September 2013

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Contents
1. Introduction
2. General Obligations
3. Field Engineering
4. Procurement and Materials
5. Construction, Fabrication and Installation
6. Inspection and Testing
7. Health, Safety and Environmental Protection
8. Planning, Progress measuring, reporting and Records
9. Deviation and Non Conformance
10. Contract Administration
11. Ad – Hoc support and special tasks
12. Authority and Responsibility for approvals, Instructions to Contractor and
Rejection of Works
13. Supervising Engineer’s Quality System
14. Final Technical Documentation
15. Supervising Engineer’s Close – Out activities
16. Project Procedures

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 The aim of this series of presentation is to give guidelines for the effective supervision of
a pipeline construction Project.

 We will try to convey DESFA’ s experience in such projects both as Owner and as direct
labor supervisor on its own projects.

 With the start of the Construction phase of a Project, just after the Contractor
nomination, the definition of a Supervision Body is mandatory by Law.

 Supervisors are placed permanently on site to implement and execute the

Project effectively and in line with the requirements of the Construction
Contract, the Legislation and the Good Engineering practice.

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 Supervision provide Confirmation to the Owner that the Works are progressing
correctly and is responsible for making recommendation to the Owner for the
take-over of the Works.

 Supervisors have the responsibility to reject any aspect of the Works which are
affected by a deviation / non Conformance.

 The choice of Supervision Body can be done either by direct assignment of an

expert brand or by tender procedure.

 For both uses the activities, obligations and responsibilities of the Supervision
shall be defined analytically. Here after we’ l proceed on a description of this
“SCOPE OF SERVICES”.
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The SUPERVISING ENGINEER shall:

 Review and comment the CONTRACTOR’s breakdown of the Works. The breakdown will be
used for the CONTRACTOR’s quality plans, for progress reporting and for recording completed
elements of the Works. Confirm that the scope of work is fully covered.

 Review the technical adequacy of the CONTRACTOR’s plans, procedures and method
statements. Check that the scope of the Works is covered and the requirements of the Technical
Data of the CONTRACT are incorporated. Such plans shall include quality plans and safety
plans. Check that the CONTRACTOR’s proposed list of (future) plans and procedures is
adequate.

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 Check that adequate plans, procedures and method statements exist prior to activities
performance and check that such plans and procedures are followed on a daily basis. Produce
supervision plans and reporting to match CONTRACTOR’s activities.

 Provide technical support to the CLIENT/PROJECT MANAGER in their dealings with

Authorities and other third parties.

 Perform planning, organization and administration of the Construction Supervision Team.

 Participate in all necessary site meetings, progress review meetings, etc. organized and
conducted by the CLIENT/PROJECT MANAGER .

 Check and sign the site log and all other documents required by law.

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The SUPERVISING ENGINEER shall:

 Review the field engineering output by CONTRACTOR to check compliance with the Technical
Data of the CONTRACT, the approved detailed design, regulations, local conditions and good
engineering practice.

 Review proposed field modifications to approved detailed design during construction by the
CONTRACTOR and notify OWNER / PROJECT MANAGER for any major modification. Reject
unacceptable changes.

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The SUPERVISING ENGINEER shall:

 Review CONTRACTOR’s procurement schedule and sub-contracting schedule. Check that the
schedules are followed.

 Review CONTRACTOR’s assessments of proposed vendors and subcontractors. Present comments

and propose further Assessments if considered necessary. Check that proposed vendors and
subcontractors are acceptable to CLIENT.

 Review vendors inspection and test plans in order to ensure that they conform to relevant job
specifications.

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 Check CONTRACTOR’s material receipt activities and ensure that materials are accompanied
with the correct and complete documentation complying with approved specifications. The same
applies for materials that are not purchased by the CONTRACTOR.

 Visually check the materials before their incorporation to the Project for any damage during
transportation and/or storage.

 Check that the CONTRACTOR’s material identification system operates properly and the
materials can be traced to their relevant documentation.

 Ensure that the CONTRACTOR’s material storage, protection and preservation activities comply
with the approved documentation.

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The SUPERVISING ENGINEER shall:

 Review and comment the CONTRACTOR’s plans for construction, fabrication and installation
activities.

 Review, comment and approve the CONTRACTOR’s procedures and method statements for
construction, fabrication and installation activities. Check that the proposed methods will meet the
requisite standards as determined by the Technical Data and good engineering practice.

 Conduct all supervision activities to ensure effective and efficient implementation of the Works
having as principal aim to inform the OWNER / PROJECT MANAGER that the Works are
progressing correctly and towards recommending CLIENT’s take-over of the Works.

 Supervise all civil and electromechanical works to be in compliance with the approved documents
and sign the relevant site quality forms.

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 Check that adequate plans, procedures and method statements exist prior to performing any
activity and such plans and procedures are followed on a daily basis.

