive. It is intended to highlight some of the main items required to
be included in the operating and maintenance manuals. The list will need to be expanded to cover
the specific detailed needs of the individual buildings and their system.
SECTION

DESCRIPTION

SUB-SECTIONS

1.0

GENERAL

- Introduction
- Services Identification
- List of Abbreviations
- Schedule
- Directory of Suppliers (includes address,
telephone no, fax no., email and person in charge.
- Warranty and Guarantee (list all major
equipments with warranty beginning and end
dates)

2.0

DESCRIPTIONS OF SYSTEMS
(Contractor to submit description of the systems specific to the project and the
technical details.)
a. Heating, Ventilation
& Air Conditioning

General
Air System
Water Cooling Systems
DX Systems
Kitchen Extract Systems
Computer Room Systems

b. PLUMBING

Domestic Water Systems


Drainage Systems
Rainwater Systems
Interceptor Systems
Storage Facilities
Fuel Oil Systems

c. FIRE PROTECTION SYSTEMS d. ELECTRICAL SYSTEMS

Revision 0 : March 2009

Sprinkler Systems
Pre-Action Systems
Wet Riser Systems
Pressurization Systems and Smoke Control
Hosereel Systems
Standby Power
Storage Tanks

- High Voltage Systems


- Low Voltage Systems
- Emergency and Essential Power System
- Emergency Lighting
- Lightning Protection
- Earthing
- Lighting Systems
13A- 2

Chapter 13 ASBUILT, O&M MANUAL AND OTHER DELIVERABLES

SECTION

DESCRIPTION

SUB-SECTIONS

e. MISCELLANEOUS SYSTEMS -

Fire Alarm System


Security System
Structured Cabling System
Central Vacuum System

3.0

BUILDING CONTROL SYSTEM


(BCS)

Overview
Cause/Effect
Operating Mode
Fire Mode
Point Charts

4.0

OPERATING PROCEDURES
(for each system and sub components. Contractor to include that system operation
instruction under BCS, auto and manual mode. Contractor also required to include
the recommended service and maintenance schedule (frequency of maintenance)
and components to be serviced and replaced. A sample log sheet shall be
included.)
- General description
- System description
- System Operation Procedures
- Initial Set-Up
- Routine Inspection Charts
- Equipment Start-Up/ Shut Down Procedures
(Contractor to include the operational settings)
- Filling-Up
- Draining Down
- Lubrication Charts
- Filtration Charts
- Preventative Maintenance
- Lead/Lag Arrangements
- Fault Finding
- Special Tools

5.0

EMERGENCY PROCEDURES

6.0

MANUFACTURERS DATA (Contractor to include the Parts List)


- Factory Test Certificates
- Certified Drawings
- Nameplate Date
- Specific/Specialised
- Maintenance Recommendations
- Performance Curves
- Catalogue Cuts

13A- 3

- General
- Health and Safety
- Failure of Electrical Supply
- Failure of Water Supply
- Failure of Gas Supply
- Refrigerant Leaks
- Water Leaks
- Fuel Oil Leaks
- Fire Situations on MEP Systems
- First Aid Procedures

Revision 0 : March 2009

Chapter 13 ASBUILT, O&M MANUAL AND OTHER DELIVERABLES

SECTION

DESCRIPTION

7.0

SPARES (Contractor to include the spare parts lists and price lists)
- Recommended Spare Schedules
- Spares Policy Recommendations
- Schedule of Spares Supplied at Handover
- Price Lists

8.0

TEST CERTIFICATES
(Contractor to include factory acceptance tests and site tests)
Pressure Tests
Environmental Tests
Chlorination Certificates
Chemical Cleaning
Commissioning Checklists
Snagging Sign-Offs
Tank Test Certificates
Electrical Safety
Generator Tests
Electrical Tests

9.0

SYSTEM SCHEMATICS AND DESIGN CALCULATIONS


(All design calculations to be submitted.)
Design Calculations
Valve Charts
Wiring Diagram (HV)
Wiring Diagram (LV)
Air System Schematics
Water System Schematics

10.0

AS BUILT DRAWINGS

Revision 0 : March 2009

SUB-SECTIONS

Schedule of As-Built Drawings


Certified As-Built Drawings

13A- 4

DID MANUAL VOLUME 11


CONSTRUCTION MANAGEMENT
PART III : COMPLETION AND
HAND OVER STAGE

CHAPTER 14

TRAINING

Chapter 14 TRAINING

Table of Contents
Table of Contents .................................................................................................................. 14-i
14.1

INTRODUCTION ....................................................................................................... 14-1

14.2

SCOPE ..................................................................................................................... 14-1

14.3

PROCEDURE............................................................................................................. 14-1
14.3.1 General........................................................................................................ 14-1
14.3.2 Training Of DID's Operation Personnel ........................................................... 14-1

Appendix 14A

Sample of Training Agenda 14A-1

Revision 0 : March 2009

14-i

Chapter 14 TRAINING

(This page is deliberately left blank)

14-ii

Revision 0 : March 2009

Chapter 14 TRAINING

14 TRAINING
14.1

INTRODUCTION
This section of Construction Management provides the procedure and guideline on the
requirement of training for the DIDs operational personnel before hand over.
Training is crucial to ensure DIDs operational personnel acquires adequate knowledge,
information and skills to operate and maintain the facility handed over by the Contractor
to DID.
Refer also to Chapter 17 of Volume 10 for the procedure on contract administration for
Pre-Completion Inspection.

14.2

SCOPE
The Procedure applies to all projects undertaken by DID. It covers both the conventional
and design and build type of contracting. Where there are exceptions or departures from
the conventional contracting, specific mention is made in the Procedure in reference to
design and build practice.
Training that is not for the operation and maintenance of equipment/facilities handed
over by the Contractor is not covered in this chapter.
Any specific requirements of a particular project are addressed in the project quality plan
or Construction contract.

14.3

PROCEDURE

14.3.1

General
To ensure successful training, the Sub-Contractor (where applicable) and Contractor is
required to thoroughly plan, organize, schedule and implement the training activities.

14.3.2

Training Of DID's Operation Personnel


This section defines the general guideline for the scope and content of the training of
DID's operations personnel.
Given the requirements of the Occupational Safety and Health Act (OSHA) 1994 and the
need to maintain warranty conditions, it is an absolute pre-requisite that full training
occurs prior to hand over of any equipment or systems.
The Project Team provides the Contractors Commissioning Representative with the DID's
designated operations personnel names and responsibilities prior to the start of required
system training. The Project Team coordinates the training schedule for the personnel
with the Contractors Commissioning Representative.
The Contractor's Commissioning Representative coordinates all training proposals into a
comprehensive training schedule. This schedule is submitted to the Project Team for
review and approval. The Contractor Commissioning Representative incorporates all
reasonable requirements into a final training programme and arranges attendance of the
required training personnel.
Training on equipment is carried out by engineers/ instructors of the original equipment
manufacturer (OEM) supplemented by the Contractor as necessary.

Revision 0 : March 2009

14-1

Chapter 14 TRAINING

In submitting a comprehensive training schedule, the Contractor must confirm the


following:
1. Name and title of person(s) carrying out training
2. Name of company employing trainer(s)
3. Proposed location of training i.e. job site, classroom or factory
4. Details of training aids to be used, i.e. manual, audiovisual etc.
5. Details of any spares/tools to be provided
For each training session a training agenda is provided, generally set out as per the
attached sample format in Appendix 14A.
Where practicable the contractor arranges to video tape the training session and provides
a copy of the tape for the DID's retention or as otherwise indicated in the construction
contract.
Personnel who attended training are to submit the required feedback form to the Project
Team.
The Contractor prepares and submits reports on the training conducted to the Project
team including an evaluation on the trainings effectiveness.

