Construction Supervision Manual for Roadworks - JKR 20407-0003-90

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PREFACEThis Manual is intended primarily for the use ofgovernnent officers engageb in ah;'supervisi*n of aIKRRoad Contracts.

one of the probrens confronting anyone draftlng such aManual ls thg very r*ide range of lontract valuee anrirthe dtfficulty of makiig -tt"-- procedures andreconmendations appLicabre to both large and emall siteorganieations

rn order to make the Manuar as conpl.ete as possibre thesorution generalry adopted ie tL cater for rargenproJects. As a result, some of the procedures fonexample those dealing with the interaiiion of numerousindlvidrfal staff .in i comprehensive elte organi.satfonmay be inappropriate to ctnt,racts which engage onry oneor two techniclans on site. rn such casea staff nustuse their judgement ae to applt""uifltv.Irowever, ef f ective supervislon ie an essentlaJ.requlrenent for every proJect regiroress of indivlduatcontract s|ze and even oi the sfrafiegi, the englneerofficers who carrv resporisinlitiv-;;;; en'ure that thelgportant duties- ar*- p."rormedl ir- -p"rticular

thosewhich _carry the "mandaiory,, t"g-in--thI Manual. (seerndex for listlng under "nandat5rv ""g"rrements..l,Although the Manuar. hag been prepared for governnentofficers, nost of the proceduree are equallyappropriate to contracts supervieed by consurtancyorganiaatlons. rn order to achieve a uniiorm-ippr"r"t,consurtants' staff should compty -*iir, the Manualwherever poasibre. However, they should note thatspecial supprementary regulatiois -ippry to theirconduct of matters lucn as variatlong. f inancla.lauthority, t'ime extension, conpretion ino craime, etc.

Governnent instructions. circularsr r€gulations andstanding ordere, are updated from itme to tlne andofficers refe*ing to airy euch pubr.iciiionJ q"o["a inthe Manual- should ensure that ;h;t--i.r. the r,atesrvergion.

Arahan Teknik ( "laran ) are refe*ed to ln theManuaL sfmply as Arahan Teknik

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COIISTRUCTION SUPERVISION HATSUAIJ FOR COXTRICT ROAI)SONTg

cot{TExT8

CHAPTER ONE

CHAPTER TI{O

CITAPTER TIIREE

CHAPTER FOUR

CHAPTER FIVE

CHAPTER gIX

CIIAPTBR SFUEN

CHAPTER EIGTIT

CHAPTBR NTNE

CHAPTER TEN

CHAPTER EIJEVEN

CHAPTER TTIEIJVB

GENERAIJ APPROACH

STAFFING ARRANGETIIEilTS

T,EGAIJITIES

INCBPTION PROCEDURE

INSPECTION, TEFTIITTG AND APPROVAIJ

INSTRUCTIONS

MBASUREUENT AND FTNA$CIAIJ CONTROIJ

PROGhESS

REPORTg

DRAWTilGS

UTIITfTIE8 e TRTFFIC

COIIPIJETION PROCEDURE

PRACTICAI, HINTS FOR SITE STAFF

Construction Supervision Manual For Contract Roadworks

Cawangan Jalan, Ibu Pejabat JKR, K.L

1.01 The conceptual and design stages of roadprojects involve professionals from a variety ofdisciplines - economists, sociologists, planners,engineers and surveyors, as well as financial andlegal experts. When the projects enter their con-struction phases and if implementation is effect-ed under contract, responsibility for their admin-istration and control passes very largely into thehands of site supervision teams. The prime func-tion of such teams, of course, is to ensure that thetechnical requirements of the projects are met,and since the teams essentially comprise engi-neers and technicians it is natural that theseaspects should be paramount in the minds oftheir staff.