 Review the CONTRACTOR’s itemization of special processes which will be subject to

qualification. Witness the qualification of such processes and secure the proper implementation
of them.

 Produce supervision plans to match CONTRACTOR’s activities.

 Keep a record of all supervision activities and findings using supervision checklists for specific
activities and locations.

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The SUPERVISING ENGINEER shall:

 Review, comment and approve the CONTRACTOR’s QA/QC Manual and Plan.

 Follow up the CONTRACTOR’s inspection and testing plans.

 Review, comment and approve the CONTRACTOR’s inspection and testing procedures. Check that
the proposed procedures meet the requisite standards as determined by the Technical Data and
good engineering practice.

 Check the CONTRACTOR’s schedule and confirm that the calibration of inspection, measuring and
testing equipment is done according to an approved schedule.

 Attend and perform field inspections and tests as dictated by the supervision plans

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 Inspect and accept each and every stage and phase of the Works, to ensure total conformity to the
approved drawings, specifications, contractual documents and international standards. Confirm
good engineering and construction practice. In the adverse case, issue a Non Conformance Report
(NCR) and follow up the CONTRACTOR’s response and compliance to the required corrective
action and sign upon completion.

 At the end, inspect the finished Works in accordance with the specifications, approved documents
and contractual requirements.

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The SUPERVISING ENGINEER shall:

 Review, comment and approve the CONTRACTOR’s H.S.E. Manual and Plan.

 Review, comment and approve the CONTRACTOR’s H.S.E. Procedures. Check that the proposed
procedures meet the requisite standards as determined by the Technical Data and good engineering
practice.

 Check every stage and phase of the Works and ensure that H.S.E. Manual, H.S.E. Plan and
Procedures requirements are fulfilled by the CONTRACTOR and notify the CLIENT / PROJECT
MANAGER accordingly.

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 Perform H.S.E. inspections. Confirm good engineering and construction practice. In the adverse
case, issue without any delay a Non Conformance Report (NCR). Follow up the CONTRACTOR’s
response and compliance to the required corrective action and sign upon completion.

 Ensure adherence to studies submitted to Authorities for this project, such as “Environmental
Impact Assessment Study”, “Safety Plan and File”, etc.

 Check and sign any document required by the law.

 Be subject to audits on H.S.E. issues by representatives of CLIENT/PROJECT MANAGER. Attend

similar audits to the CONTRACTOR.

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The SUPERVISING ENGINEER shall:

 Review and comment on the CONTRACTOR’s detailed programme for the execution of the Works
including the milestones in the time schedule.

 Monitor the timely execution of the Works against the approved schedule and if the case arises,
advise and propose to the CLIENT / PROJECT MANAGER necessary remedial actions to recover any
delay that may occur during the project’s execution.

 Identify and specify responsibility for each delay on the approved time schedule.

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 Independently measure and report weekly to the CLIENT / PROJECT MANAGER progress against
an agreed breakdown of the Works.

 Independently document and report the completion of separate elements of the Works against an
agreed breakdown.

 Comment to the CLIENT / PROJECT MANAGER on the monthly progress report issued by the
CONTRACTOR.

 Maintain detailed and accurate logs and records of all supervision activities.

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 Report monthly to the CLIENT / PROJECT MANAGER on all results of supervision activities. This
monthly report shall mainly set out matters relevant to and affecting the project’s milestones and
shall reflect actual situation. The report shall include as minimum information the following:

o Significant activities performed during the reporting month

o Main components delivered and incorporated into the project
o Activities covered by variation order with recording of manpower, involved CONTRACTOR’s
equipment and use of materials
o Main events
o Quality issues and outstanding matters
o Accidents or near misses (if any)
o Record of issues involving pubic Authorities
o Status of field engineering changes
o Record of any incident of “Force Majeure” or of any incident that could affect the progress of the
project
o Interface with other projects or Public Works and anticipated impact on the project
o Photographs of the construction activities

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The SUPERVISING ENGINEER shall:

 Issue notices of CONTRACTOR’s deviations and non conformances to the Works Contract, plans,
procedures, method statements, good practice or Law. Deviation Notices / Non Conformance
Report from the SUPERVISING ENGINEER are to be issued to the CONTRACTOR, with a copy to
the CLIENT / PROJECT MANAGER . Deviations / non conformances may relate, amongst others, to
the physical works, materials, documentation, equipment used, methods / procedures followed and
personnel employed.

 Immediately reject any part(s) of the Works that are affected by a deviation / non conformance. In
the special case only of any deviations / non conformances to the Technical Data that the
SUPERVISING ENGINEER considers to be minor, the SUPERVISING ENGINEER may consider
alternative proposals from the CONTRACTOR for the disposition of such deviations and non
conformances. The SUPERVISING ENGINEER shall reject any unsuitable proposals. The
SUPERVISING ENGINEER shall refer to the CLIENT / PROJECT MANAGER any CONTRACTOR’s
proposals for which the SUPERVISING ENGINEER considers that are fully acceptable. The
SUPERVISING ENGINEER shall then await the approval / rejection from the OWNER / PROJECT
MANAGER before informing the EPC CONTRACTOR.