14-2

Revision 0 : March 2009

DID MANUAL
Volume 11
Construction Management

Chapter 14
Training

APPENDIX 14A

Sample Training Agenda

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 14 TRAINING

APPENDIX 14A

SAMPLE TRAINING AGENDA


TRAINING AGENDA

BUILDING:

___________________________________________

Date

______________________

Time

______________________

Location

______________________

(Insert Title)
1.0 OPENING INTRODUCTION BY CHAIRPERSON
a. Introduction of Instructors
b. Introduction of The Project Team
c.

Introduction of Manufacturers Specialists

d. Presentation of Course Aims/Scope


2.0 TRAINING (CLASSROOM)
a.

Description of Systems and Equipment

b.

Inter-relationship with other Systems

c.

Recommended Maintenance Requirements

d.

Preventative Maintenance Check Lists and recommended Spare Parts

e.

Health and Safety Precautions

3.0 FIELD TRAINING


a.

View equipment at Location

b.

Demonstrate Maintenance Access

c.

Review of Overall System and Associated Interfaces with Other Systems

d.

Demonstrate Actual Start-Up Procedures

e.

Demonstrate Replacement of Common Spare Parts

f.

Hands on activities (as appropriate)

4.0 REVIEW OF O&M DOCUMENTATION AND SPARE PARTS LIST


a.

Site Review to Compare with Actual Installation of Accuracy

b.

Review Description of Systems and Certified Manufacturers Drawings

Revision 0 : March 2009

14A- 1

DID MANUAL VOLUME 11


CONSTRUCTION MANAGEMENT
PART III : COMPLETION AND
HAND OVER STAGE

CHAPTER 15

FINAL INSPECTION AND HAND OVER

Chapter 15 FINAL INSPECTION AND HAND OVER

Table of Contents
Table of Contents .................................................................................................................. 15-i
15.1

INTRODUCTION ....................................................................................................... 15-1

15.2

SCOPE ................................................................................................................... 15-1

15.3

PROCEDURE............................................................................................................. 15-1
15.3.1 General........................................................................................................ 15-1
15.3.2 Joint site inspection and outstanding works.................................................... 15-1
15.3.3 Certificate of Practical Completion (CPC) ........................................................ 15-2
15.3.4 Certificate of Fitness/Certificate of Completion and Compliance ....................... 15-2
15.3.5 Hand Over of Records, Documents and Drawings ........................................... 15-3
15.3.6 Training ....................................................................................................... 15-3
15.3.7 Handing Over of Project ................................................................................ 15-3
15.3.8 Partial Occupation ........................................................................................ 15-4

Appendix 15A

Sample Form of Outstanding Works...15A- 1

Appendix 15B

Sample Checklist for Completed Works .........15A- 2

Appendix 15C Test Records, As-Built Drawings, O&M Manual Review & Approval Cycle...15A- 7
Appendix 15D Sample Project Team Recommendation Report for Issuance of CPC ...15A- 8
Appendix 15E

Recommendation for Preparation of Issuance of Hand Over Certificate ....15A- 11

Revision 0 : March 2009

15-i

Chapter 15 FINAL INSPECTION AND HAND OVER

(This page is deliberately left blank)

15-ii

Revision 0 : March 2009

Chapter 15 FINAL INSPECTION AND HAND OVER

15 FINAL INSPECTION AND HAND OVER


15.1

INTRODUCTION
This chapter provides the overall procedure and elements of control in the
implementation of final inspection, review and acceptance of the construction works and
deliverables up to the stage of issuance of Hand Over Certificate.
Refer to Chapter 17 and 18 of Volume 10 for the procedure on contract administration
for Pre-Completion Inspection and Defects Management respectively.
This procedure for final inspection and hand over is read in conjunction with the 3
preceding chapters, Chapter 12 (T&C), 13 (As-built and O&M) and 14 (Training) of the
Manual.

15.2

SCOPE
In general, the following procedures address a common approach to both conventional
and design and build type of contracting method. Where there are exceptions or
departures from conventional contracting, specific mention is made in the procedure in
reference to design and build practice.
Any specific requirements of a particular project are addressed in the project quality plan
or Construction contract.

15.3

PROCEDURE

15.3.1

General
In the event of hand over of the completed works initiated either by the Contractor or
Client, the Project Team is to ensure that associated prerequisites as provided in the
contract have been met.

15.3.2

Joint site inspection and outstanding works


The Contractor shall arrange a joint site inspection/evaluation with the Consultants,
Project Team and the Client (where applicable) prior to hand over. Upon the joint
evaluation, the Project Team prepares the list of outstanding works (if any) and the
programme for completing the outstanding works, and issues them to the contractor for
full completion to the satisfaction of the Project Team.
See Appendix 15A for sample Form of Outstanding Works and Appendix 15B for sample
Checklist for Completed Works.
For Design and Build type of contracts, Contractors Consultants prepares and submits
recommendation report through the Contractor to the Project Team for checking and
validation.

Revision 0 : March 2009

15-1

Chapter 15 FINAL INSPECTION AND HAND OVER

15.3.3

Certificate of Practical Completion (CPC)


The Project Team ensures the Contractor meets the prerequisites as per the construction
contract (or such allowable provisions in the construction contract) through a review and
acceptance cycle of the Contractor's application with the Consultant (for Design and Build
type contract subject to the availability of consultancy service for the project package).
Resubmission by the Contractor is required for unacceptable application. See Appendix
15C for the review and acceptance process.
The Contractor arranges a joint site inspection/evaluation with the Consultants, Project
Team and the client, where applicable, (who could be utility providers or other
Government Agency or Department), prior to the Contractors application for the CPC.
Upon successful submission of all relevant documents, records and drawings by the
Contractor, the Consultant prepares and submits recommendation report to the Project
Team for check and validation. The Project Team consolidates the Consultants
recommendation and the deliverables submitted by the Contractor and makes
recommendation to the SO. Checklist on the pertinent deliverables prior to the issuance
of hand over certificate is included in the Project Teams recommendation report.
See Appendix 15D for a sample Project Teams recommendation report for issuance of
CPC.
For Design and build type of contract, the Contractors Consultant prepares and submits
the recommendation report and the deliverables through the Contractor to the Project
Team for check and validation.
Upon endorsement by SO (or by the person so empowered) of the recommendations, the
Project Team prepares the CPC for issuance to the Contractor.
The Defects Liability Period starts from the date of issuance of the CPC.

15.3.4

Certificate of Fitness/Certificate of Completion and Compliance


The Project Team ensures that the Consultants carry out the various statutory
inspections together with relevant authorities for compliance with relevant statutory
requirements in securing Certificate of Fitness (CF)/ Certificate of Completion and
Compliance (CCC), through CF/CCC Meetings with the Contractor and Consultants,
preferably in conjunction with the issuance of CPC.
Consultant shall submit to relevant authorities all pertinent documents, records and
drawings, with copies to the Project Team.
Local Authority may impose certain conditions prior to issuance of approval and Project
Team and Consultant need to clearly identify outstanding matters for necessary action by
Contractor before next application for certification.