1.02 However, there is more to the supervisionof road contracts than engineering alone. Tovarying degrees, staff additionally have to fillthe role of quantity surveyor, lawyer, productionplanner, progress chaser and public relationsofficer. In a sense they are proxies for all thepeople previously involved in the preparation ofthe scheme who have now relinquished theirresponsibilities and authority to the engineersand technicians appointed to see the projectthrough its implemention phase to completion.The contractor is usually preoccupied with hisown problems of the day to day management ofconstruction operations and with the profitmotive. Accordingly, he is unlikely to be con-cerned with many of the interests that the gov-ernment has in the project.

1.03 For all these reasons it is important thatsite supervision staff and in particular those indi-viduals appointed to Resident Engineer posi-tions, see themselves in a total management rolerather than solely responsible for engineeringmatters. They alone, are both suitably placedand appropriately authorised to exert any realdirect influence on the contractor's performance.Only they are close enough to the project towatch and safeguard the various interests ofgovernment during construction.

1.04 Numerous and diverse as these manage-ment responsibilities are, the most importantaspects can be categorised under four mainheadings.1. Construction - ensuring that the works

are constructed in compliance with the designers intent indicated in the Drawings and Specification and in accordance with sound engineering practice.

2. Finance - ensuringthat measurementand payment processes result in correct payments to the contractor in accordance with the terms of the contract and also that the government's budgetary requirements are met.

3. Progress - ensuringthat construction is completed within the stipulated contract period or within the very minimum extra time that may be necessary to deal with absolutely unavoidable delays.

4. Public Relations - ensuringthat co-operation is obtained from the various government and private agencies and individuals whose interests and activities affect the project; also that inconvenience and danger to the public are avoided or at least minimised.

1.05 Even quite small road contracts involve anumber of individual supervisory staff engagedon inter-related duties. On larger jobs there maybe as many as 15 or 20 such staff and the super-visory and administrative processes they engagein can become complex. Because of this andbecause there is a strong element of technicaland financial accountability involved in theirwork, sound control is essential to ensure that allaspects of management are covered. That cannotbe achieved without a systematic approach care-fully regulating, integrating and recording thevarious site functions and staff activities.Further, site teams operate in locations remotefrom the central JKR establishment, but thatestablishment, carrying as it does the ultimateresponsibility, needs to be able to monitor andcontrol what is happening on site. It can only do

Chapter One

CHAPTER ONE :GENERAL APPROACH



so efficiently and effectively if there is a degreeof uniformity in procedure from site to site.Similarly, contractors need to know, when theyprepare their tenders and. organise their opera-tions, what to expect in the way of Engineersupervision.There are therefore two cardinal rules for themanagement of site supervision.1. Systemise2. Standardise

1.06 With a standardised system of site con-trol, supervision teams are well equipped tomeet their responsibilities but there are two fur-ther principles which must govern their work.Both are closely related. First, all site staff mustadopt a critical approach to the contractor's con-structional performance and commercial moti-vation. Second, they must establish and main-tain the initiative in matters which are intendedto be under their control.If it were true that all contractors acted at alltimes in a completely responsible and ethicalway there would be no need for independentsupervision. The fact that the supervision teamexists at all acknowledges that this ideal situa-tion does not exist and cannot be expected toexist. Pressure of work combined with stringentstaffing limitations may tempt the team to abdi-cate their supervision role to the contractor. He,probably better resourced, will usually happilyundertake the additional workload because itenables him to work the arrangement to his ownadvantage at the expense of proper compliancewith the contract. Quality control/testing andmeasurement matters are examples whichspring readily to mind in this connection andthey are both activities to which supervisionstaff must devote adequate time and apply strict-ly independent control.

1.07 The objectives, then, of the supervisionof road contracts should be to bring the projectsto a completion which is satisfactory from allpoints of view; realising the design intent andproviding, within the scheduled time and con-tracted cost, soundly constructed, durable roads,which will continue to give good service into thefuture without excessive maintenance cost orinconvenience.

1.08 The purpose of this Manual is to assistsite supervision staff to achieve these objectivesby,

a) demonstrating the powers and resources available to them under the contract,

b) defining their duties and responsibilities, and

c) detailing essential procedures and stan-dard forms, and outlining good supervision practice.