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 Follow-up and confirm the disposition of deviations and non conformances.

 Identify any re-occurring deviations / non conformances which have common causes and request
corrective actions from the CONTRACTOR.

 The SUPERVISING ENGINEER should issue Deviation Notices and Non Conformance Reports
immediately upon discovery of the occurrence.

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The SUPERVISING ENGINEER shall:

 Verify the Works progress certificates and corresponding payment certificates issued by the
CONTRACTOR including those related to Variation Orders.

 Fully support the CLIENT / PROJECT MANAGER in the evaluation and settlement of
CONTRACTOR’s Variation Requests and claims.

 Check and comment the daily report submitted by the CONTRACTOR with regard to the works
performed during the day as well as the works expected to be performed the day after.

 Fully support the CLIENT / PROJECT MANAGER , both on site and in the Project office, in all
aspects of the CLIENT / PROJECT MANAGER ’s contract administration activities, including
support in dealing with Authorities and other third parties.

 Ensure that all legal requirements are followed by the CONTRACTOR. Take all necessary measures
to safeguard the CLIENT/PROJECT MANAGER from any potential liability.

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The SUPERVISING ENGINEER shall:

 Provide ad-hoc support to the CLIENT / PROJECT MANAGER and conduct any special tasks which
may be required from time to time.

 Support and respond to the ad-hoc requests of the Site Representative of the CLIENT / PROJECT
MANAGER .

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 The SUPERVISING ENGINEER has the responsibility and the authority to approve the documents
which he reviews, provided that external “approval” of the document is required by the Works
Contract or by the Law.

 The Technical Data and other parts of the Works Contract should indicate which documents
require external approval. Such documents should be returned to the CONTRACTOR within 10
DAYS. The SUPERVISING ENGINEER should not “approve” any documents which do not require
external approval by the Contract or by the Law. The SUPERVISING ENGINEER should review such
documents and issue Deviation Notices where applicable.

 The SUPERVISING ENGINEER should clearly indicate on the Document Approval Form the
document status. “Reviewed – No Deviation Notice issued” or “Reviewed – Deviation Notice
issued”.

 The SUPERVISING ENGINEER has the responsibility and the authority to issue Deviation Notices
and Non Conformance Reports to the CONTRACTOR. The SUPERVISING ENGINEER has the
responsibility and the authority to instruct the CONTRACTOR to propose corrective actions.

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 The SUPERVISING ENGINEER has the responsibility and the authority to approve / reject the
CONTRACTOR’s proposed disposition of minor deviations and non conformances.

 The SUPERVISING ENGINEER has the responsibility and authority to reject any unsuitable aspects
which may include, amongst others, physical works, materials, documentation, equipment,
methods and personnel.

 The SUPERVISING ENGINEER has the responsibility and authority to accept aspects of the works
provided that such (progressive) acceptance by the SUPERVISING ENGINEER is required by the
Works Contract or the Law.

 The SUPERVISING ENGINEER has the responsibility to verify the achievement of Mechanical
Completion and finally to recommend take-over of the Works by CLIENT.

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The SUPERVISING ENGINEER shall:

 Perform all his supervision activities within a framework of his own Quality System which should at
least meet the relevant requirements of CLIENT Specification (DESFA’s QA-SPC-001:
“Requirements of Contractors / Suppliers Quality Systems”), which also invokes relevant sections of
ISO 9000:2000.

 Keep and update a set of Project documentation in accordance with the CLIENT/PROJECT
MANAGER procedures.

 Be subject to audits on QA/QC issues by representatives of CLIENT/PROJECT MANAGER. Attend

similar audits to the CONTRACTOR.

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The SUPERVISING ENGINEER shall:

 Check and approve the ‘’as built’’ drawings presented by the CONTRACTOR.

 Check that complete and correct final technical documentation (FDP) is being assembled by the
CONTRACTOR throughout the execution of the Works Contract according to relevant CLIENT’s
specifications.

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The SUPERVISING ENGINEER shall:

 Produce a List (Punch List) for the outstanding works and any defects of the CONTRACTOR one
month prior to expected Mechanical Completion date. The List shall be updated following the
progress of remedial actions taken by the CONTRACTOR.

 Prepare and sign the Mechanical Completion Certificate and submit it to the CLIENT /
PROJECT MANAGER for issuance.

 Produce a close-out report which includes a recommendation take-over / rejection of the Works
and identify the records to support such recommendation.

 Update Punch List attached to the Mechanical Completion Certificate and finally issue the Punch
List completion Certificate.

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The SUPERVISING ENGINEER shall:

 Comply with the Project Procedures that are approved by CLIENT/PROJECT MANAGER

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