15-2

Revision 0 : March 2009

Chapter 15 FINAL INSPECTION AND HAND OVER

15.3.5

Hand Over of Records, Documents and Drawings


It is required to hand over records and documents to a beneficiary (besides the DID) of
the facilities built. Project Team ascertains necessary copies are made for submission and
distribution to the beneficiaries.
Documents and drawings that fall under this category include As-Built drawings,
Operation and Maintenance (O&M) Manuals, warranties and test records.
The Contractors submission of these documents and drawings is subjected to check for
completeness and review by the Project Team, Consultants endorsement and stamp of
As-Built drawings and Consultants review of the O&M Manual, warranties and test
records. The Contractor needs to resubmit the incomplete documents and drawings as
reviewed. Refer to Appendix 15C for the review and approval process of these
documents.
For Design and Build type contracts, Contractors submission of these documents and
drawings is subjected to the check for completeness and review by Project Team;
Contractors Consultants endorsement of As-Built Drawings, O&M Manuals, Warranties
and test records. The review and approval process of these documents and drawings is
similar to the above i.e. Appendix 15C.

15.3.6

Training
There may also be a requirement for training of personnel (of the beneficiary) with
respect to operation and maintenance. Refer to Chapter 14 for procedure on training.
The Contractor coordinates all training proposals into a comprehensive training
programme. This programme is submitted for the review and approval of the Project
Team and Consultants.
The Contractor carries out training only upon the acceptance by the Consultant on the
completeness of the Contractors training material with verification by the Project Team;
the Contractors satisfactory completion of As-Built Drawings and O&M Manuals, and
submission of warranties and test records. The review and approval process of these
documents is similar to the above i.e. Appendix 15C.
The Project Team arranges the attendees for Contractors training.

15.3.7

Handing Over of Project


Upon successful completion of project carried out for the beneficiary and submission of
all relevant documents, records and drawings by the Contractor, the Consultant prepares
and submits recommendation report to the Project Team for check and validation. The
Project Team consolidates the Consultants recommendations and the deliverables
submitted by the Contractor. Checklist on the pertinent deliverables prior to the issuance
of hand over certificate is included in the Project Teams recommendation report. See
Appendix 15E for a sample recommendation report.
For Design and build type of contract, the Contractors Consultant prepares and submits
the recommendation report and the deliverables through the Contractor to the Project
Team for check and validation.
The Project Team shall issue an official letter to the beneficiary to formalize the handing
over.

Revision 0 : March 2009

15-3

Chapter 15 FINAL INSPECTION AND HAND OVER

15.3.8

Partial Occupation
Prior to the practical completion of the whole Works, DID may but with the consent of
Contractor, take possession of and occupy any part of the completed Works. Where any
part of the Works is taken possession of and occupied by DID prior to completion of the
whole of the Works, the following apply:
1. A Certificate of Partial Occupation must be issued within seven (7) days of the taking
possession and occupation of the part of the Works. The Certificate must state the
estimated value of the part of the Works taken possession of and occupied.
2. The DLP for the part of the Works taken possession of and occupied commences on
the date DID takes possession of and occupies the same.
3. The LAD specified in the Contract is reduced in the proportions which the value of
the part taken possession of and occupied bears to the Contract Sum.
4. The provisions of the Contract as regards of insurance and release of the
Performance Bond are not affected.
Please refer also to Chapter 17 of Volume 10 for the procedure on contract
administration for Completion.

15-4

Revision 0 : March 2009

DID MANUAL
Volume 11
Construction Management

Chapter 15
Final Inspection and Hand Over

APPENDIX 15A

Sample Form of Outstanding Works

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 15 FINAL INSPECTION AND HAND OVER

APPENDIX 15A SAMPLE FORM OF OUTSTANDING WORKS


Records of Outstanding Works List:
Project Name:
Block:
Note* : A Outstanding Works
No.

Location
Level
Area

Description

Remarks

Status*

Main Contractor:

Consultant:

Project Team

Signature:

..

Name:

..

Date: .

..

Revision 0 : March 2009

15A- 1

DID MANUAL
Volume 11
Construction Management

Chapter 15
Final Inspection and Hand Over

APPENDIX 15B

Sample Checklist for


Completed Works

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 15 FINAL INSPECTION AND HAND OVER

APPENDIX 15B SAMPLE CHECKLIST FOR COMPLETED WORKS


A

Floor
Screed:

Ponding not deeper than thick of 3mm


Cracks not wider than 0.5mm
No hollowness
Falls in wet areas to be in the correct direction
Expansion joints at intervals
Staircase variance treads and risers not to exceed 5mm

Tile:

Consistent size
Surface even and leveled
Joints aligned and consistent (3-6mm or otherwise specified)
Chipping, cracks should not present Tolerance - +/-3mm

Timber Strips:

No nodes
No gaps between strips
Edges to be properly sealed
Free from defects, damages, insects, etc.
Surface tolerance approx. 3mm in 2.0m

Carpets:

Stretched and even


Joints should not be easily detectable
Proper termination at edges
Underlining provided

Water tightness:

No leakages
If the floor is found to be leaking, the floor is considered to have
failed the assessment

Wall
Alignment

According to drawing (Setting out deviation not more than 5mm)


Square ness maintained at right angles
Interfacing of two different finishes

Brickwork

Alignment horizontal and vertical


Stiffener position approx. 3m to 3.5m
Lintel for brick wall exceeding 3.5m in heights
Bearing end for lintel above opening 100mm 150mm min
Exmet every 4th course
Tie bar to columns or r.c. wall

Plaster

Cracks along wall (not more than .3mm wide and 500mm long)
Square ness at corners
Hollowness should not be detected between coats of plaster
Vertical / horizontal alignment not more than +/-3mm in 1.8m
Straightedges). Squash courts vertically 10mm in 4.0m

Title

Joint aligned and not more than 3mm unless otherwise specified
Tolerance across joint (less than 6mm 1mm, 6mm or more
2mm)
Refer MS1294 part 1:1992 22.8.1
Tile size to be consistent +/- 1mm
Observed for chipped edges, cracks, stains

Revision 0 : March 2009

15A- 2

Chapter 15 FINAL INSPECTION AND HAND OVER

Cladding

Proper anchorage of panels


Joints width to be consistent
Evenness of surface 3mm/1.2m or as per manufacturers method
statement
Sealant material to be compatible w/ cladding materials
Granite / stone cladding 0.5mm over 1m straight lines or as per
manufacturers method statement

Painting

Plaster surface free from defects i.e. indentation, mortar dropping,


cracks, etc.
Surface evenly painted
Good opacity no patchiness from touch up etc.
Free from peeling

Ceiling
Skim Coats

False Ceiling
(suspended
system)
D

Doors and Windows


Door

Alignment of rail / hangers


Sufficient hangers and clips
Surface should be even. Deflection of any components must not
exceed 1/360 of span

Alignment vertical and horizontal


Gap between door and wall
In tumescent strip for fire rated door (fire stop)
Door to be properly sanded down (timber door) and good paint
finished
Gap between doorframe and door leaf (3mm all sides, 6mm at the
Bottom

Windows

Alignment in relation to wall


No leakage
Ease of opening and closing
Good fit of locking device
Glazing clean, evenly sealed for alum. Window

Roller Shutter

Fire rating if any


Alignment of rail, verticality, ease of operation
Quality of finished (damaged, etc.)