Guidance on these points is to be found in thefollowing chapters of this Manual. Much of itdeals with what amounts to recommended prac-tice upon which individual officers responsiblefor particular projects can exercise a certaindegree of discretion, depending on localisedrequirements and conditions. However, a num-ber of mandatory procedures are set down whichmust be complied with. In these cases themandatory nature of the provisions is noted inthe text. Officers appointed as Engineers tocontracts and their Resident Engineers areresponsible for ensuring that the mandatory reg-ulations are observed.

1.09 One last point needs to be made in thisintroductory chapter. Emphasis has beenplaced on the need for strong control and a crit-ical approach. However, the intention is not toencourage confrontation and contention on site.Supervision staff should not interfere undulywith the contractor's direction of his own opera-tions or act in such a way as to unnecessarilyobstruct his progress. Their concern should bethe end-products of quality construction, timelycompletion and correct payment. The contrac-tor's site organisation and the supervision teamcan form an effective partnership for the successof the project. Helpful co-operation on bothsides, combined with firmness from theEngineer's staff, is the desirable mix.

Chapter One



CONTENTS

2.01 "The Engineer" and Resident Engineer

2.02 Composition of.Site Teams

2.03 Single-Contract RE's2.04 Multi-Contract RE's2.05 Technician Staff2.06 Job Allocations2.07 Sectionalisation

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2.01 "The Engineer" and ResidentEngineer.All road contract supervision organisations inthe Department are formally headed by a seniorofficer appointed as "The Engineer" orSuperintending Officer (S.O.) under theContract*. Such officers rarely have a full timeon-site presence and much of their responsibili-ty is delegated to subordinates in ResidentEngineer** positions supported by staff primari-ly engaged on site duties.The relationship between "The Engineer" andthe site team is dealt with in the discussion oflegalities in Chapter 3; this chapter is concernedmore specifically with the practicalities ofstaffing structures established for on-site super-vision.

*Either of these alternative designations may beencountered depending on which Conditions ofContract form is used. In order to avoid constantrepetition of the alternatives the term "TheEngineer" is generally used throughout thisManual to refer to the person holding the con-tractual appointment - it is to be regarded assynonymous with "superintending Officer"(S.O.) in contracts where that term appears inthe definition clauses of the Conditions ofContract. Exceptions to the preference for theterm "The Engineer" are cases of exclusive ref-

erence to Form 203A Conditions of Contractclauses.

** Variants will also be found in practice for thedesignation "Resident Engineer" which isintended here to apply to the officer immedi-ately subordinate in contract terms to theEngineer or S.O. and who carries direct respon-sibility for the site staff organisation. He willnormally be the delegated "Engineer'sRepresentative" or S.O's Representative underthe Contract. The term "Resident Engineer"("R.E.") is used throughout this Manual for suchofficers regardless of their actual titles or designations.

However, before turning to the details of the on-site organisation, the matter of its departmentallinks should be mentioned. To a major extentthese operate between the Resident Engineerand the officer occupying the position of theEngineer, but the RE may, in addition, haveresponsibilities for reporting and other aspects ofhis job towards other senior officers in Districtor State JKR establishments, or in the JKRHeadquarters in Kuala Lumpur; in particular theCoordinator for the project. As a general rule thisManual uses the terms " JKR regional office orJKR HQ" for such cases. It is a matter for eachindividual RE, in consultation with his immedi-ate superior, to establish which office or officershe should deal with in connection with any par-ticular subject where this terminology is used.

2.02 Composition of Site TeamsThe make-up of the team depends very much onthe magnitude of the contract. On contracts oflarger value there is usually some scope for adegree of specialisation on the part of mostmembers of the team. Figures 2A and 2B showexamples of staffing set-ups that might apply tocontracts in the $15 - 20 million range and over.Assistant R.E. duties are sectionalised and thereare separate professional positions covering test-ing and Q.S. activities. A draftsman and a secre-tary/typist may also be provided.

Chapter Two

CHAPTER TWO : STAFFING ARRANGEMENTS



Smaller contracts have inadequate staffing lev-els to permit such specialisation, so thatResident Engineers themselves, possibly aidedby one assistant engineer or technical assistant,undertake all duties, except most works inspec-tion and field and laboratory testing work. Theminimum staffing requirement for contracts upto a value of $5 million may be regarded as aResident Engineer with either one or two techni-cians. In any event a technician capable of car-rying out the essential site testing must be pro-vided. For contracts in the range $5 - 15 millionadditional assistant engineer and technicianpositions should be provided.

2.03 Single-Contract R.E.'sThe preferred arrangement regardless of size is to have a separate R.E. organisation for eachindividual contract with a staff fully and unique-ly engaged on the supervision of that contract.The base should be an office established for thepurpose either on site or close to it. In remoteareas, living accommodation may be providedin site compounds under the contract.Where this is not the case, staff should findhousing as close as possible to the site office ornearest appropriate part of the project site.

2.04 Multi - Contract RE's.The ideal of self-contained site organisationscannot always be achieved, particularly wherecontracts are of low value and considerations ofstaffing economy and availability rule. In suchcases, Resident Engineers are often appointedwith responsibility for several JKR contracts(not necessarily all roadworks). They have theirbase in the regional offices of their superior offi-cers - usually State Directors JKR, or DistrictEngineers JKR - and travel out regularly totheir various contracts. It is very important thatResident Engineers who operate in this wayshould regard themselves essentially as site peo-ple and consciously maximise the time spentin on-site administration and the inspection ofwork in progress. As a general rule, gapsbetween visits to any individual contract in theircare should not exceed two or three workingdays. Furthermore, all subordinate staff, bothengineers and technicians, must be site based

and find housing as close as possible to the proj-ect

2.05 Technician Staff.Technician staff allocated to site inspectionduties should, in particular, have a full time sitepresence. If necessary, they must be prepared towork in excess of normal hours if the contractoris so permitted to operate, either during weekdays or at week ends. In such cases ResidentEngineers should specifically instruct and autho-rise their staff's overtime and arrange for addi-tional remuneration or "time off in lieu" inaccordance with central or regional JKR regula-tions. They should record the overtime hoursinvolved and ensure that the arrangement is notabused by staff simply sitting on site watchingoperations which could equally well be checkedout later during normal working hours.In organisations run by Resident Engineers fromregional offices, site inspectors and other subor-dinate staff should not be required to travel tothese offices for early morning job briefings orday to day duty allocations. The RE's shouldattend to such instructions during their regularand frequent visits to site and give such discre-tion to their staff as is necessary for distributingthe workload during intervening periods.

2.06 Job Allocations.Whatever organisational arrangement is adoptedfor any particular contract, staffing constraintsare likely to exist and effective supervision canonly result if staff are carefully allocated to thevarious duties and deployed efficiently. Thedetailed arrangement will, of course, depend to alarge extent on the size of job and staffing estab-lishment, the constructional content and thecompetence and experience of the individualsinvolved. The allocation of staff to the various duties willnormally fall upon the Resident Engineer andbefore undertaking this task he should determinewhat activities individuals are best suited to.Having decided upon staff/duty allocations, it isimportant for the R.E. to ensure that individualsare clear as to what their specific responsibilitiesare. The best way to do this is to set down in theform of brief Duty Lists the functions each indi-

Chapter Two



vidual will perform. In order to assist ResidentEngineers in the preparation of such instructionsa schedule of activities which need to be coverd-ed by one Duty List or another is given in Table2/1. Where staff carry responsibility for workitems delegated to subordinates, details of thedelegated duties should be included in the supe-rior's list so that, for example, an Assistant RE'sDuty List will show what Inspectors he isresponsible for and the duties they in turn under-take.In allocating duties to staff, Resident Engineersshould bear in mind the limitations of contractu-al authorisation or delegation. Whilst it may bequite acceptable for junior staff to prepareinstructions, orders and drawings and draft cor-respondence to the contractor, all of these mayprove ineffectual unless authenticated by the sig-nature of an officer who has been formallyauthorised or delegated to act in this way (seeChapter 3.06 - 3.07).