Plumbing &
Sanitary Fittings
Gully & Floor Traps

Sanitary fittings

15A- 3

Surface evenness
Formwork joints are ground smooth
Leaks or stains
Paintwork with good opacity

No damage or blockage
Security fix
Position in relation to FFL (lowest position)
Comply with schedule as per architects requirement and specs
Firmly secured
No leakages at joints

Revision 0 : March 2009

Chapter 15 FINAL INSPECTION AND HAND OVER

Pipes

Roof
Construction

Alignment in relation to other building services


Inclined pipes laid to proper gradient
No leakages at joints
Brackets firmly secured and adequately spaced
Painted with good opacity and/or to relevant authority color-coding
requirement

Materials firmly secured as per manufacturers method statements


Ponding should not be deeper than 3 mm
No damages

Waterproofing

Suitability of base to receive waterproofing materials


To comply with manufacturers specifications
Complete adhesion to base
Sufficient lapping at joints
Suitability of waterproofing type in relation to the function of the
areas i.e. planter, rooftop, toilets, etc.
No sign of damage and leakage

Gutters

No choking/ponding
Fall constructed accordingly towards outlets
Water tightness
Sufficient RWDP provided

M&E on Ceilings
Smoke detector,
Sprinkler heads,
Head sensor, PA
Speakers,
Emergency light
M&E on Walls
Fire Alarm,
KELUAR sign,
Exposed Ductwork,
Elec. Switch plates,
Power points,
Thermostat, fire
extinguishers, Hose
reels
Staircase
Railings

Tread &Risers

Revision 0 : March 2009

Neatness of fit
Alignment
In relation to coordinated ceiling plan

Workmanship and neatness of fit


Position as per authority requirements

Welding joint must be ground


Alignment (vertical & horizontal
Base anchorage
Height to conform to by-laws (900mm max. at flight, 900mm min at
landing)
Width of 1100mm and more requires railing both sides
Risers to be consistent throughout but not to exceed 180mm
Treads min. size 255mm
Width of staircase to be consistent throughout including landing
Staircase exceeding 2225mm in width requires intermediate railing
Refer by-law 106 108, 168

15A- 4

Chapter 15 FINAL INSPECTION AND HAND OVER

Ramps
Handicap

Carpark

Aprons and Drains


Drains

Aprons

15A- 5

Roads and Carparks


Side drains

Width not to be less than 1200mm


Rest areas to be provided at intervals of 6000mm (1200mm width)
Railing to be continuous at height between 840mm to 875mm and
fixed not less than 50mm and not more than 100mm from any
adjacent wall
Railing dia. to be not less than 40mm and not more than 50mm
Gradient for handicap ramp to be 1:12
Gradient not to 1:7 max. preferred 1:10 and absolute 1:10 at curve
section
Width to be 3.0m min for straight ramp and 3.7m at curve
230mm (W) x 150mm (H) kerb to be provided in the middle to
separate in and out for two way traffic ramp.

Free flowing and no siltation


No ponding of water
Concrete slab over drain properly secured
No ponding
Cracks max. of 1mm wide and 0.5m long
Cleanliness

Free flowing and no mortar dropping


Hairline cracks not wider than 0.5mm
No chipping and damaged to pre-cast section

Road Surface

No ponding
Road painting according to the approved drawing

Kerb

Correct alignment (20mm/50mm)


Evenness at joints
No chipping or cracks

Road sign

As per specifications
Firm and secure at base
Painted evenly

Revision 0 : March 2009

Chapter 15 FINAL INSPECTION AND HAND OVER

Footpath & Turfing


Footpath

Even surface and neat edges


No concrete dropping
Installed as per manufacturers method statement

Turfing

No ponding
Turfing evenly, no dead grass, and no construction debris
Cross and longitudinal gradient of 1:50 and 1:100 respectively

Plants

Planted as per specs


Healthy (free from insect, pest, etc.)
No construction debris at planters

Fences and
Gates
Fences and Gates

Misc
Carpark
Requirements

According to boundary survey


Railing and metal support are galvanized or painted (no rust)
Anchored securely to ground (sufficient footing)
Vertical tolerance (4mm/1.2m)

Driveway one way 6.0m and 7.3m for two way traffic for 90
degree parking spaces
Stall dimension min. 2.4m x 4.8m, preferred 2.5m x 5.0m for
car
Height clearance to underside of beams, M&E at areas to be used
for parking of wheeled vehicle shall not be less than 2.0m
The controlled entrance for a carpark of 500 cars and above should
have a min of two lanes. The exit shall be a min. of 2 lanes. Max.
parking stalls allowable for one point of access shall be 600.

Handicap Toilet

To comply to clause 14 22 of MS 1184: 1991

Safety and Health

Basic safety equipment i.e. safety boot, hard hat, safety goggle, etc.
Proper safety platform for work above ground
Scaffolding erection
Portable toilet, or proper washroom areas
Ponding water mosquito etc.

Revision 0 : March 2009

15A- 6

DID MANUAL
Volume 11
Construction Management

Chapter 15
Final Inspection and Hand Over

APPENDIX 15C

Test Records, As-Built Drawings and


O&M Manual Review and
Approval Cycle
Flow Chart

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 15 FINAL INSPECTION AND HAND OVER

APPENDIX 15C Test Records, As-Built Drawings and O&M Manual Review and
Approval Cycle

Process Flowchart

Description

Action By

The Contractor prepares the


test records, documents &
drawings based on the
Document & Drawings
Submission Guidelines

Contractor

Contractor submission

Contractors submission of
the completed test records/
documents/drawings

Contractor

Project Team / Consultants


Check and review of submission

Project Team /Consultants


check and review of the
submission

Project Team/
Consultants

Contractor to prepare, submit


copies to relevant parties and
proceed with implementation

Contractor

Contractor prepare Test


Records/Drawings/
Documents

NO

Approve

YES

Submission / Implementation

Revision 0 : March 2009

15A- 7

DID MANUAL
Volume 11
Construction Management

Chapter 15
Final Inspection and Hand Over

APPENDIX 15D

Recommendation Report for


Issuance of Certificate
of Practical Completion

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 15 FINAL INSPECTION AND HAND OVER

APPENDIX 15D SAMPLE PROJECT TEAMS RECOMMENDATION REPORT FOR


ISSUANCE OF CERTIFICATE OF PRACTICAL COMPLETION

Our Ref:
Date:
To: (SO/PD)
Dear Sir,
(Insert Project/Package Title)
- Recommendation for Certificate of Practical Completion
We refer to the above matter.
In accordance with the Conditions of Contract, we certify that the Works have been jointly inspected
in the presence of the Contractor, the Consultants and Project Team, and have been found to be
practically completed on (insert date) with Contractor's undertaking to complete the outstanding
works vide their letter ref. ............................
We attach herewith summary of CPC submission checklist as per Appendix A and draft of Certificate
of Practical Completion with attachments for your kind signature.
Thank you.
Yours faithfully,

Project Team

Revision 0 : March 2009

15A- 8

Chapter 15 FINAL INSPECTION AND HAND OVER

RECOMMENDATION FOR PREPARATION OF ISSUANCE OF CERTIFICATE


OF PRACTICAL COMPLETION
Project Title:

Project No:

Contractor's Name:

Contractor's Address:

NO

DESCRIPTION

ACTION

1.0
2.0

Application letter from Contractor


Joint site evaluation (DID/
Project Team/ Consultant/
Contractor
Consultants recommendation
List of outstanding works
(prepared by Consultant/ Project
Team and agreed by Contractor)