Table 2/1 - Duty Check-list

Site Inspection : a) Earthworks b) Drainage c) Major Structuresd) Minor Structures e) Culvert f) Pavement Courses, Kerbing g) Road Furniture, etcChainage limits, (or section areas) if appropriate

Approvals : Receiving Contractor's request for approvalChecks by:a) Technical Inspectionb) Survey c) Dimension d) TestingAssess results of checks; Sign and issueapproval or rejection chits.

Testing :Decide on day to day test programme and allo-cate testing staff to duties.Decide auxiliary test programme. Record results.

Undertake any statistical analysis. Check provision of listed equipment.Care, maintenance, replacement of equipment.

Instruction : Prepare, issue and/or sign each of following: Duplicate Book MemosSite Instruction Forms APP'sCertificates of Variationand related sketches/drawings. Circulate toDraftsman, Q.S.

Measurement : Site measure for prescribed items.Measure from drawings for prescribed itemsReceive Site Instructions & APP'sand action for measure.Keep measurement/payment records. Prepare interim certificates. Check Daywork Sheets.Prepare Materials-on-Site Valuation. VOP Valuations.Make regular Contract Sum predictions

Progress : Check contractor's initial and subsequent pro-grammes.Check S curve and progress chart. Update progress chart monthly. Organise Monthly Site Meeting. Minutes of Monthly Site Meeting. Organise Progress Photographs.

Reports : Prepare Two Monthly Report. Contribute specified items to T.M.R.

Drawings :Keep original drawings, prints, negatives.Receive Site Instructions, APP's, etc. and amendcontract drawings.Prepare supplementary drawings. Keep drawings register.Issue revised and supplementarydrawings to appropriate staff & contractor.

Services : Liaise with Service Authorities.

Chapter Two



Locate underground services.

Land : Obtain Land Plans.Liaise with land officers. Accommodation Works.

Traffic: Check and approve traffic diversion proposals.Traffic safety - patrol traffic routes, check diver-sion signs, barriers, warnings, etc.

Administration : Office Accommodation & Equipment.Despatch, receipt and filing of correspondence.Vehicles - allocation, maintenance, logkeeping.Staff attendance, leave, etc.

2.07 SectionalisationIf the staffing levels of sub-professional staffpermit such division, it is appropriate to earmarka number of technicians almost exclusively tosite inspection duties, the remainder being allo-cated to survey, testing and office work such asmeasurement preparation*, the keeping ofrecords and drawings, etc., and progress/pro-gramming work.The individual site inspectors are normallymade responsible for particular constructionoperations, for example, earthworks, pavementor structures, although on larger sites they maystill work within chainage limits and be respon-sible to a particular Section Engineer. The previ-ous experience and aptitude of staff will usuallybe a guide as to who does what in the field of siteinspection, but Resident Engineers should bearin mind the need to widen the experience of allsubordinate staff to cover as much of the super-vision activity spectrum as possible.Engineer staff may be deployed on the basis offunction, e.g. roadworks, structures, testing orQ.S. work, or given overall responsibility for allaspects of supervision for part of the site withincertain chainage limits. Only the largest siteswill normally have sufficient engineers to permitsuch sectionalisation, but if it is possible, deci-sions as to which system to adopt will dependupon constructional content and the field ofcompetence and experience of particular engi-

neers.* Site technicians will usually assist with actualon-site measurement.

Chapter Two



Chapter Two



CONTENTS

3.01 Employer-Contractor-Engineer Relationship.

3.02 Constituent Contract Documents.

3.03 The Importance of the Conditions of Contract.

3.04 Various Conditions of Contract Forms.

3.05 Detailed Application of the "Conditions". -

3.06 Authorisation of the Engineerand Delegation - Engineer's Representative.

3.07 Letters of Authorisation and Delegation.

3.08 Impartiality of the Engineer.

APPENDIX: The Application of theConditions of Contract to SiteSupervision.