To attach
To attach

Yes
Yes

No
No

To attach
To attach
list and
program
to
complete
To attach

Yes

No

Yes

No

To attach
To confirm
To confirm

Yes
Yes
Yes

No
No
No

To
To
To
To

confirm
confirm
confirm
confirm

Yes
Yes
Yes
Yes

No
No
No
No

To confirm

Yes

No

3.0
4.0

5.0
6.0
7.0
8.0

9.0
10.0
11.0
12.0
13.0

14.0

Letter of undertaking to
complete outstanding works from
Contractor
Schedule of Defects
NCRs closed
Commissioning tests complete
and test result submitted, signed
by P.E. & witnessed by Project
Team and authorities (where
required)
Training completed
As-Built drawings submitted
O & M manuals submitted
Manufacturers warrantees
assigned
Certificate of Fitness/ Certificate
of Completion and Compliance
obtained (if required)
Others (please specify)
We recommend for your
agreement for the preparation of
issuance of Certificate of
Practical Completion

REVIEW

COMMENTS

Yes

No

Prepared by:

......................................
Project Team

15A- 9

Revision 0 : March 2009

Chapter 15 FINAL INSPECTION AND HAND OVER

CERTIFICATE OF PRACTICAL COMPLETION


USE JKR 203S-Pin. 2/83
Perakuan Siap Kerja

Revision 0 : March 2009

15A- 10

DID MANUAL
Volume 11
Construction Management

Chapter 15
Final Inspection and Hand Over

APPENDIX 15E

Recommendation for
Preparation of Issuance
of Hand Over Certificate

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 15 FINAL INSPECTION AND HAND OVER

APPENDIX 15E SAMPLE OF RECOMMENDATION FOR PREPARATION OF


ISSUANCE OF HAND OVER CERTIFICATE

To: Client
RECOMMENDATION FOR PREPARATION OF ISSUANCE OF HAND OVER CERTIFICATE

Project Title:

Package No:

Contractor's Name:

Contractor's Address:

NO

DESCRIPTION

ACTION

1.0
2.0

Application letter from Contractor


Joint site evaluation (Project Team/
Consultant/ Contractor
Consultants recommendation
List of outstanding works (prepared
by Consultant/ Project Team and
agreed by Contractor)

To attach
To attach

Yes No
Yes No

To attach
To attach
list and
program to
complete
To attach

Yes No

To confirm
To confirm

Yes No
Yes No

To
To
To
To
To

3.0
4.0

5.0
6.0
7.0

8.0
9.0
10.0
11.0
12.0
13.0

Letter of undertaking to complete


outstanding works from Contractor
NCRs closed
Commissioning tests complete and
test result submitted, signed by P.E.
& witnessed by Project Team and
authorities (where required)
Training completed
As-Built drawings submitted
O&M manuals submitted
Manufacturers warrantees assigned
CF/CCC obtained (if required)
Others (please specify)

confirm
confirm
confirm
confirm
confirm

REVIEW

COMMENTS

Yes No

Yes
Yes
Yes
Yes
Yes

No
No
No
No
No

Prepared by:

Reviewed by:

......................................
Consultant / Contractor

.........................................
Project Team

Revision 0 : March 2009

15A- 11

DID MANUAL VOLUME 11


CONSTRUCTION MANAGEMENT
PART IV : DEFECTS LIABILITY STAGE

CHAPTER 16

MAINTENANCE/
DEFECTS MANAGEMENT

Chapter 16 MAINTENANCE / DEFECTS MANAGEMENT

Table of Contents
Table of Contents .................................................................................................................. 16-i
16.1

INTRODUCTION ....................................................................................................... 16-1

16.2

SCOPE ..................................................................................................................... 16-1

16.3

PROCEDURE............................................................................................................. 16-1
16.3.1 General........................................................................................................ 16-1
16.3.2 Defects Inspection ........................................................................................ 16-1
16.3.3 Defects Liability Period.................................................................................. 16-2
16.3.4 Final Certificate ............................................................................................ 16-3

Appendix 16A

Sample Checklist for Defects of Completed Works...16A- 1

Appendix 16B

Sample Form of List of Defects16A- 2

Appendix 16C

Sample Project Team Recommendation Report for Issuance of CMGD...16A- 4

Appendix 16D

Sample Bank Guarantee for Guarantee Period...16A- 7

Appendix 16E

Sample Statutory Declaration..16A- 9

Appendix 16F

Sample of Project Teams Recommendation for Final Certificate..16A- 10

Revision 0 : March 2009

16-i

Chapter 16 MAINTENANCE / DEFECTS MANAGEMENT

(This page is deliberately left blank)

16-ii

Revision 0 : March 2009

Chapter 16 MAINTENANCE / DEFECTS MANAGEMENT

16 MAINTENANCE / DEFECTS MANAGEMENT


16.1

INTRODUCTION
This chapter provides the overall procedure and elements of control in the maintenance
and management of defects from the period of the initiation of Certificate of Practical
Completion (CPC) up to the issuance of Final Certificate (FC) to the Contractor.
Refer to Chapter 18 and 19 of Volume 10 for the procedure on contract administration
for Defects Management and Final Account and Final Certificate, respectively.
This procedure for maintenance/defects management is read in conjunction with the
preceding Chapter 15 (Final Inspection and Hand over) of the Manual.

16.2

SCOPE
The procedure covers both the conventional and design & build type of contracting. Any
specific requirements of a Project are addressed in the Project Quality Plan (PQP).

16.3

PROCEDURE

16.3.1

General
This procedure is written in anticipation that events unfold in a chronological order
(although it is not always possible) in the implementation of project management. There
are activities that run through the entire phase of the project rather than in stages.
In general, the following procedures address a common approach to both conventional
and Design and Build type of contracting method. Where there are exceptions or
departures from conventional contracting, specific mention is made in the procedure in
reference to design and build practice.

16.3.2

Defects Inspection
The Defects Liability Period (DLP) starts from the date of issuance of the Certificate of
Practical Completion (CPC). The procedure for issuance of CPC is per Chapter 15.
Prior to the issuance of the CPC, the Contractor arranges a joint defects inspection with
the Consultants, Project Team and, where applicable, the Client (who could be utility
providers or other Government Agency or Department).
Upon the joint evaluation, the Consultant prepares the list of defects and submits to the
Project Team for checking and validation. See Appendix 16A for sample Checklist for
Defects of Completed Works and Appendix 16B for sample Form of List of Defects.
For Design and Build type contract, the Contractor may proceed with their in-house
internal inspection and generate the Defects List.
The Defects List is referred to as the Records of Defects List, List of Defects, Snag List,
etc. whichever is appropriate as referred in contract documents.

Revision 0 : March 2009

16-1

Chapter 16 MAINTENANCE / DEFECTS MANAGEMENT

16.3.3

Defects Liability Period


There may be demobilization of Project Team upon the issuance of the CPC. As such,
remaining members of Project Team or such other designated personnel are assigned as
DLP Task Force to monitor and manage Contractor's compliance during DLP. The
Consultant continues with his responsibility during the DLP as per the consultancy
agreement.
Monitoring of rectification works and maintenance of Defects List is through the updating
of the Defects List on a regular basis, as agreed.
The Project Team carries out regular inspection to monitor progress after agreeing with
the Contractor on the interval of the Defects List update.
The Contractor, Consultants and the Project Team inspect reports and complaints of
defects recorded into the List of Defects. The Project team ensures all defective works
identified are rectified and properly closed out by monitoring and tracking the List of
Defects through scheduled DLP meetings, and through inspections of the rectification
works arranged by Contractor.
Upon expiry of DLP and in accordance with the construction contract, the Consultant
prepares and submits the draft final Defects List to the Project Team for review and
verification for issuance by SO as the Schedule of Defects (if any).
For Design and Build type contracts, the Contractor prepares and submits Schedule of
Defects to the Project Team for review and verification for issuance by PD as the
Schedule of Defects (if any).
Upon receipt of Schedule of Defects by Contractor, the Contractor rectifies defects within
the instructed period. The Contractor arranges joint inspection with attendance of the
Project Team and Consultants to verify the rectification works. Project Team and
Consultants jointly prepare recommendations to SO/PD on options by addressing the
following (where applicable):
To accept satisfactory rectification works
a.

To accept rectification works or works as it is and to deduct diminution of value


(for inclusion into the Final Account).

b.

To accept rectification works or works as is and rectification by others and back


charged to Contractor (for inclusion into the Final Account).

The Project Team reviews and consolidates these options and the Consultants input into
the recommendations for issuance of Certificate of Completion of Making Good of Defects
(CMGD) for endorsement by SO/PD.
Refer to Appendix 16C for a sample Project Teams recommendation report for issuance
of CMGD. Checklist on pertinent deliverables prior to the issuance of CMGD is included in
Project Teams recommendation report.
The issuance of the CMGD is as per Conditions of Contract. A sample CMGD is included in
the Project Teams recommendation report.

16-2

Revision 0 : March 2009

Chapter 16 MAINTENANCE / DEFECTS MANAGEMENT

16.3.4

Final Certificate
Upon the issuance of CMGD, and in accordance with the construction contract, the
Project Team conducts final check and verification for the fulfillment of Contractor's
contractual obligations and requests the Contractor's submission of the following:
a.

Design Guarantee Bond for Design and Build contract (if applicable). Refer to
Appendix 16D for a sample format.

b.

Statutory Declaration. Refer to Appendix 16E for a sample format.

The Project Team compiles the Contractor's submission (where applicable) and upon
verification, recommends to DID the issuance of Final Certificate to Contractor. Refer to
Appendix 16F for a sample Project Teams recommendation report. A sample checklist
on the deliverables prior to the issuance Final Certificate is included in Project Teams
recommendation report.
Upon approval by SO/PD, the approved Final Certificate is issued to the Contractor and
other relevant parties including a copy to DID for final payment.

Revision 0 : March 2009

16-3

Chapter 16 MAINTENANCE / DEFECTS MANAGEMENT

(This page is deliberately left blank)

16-4

Revision 0 : March 2009

DID MANUAL
Volume 11
Construction Management

Chapter 16
Maintenance / Defects Management

APPENDIX 16A

Checklist for Defects of


Completed Works
External Architectural

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 16 MAINTENANCE / DEFECTS MANAGEMENT


APPENDIX 16A SAMPLE CHECKLIST FOR DEFECTS OF COMPLETED WORKS - EXTERNAL ARCHITECTURAL
1

G.F.R.C FINISHING

P.C. PANEL FINISHING

CURTAIN WALL / WINDOW

A
B
C
D
E
F
G
H
I
J
K
L
M
N

Damaged / Broken
Incomplete
Not Leveled / Waviness
Others
Stained
Misaligned
Tapering
Rough / Unwanted Textured
Scratched
Substandard Joints
Cracked / Hair Line Cracks
Substandard Groove Line

A
B
C
D
E
F
G
H
I
J
K
L
M
N

Damaged / Broken
Incomplete
Not Leveled / Waviness
Others
Stained
Misaligned
Tapering
Rough / Unwanted Textured
Scratched
Substandard Joints
Cracked / Hair Line Cracks
Substandard Groove Line

A
B
C
D
E
F
G
H
I
J
K
L
M
N

Damaged / Broken
Incomplete
Not Leveled / Waviness
Others
Stained
Misaligned / Tilted
Substandard Sealant
Poor Framing Works
Scratched
Substandard Joints

FRAMELESS GLASS

CANOPY

LOUVRE GRILLE

A
B
C
D
E
F
G
H
I
J
K
L
M
N

Damaged / Broken
Incomplete
Tilted
Others
Stained
Misaligned
Improper Sealant Works

A
B
C
D
E
F
G
H
I
J
K
L
M
N

Damaged / Broken
Incomplete
Not Leveled / Tilted
Others
Stained
Substandard Installation
Scratched
Warped Aluminium Panel
Scratched
Substandard Joints
Insufficient Run-off / Ponding
Improper Sealant Works

A
B
C
D
E
F
G
H
I
J
K
L
M
N

Damaged / Broken
Missing / Not Installed
Not Leveled
Others
Stained
Substandard Installation
Scratched

LIGHT FIXTURE

MISCELLANEOUS FIXTURE

A
B
C
D
E
F
G
H
I
J

Damaged / Broken
Incomplete
Tilted / Slanting
Others
Scratch Painting / Stained
Misaligned
Substandard Workmanship
Incorrect Location

A
B
C
D
E
F
G
H
I
J

Damaged / Broken
Not Installed / Missing
Substandard Quality
Others
Scratch Painting / Stained
Misaligned
Substandard Workmanship
Incorrect Location

A
B
C
D
E
F
G
H
I
J

Dented
Improper Rubber Gasket
Loose
Others
Stained
Verticality Out / Tilted
Substandard Installation
Substandard Joints

10 MISCELLANEOUS

11 ?

12

A Poor Cleanliness
B Water Stagnant / Ponding
C
D
E
F
G
H

A
B
C
D
E
F
G
H

A
B
C
D
E
F
G
H

Revision 0 : March 2009

STAINLESS STEEL RAILING

16A- 1

DID MANUAL
Volume 11
Construction Management

Chapter 16
Maintenance / Defects Management

APPENDIX 16B

Sample Form of List of Defects


- Architectural and Electrical Works

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 16 MAINTENANCE / DEFECTS MANAGEMENT

APPENDIX 16B SAMPLE FORM OF LIST OF DEFECTS - ARCHITECTURAL AND


ELECTRICAL WORKS
Records of Defects List: Architectural
Project Name:
Block:
Note* : A Outstanding Works / B Defects / C - Observation
No.

Location
Level
Area

Description

Remarks

Status*

Main Contractor:

Consultant:

Project Team

Signature:

..

Name:

..

..

Date: .

..

Revision 0 : March 2009

16A- 2

Chapter 16 MAINTENANCE / DEFECTS MANAGEMENT

APPENDIX 16B SAMPLE FORM OF LIST OF DEFECTS - ARCHITECTURAL AND ELECTRICAL WORKS

Records of Defects List: Electrical


Project Name:
Block:
Note* : A Outstanding Works / B Defects / C - Observation
No.

Location
Level
Area

Description

Remarks

Status*

Main Contractor:

Consultant:

Project Team

Signature:

..

Name:

..

..

Date: .

..

16A- 3

Revision 0 : March 2009

DID MANUAL
Volume 11
Construction Management

Chapter 16
Maintenance / Defects Management

APPENDIX 16C

Recommendation Report for


Certificate of Completion of
Making Good Defects

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 16 MAINTENANCE / DEFECTS MANAGEMENT

APPENDIX 16C SAMPLE PROJECT TEAMS RECOMMENDATION REPORT FOR


CERTIFICATE OF COMPLETION OF MAKING GOOD DEFECTS
Our Ref:
Date:
To: (SO/PD)
Dear Sir,
(Insert Project/Package Title)
- Recommendation for Certificate of Completion of Making Good Defects
We refer to the above matter.
In accordance with the Conditions of Contract, we certify that the rectification works have been
jointly inspected in the presence of the Contractor, the Consultants and Project Team, and have
been found that the defects, imperfections, shrinkages and any other faults in respect of the Works
and described in Appendix A which were required to be made good under the Conditions of
Contract have been completely made good on ............................
*and other rectification works/other works described in Appendix A accepted with options as
follows:
*1.

Works accepted as it is and to deduct diminution of value in Final Account amounting to


RM ...........................

*2.

Works *rectified/*to be rectified by others and to be back-charged to Contractor and


deduction to be included in the Final Account amounting to RM .........................

We attach herewith summary of submission checklist as per Appendix B and draft of Certificate of
Completion of Making Good Defects for your kind signature.
Thank you.
Yours faithfully,

Project Team
(Note: * - To delete whichever not applicable)

Revision 0 : March 2009

16A- 4

Chapter 16 MAINTENANCE / DEFECTS MANAGEMENT

RECOMMENDATION FOR PREPARATION OF ISSUANCE OF CERTIFICATE OF COMPLETION OF


MAKING GOOD DEFECTS

Project Title:

Project No:

Contractor's Name:

Contractor's Address:

NO

DESCRIPTION

ACTION

1.0

Copy of signed Certificate of


Practical Completion
End of Defects Liability Period

To attach

Yes

No

To insert
date
To attach
comments
To attach
list
To attach
To attach

Yes

No

Yes

No

Yes

No

Yes
Yes

No
No

Yes

No

2.0
3.0
4.0

Joint site evaluation (Project


Team/Consultant/ Contractor)
Acceptance of Rectification

5.0
6.0

Consultants recommendation
Others (please specify)
We recommend for your
agreement for the preparation
of issuance of Certificate of
Completion of Making Good
Defects

REVIEW

COMMENTS

Prepared by:

.....................................
Project Team

16A- 5

Revision 0 : March 2009

Chapter 16 MAINTENANCE / DEFECTS MANAGEMENT

CERTIFICATE OF COMPLETION OF MAKING GOOD DEFECTS

USE JKR 203Y-Rev. 1/99


Perakuan Siap Memperbaiki Kecacatan

Revision 0 : March 2009

16A- 6

DID MANUAL
Volume 11
Construction Management

Chapter 16
Maintenance / Defects Management

APPENDIX 16D

Sample Bank Guarantee for


Guarantee Period
(Design Guarantee Bond)

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 16 MAINTENANCE / DEFECTS MANAGEMENT

APPENDIX 16D SAMPLE BANK GUARANTEE FOR GUARANTEE PERIOD


(DESIGN GUARANTEE BOND)
BANK GUARANTEE FOR GUARANTEE PERIOD
This Agreement is made the ............ day of ...................... 20 ...... between
............................................................................... Company's number ..........................
whose registered office is at ............................................................................. (hereinafter
called "the Guarantor") of one part and .......(insert Client's name)................................,
Company no. .............., a company incorporated in Malaysia whose registered office is at
.............................. (hereinafter called "the Employer") of
the other part.
WHEREAS
1.

This Agreement is supplemental to a Contract No. ....................... (hereinafter called "the

Contract")

made

the

.........

day

of

.....................

20

...

between

......................................................................................................................... of the
one part whose registered office is at ...................................................................................
(hereinafter called "the Contractor") and the
Contractor

has

agreed

to

Employer
design,

of

the

other

construct

part

and

whereby
complete

the
the

...................................................................................... Project No. ....................... for the sum


of Ringgit Malaysia ....................................................
. (RM ........................ )
2.
The Guarantor has agreed to guarantee the Employer against any defect or damage of failure
to the design, equipment, materials or workmanship of the Works in the manner hereinafter
appearing.
Now the Guarantor hereby agrees with the Employer as follows:
1.

If any defect or damage or failure shall occur to the Design, Equipment, materials or

workmanship of the Works then the Guarantor shall indemnify and pay the Employer
unconditionally on demand by the Employer in writing without proof or conditions and not
withstanding any objection by the Contractor or any other third party, the sum of Ringgit Malaysia
............................................................................. (RM ...........................) or such part
thereof as may be demanded provided that the Guarantor's liability to pay the Employer as
aforesaid shall correspondingly be reduced proportionate to any partial demand having been made
as aforesaid.

Revision 0 : March 2009

16A- 7

Chapter 16 MAINTENANCE / DEFECTS MANAGEMENT

2.

The Guarantor shall not be discharged or released from this Guarantee by any

arrangement between the Contractor and the Employer with or without the consent of the
Guarantor or by any alteration in the obligation undertaken by the Contractor or any forbearance
whether as to payment, time, performance or otherwise.
3.

This Guarantee shall be irrevocable and shall remain in force for a period of five (5) years

after the issuance of the Final Certificate for the Works.


Signed for and on behalf
of the Guarantor

)
)

(signature)
.........................................................
Name: ..............................................
Designation: ...................................
Company's seal/ stamp: ...............

In the presence of the


witness

)
)

(signature)
...........................................................
Name: .............................................
IC or Passport No. ..................................
Occupation: ...................

Signed for and on behalf


of the Employer

)
)

(signature)
..........................................................
Name: ............................................
Designation: ....................................
Company's seal/ stamp: ..............

In the presence of the


witness

)
)

(signature)
.........................................................
Name: ............................................
IC or Passport No. ......................................
Occupation: ....................

16A- 8

Revision 0 : March 2009

DID MANUAL
Volume 11
Construction Management

Chapter 16
Maintenance / Defects Management

APPENDIX 16E

Sample of Statutory Declaration

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 16 MAINTENANCE / DEFECTS MANAGEMENT

APPENDIX 16E SAMPLE OF STATUTORY DECLARATION


STATUTORY DECLARATION
(Insert name of Contractor's Director) of (insert NRIC no.) of (insert Contractor's company name)
do solemnly and sincerely declare:I am the (designation of the Contractor's Director) of insert Contractor's company name) engaged
for (insert title of contract) (insert the contract no.)
That the workmen who have been engaged by us on the works, including to the best of my
knowledge and belief all workmen employed by us and my sub-contractors (including "Labour SubContractor) have received all wages due to them in connection with such employment and that all
dues or contributions under the Employment Ordinance and any other laws relevant to the
employment of Workmen have been paid.
And I make this solemn declaration conscientiously believing the same to be true, and by virtue of
the provisions of the Statutory Declarations Act, 1960.

....................................................................
Contractor's Signature and Company's Chop

Name

..............................................

Date

..............................................

Declared at the Commissioner of Oath

Revision 0 : March 2009

16A- 9

DID MANUAL
Volume 11
Construction Management

Chapter 16
Maintenance / Defects Management

APPENDIX 16F

Recommendation Report for


the Issuance of Final Certificate

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 16 MAINTENANCE / DEFECTS MANAGEMENT

APPENDIX 16F

SAMPLE PROJECT TEAMS RECOMMENDATION REPORT


FOR THE ISSUANCE OF FINAL CERTIFICATE

Our Ref:
Date:
To:

Dear Sir,
(Insert Project/Package Title)
- Recommendation for Final Certificate
We refer to the above matter.
In accordance with the Conditions of Contract, we certify that the Contract Sum has been adjusted
as necessary in accordance with the terms of the above mentioned Conditions is RM .....................
and the amount paid to the Contractor under interim Certificates excluding retention fund is RM
......................... and that RM ...................... is a balance due *from/to the Employer *to/from
Contractor and subject to any deductions authorized by the Contract Conditions shall be a debt
payable from the thirtieth day after the issuance of the certificate.
The Contractor has satisfactorily submitted their Statutory Declaration *and the Design Guarantee
Bond (* delete if not applicable) vide their letter ref. ....................................
We attach herewith summary of submission checklist as per Appendix A and draft of Final
Certificate for your kind signature.
Thank you.
Yours faithfully,

Project Team

16A- 10

Revision 0 : March 2009

Chapter 16 MAINTENANCE / DEFECTS MANAGEMENT

RECOMMENDATION FOR PREPARATION OF ISSUANCE OF FINAL CERTIFICATE


Project Title:

Package No:

Contractor's Name:

Contractor's Address:

NO

DESCRIPTION

ACTION

1.0

Copy of signed Certificate of


Practical Completion

To attach

Yes No

2.0

Copy of signed Certificate of


Completion of Making Good of
Defects

To attach

Yes No

3.0

Copy of Submission of Statutory


Declaration

To attach

Yes No

4.0

Copy of Submission of Design


Guarantee Bond (if applicable)

To attach

Yes No

We recommend for your


consideration for the preparation
of issuance of Final Certificate

REVIEW

COMMENTS

Yes No

Prepared by:

......................................
Project Team

Revision 0 : March 2009

16A- 11

Chapter 16 MAINTENANCE / DEFECTS MANAGEMENT

FINAL CERTIFICATE
USE JKR 66A (Pin. 2/1999)
Perakuan Akaun dan Bayaran Muktamad

16A- 12

Revision 0 : March 2009

DID MANUAL VOLUME 11


CONSTRUCTION MANAGEMENT
PART IV : DEFECTS LIABILITY STAGE

CHAPTER 17

FINAL (COMPLETION) REPORT

Chapter 17 FINAL (COMPLETION) REPORT

Table of Contents
Table of Contents .................................................................................................................. 17-i
17.1

INTRODUCTION ....................................................................................................... 17-1

17.2

SCOPE ..................................................................................................................... 17-1

17.3

PROCEDURE............................................................................................................. 17-1
17.3.1 General........................................................................................................ 17-1
17.3.2 Project Information....................................................................................... 17-1
17.3.3 Project Description ....................................................................................... 17-1
17.3.4 Project Cost ................................................................................................. 17-1
17.3.5 Project Schedule........................................................................................... 17-2
17.3.6 Project Analysis ............................................................................................ 17-2

Appendix 17A

Sample Format Project Final (Completion) Report17A- 1

Revision 0 : March 2009

17-i

Chapter 17 FINAL (COMPLETION) REPORT

(This page is deliberately left blank)

17-ii

Revision 0 : March 2009

Chapter 17 FINAL (COMPLETION) REPORT

17 FINAL (COMPLETION) REPORT


17.1

INTRODUCTION
The procedure sets out the format and guidelines in preparing project final (completion)
report.
Refer to Chapter 19 of Volume 10 for the procedure on contract administration for Final
Account and Final Certificate.
This procedure for Final Report is read in conjunction with Chapter 11 (Records,
Drawings and Documentation) and Chapter 15 (Final Inspection and Hand over) of the
Manual.

17.2

SCOPE
The procedure covers both the conventional and design and build type of contracting.

17.3

PROCEDURE

17.3.1

General
The project final report is prepared by the Project Team at the completion of the project.
A concerted effort must be made to index and put all pertinent records of the project into
an organized archive stored for use on future projects. This report is prepared either in
English or Bahasa Malaysia as deemed appropriate.
The project final report describes the background, purpose and overall information of the
project including project scope, accomplishment, evaluation results and lessons learnt. It
also outlines the key conclusions and main recommendations.
This document serves to facilitate the dissemination of the knowledge gained from the
project. The lessons learnt from one project forms part of the common knowledge within
DID community. It will also serves as a guide to the Project Teams undertaking other
projects in the future.
A sample project final (completion) report is included in Appendix 17A.

17.3.2

Project Information
In this section, information on project name; owner; various Consultants involved and
Contractor will be included.

17.3.3

Project Description
In this section, overall and various elements of the project are described. The various
elements include civil, structural, architectural, mechanical and electrical services.

17.3.4

Project Cost
Cost information of the project e.g. budget; contract award; final contract sum; reasons
for major variations and unit cost for various construction elements are made available in
this section.

Revision 0 : March 2009

17-1

Chapter 17 FINAL (COMPLETION) REPORT

17.3.5

Project Schedule

Formatted: Font: Bold

Information on project original schedule, project final schedule at completion, delay(s)


and reasons for delay(s) is reported in this section.
17.3.6

Project Analysis

Formatted: Font: Bold

In this section, overviews of the successes and failures are reported. Analysis on the
performance of project key players e.g. Consultants, Contractor and Sub-contractors etc.
is included. Lessons learnt from the project are highlighted in this section.

17-2

Revision 0 : March 2009

DID MANUAL
Volume 11
Construction Management

Chapter 17
Final (Completion) Report

APPENDIX 17A

Sample Format
Project Final (Completion) Report
Building Projects

Revision Number :
Revision Date :

Revision 0
March 2009

Chapter 17 FINAL (COMPLETION) REPORT

APPENDIX 17A SAMPLE FORMAT - PROJECT FINAL (COMPLETION)


REPORT BUILDING PROJECTS
1.0

Project Name

2.0

Project Owner
(Division)

3.0

Design Consultants

Project Manager

Architect

Civil & Structure Engineers

Mechanical & Electrical Engineer

Quantity Surveyors

Landscape Architect

Planner
.
Geologist

Hydrologist

Project Purpose

Design Criteria

Scope of Contractor

Number Stories

Number Basement

Total Height

Total Built Up (without carparks)

Total Built up (with carparks)

Design parameters
- capacity or occupancy levels (ie.100m/person)

Structural System
Live Loads
Superimposed Dead Loads
Typical Slab thickness
Concrete grades

4.0

5.0

Project Description

General

6.0

Architectural

7.0

Civil

8.0

Structural

Revision 0 : March 2009

17A- 1

Chapter 17 FINAL (COMPLETION) REPORT

9.0

Foundation

Foundation type

Footing

Soil/Ground condition
1.
2.
3.
4.
1.
2.
3.
4.

Budget
Sub structure/ Superstructure
Contract Award
Sub structure/ Superstructure
Final Contract Sum
Sub structure/ Superstructure
Reasons for major variations
Sub structure/ Superstructure
Cost/sq. ft
Sub structure/ Superstructure - C/S
MEP
SYSTEMS
ID

10.0

Mechanical

11.0

Electrical

12.0

System

13.0
14.0

ID
Landscape

15.0

Cost

16.0

Schedule

17.0

Analysis

17A- 2

Air Conditioning and Mechanical Ventilation Services.


DOMESTIC COLD WATER
Fire Fighting System
Lift Services
Electrical Load Estimate
Lighting Level
Irrigation System
Drainage System

Plant & Plant Maintenance


RM
RM
RM

RM
RM
RM
RM

Original Schedule
Final Schedule report at completion
Days delayed at end of project
Reason for delays

Overview of the success of the contract

Analysis of performance of key players i.e. consultants,


contractors

Lessons learned

Highlight for future project reference.

Revision 0 : March 2009