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3.01 Employer - Contractor - Engineer Relationship.

Engineering contracts are Agreements betweentwo parties. On the one side "The Employer"being the organisation or individual commis-sioning the "Works"; on the other "TheContractor" who agrees to execute the "Works"in return for the consideration of the "ContractSum" payments. The two parties are nominatedin the "Conditions of Contract" and in the caseof roadworks undertaken for the Department"The Employer" is usually the Government ofMalaysia. Also defined in the Conditions of Contract is theposition of "The Engineer". He is not a party tothe Contract but acts as an agent appointed bythe Employer (together with delegated and sub-ordinate staff) to administer and supervise theContract. If he is not a government officer, his

appointment is usually the subject of a separateagreement with the Employer. There is no agree-ment between the Contractor and the Engineerand in legal terms the relationship between thetwo is bound solely by the terms of the workscontract. The contracts under which roadworks are exe-cuted for government provide the Engineer andhis delegated staff with wide ranging powers;they also place strong obligations on those sameofficers.

3.02 Constituent Contract Documents.

The documents which primarily embody thecontract and the aspects they cover are:1. The Drawings .- Detailing the technical

requirements.2. The Specification. - ditto3. The Bill ofQuantities - Dealing with the way

in which the works are to be measured for payment and providing estimated quantities and a Contract Sum figure.

4. The Conditions of contract - Providing a legalregulation for the way in which the contract isto be conducted and paid for. There are other constituents in most contracts such as the Tender, Forms of Agreement, Forms of Guarantee or Bond and various attached schedules but the four sets of documents noted above are those which site staff will most frequently encounter. A comprehensive listing of documents that may be contained in any contract :

LIST OF CONTRACT DOCUMENTS

1. DOCUMENTS FORMING ACTUALCONTRACT

a. Form of Tenderb. Letter of Acceptancec. Articles of Agreementd. Conditions of Contracte. Special Provisions to Conditions of

Contract

Chapter Three

CHAPTER THREE : LEGALITIES



f. Appendix to Conditions of Contractg. Drawings and Schedule of Drawings h. Specificationj. Bill of Quantities including Preamblek. Dayworks Schedule including Preamble

2. OTHER DOCUMENTS CONNECTED WITH CONTRACT & OTHER BOUNDIN-WITH-CONTRACT DOCUMENTS

a. Instructions to Tenderersb. List of proposed construction plantc. Programme submitted with Tenderd. Proposed site staff

3. BLANK FORMS USUALLY BOUND-IN-WITH CONTRACT DOCUMENTSa. Bank Guarantee for Perfomance Bondb. Bank Guarantee for Advancec. Gerenti Perlaksanaand. Register of Workers

3.03 The Importance of the Conditions of Contract.

It goes without saying that anyone involved inthe supervision of works must be fully conver-sant with the technical provisions of theDrawings, Specification and Bill of Quantitiesbut the importance of the legalities contained inthe Conditions of Contract may be less obvious.However, works contracts are legally constitut-ed agreements and those who administer them,particularly the formally appointed Engineersand Engineer's Representatives in ResidentEngineer positions must be aware of the way inwhich the "Conditions" regulate their activitiesand decisions. That is not to say that there shouldbe an excessive preoccupation with legalities -many contracts run throughout their full termwith very little recourse to the "Conditions" oneither side. The important thing for supervisionstaff is to know what legal back-up the variousclauses give, should it be needed.

3.04 Various Conditions of Contract Forms.

A complicating factor for staff trying to famil-iarise_ themselves with the legal provisions cov-ering roadworks contracts is that several differ-ent forms are in use. Conditions of Contract pub-

lished by the Federation International desIngenieurs Conseills (generally known as the"FIDIC Conditions") have gained wide accept-ance in international practice. In Malaysia, JKRForm 203 CEWI and the Conditions of Contractfor International Competitive Bidding (I.C.B.)derive largely from the FIDIC "Conditions"although there are some important detailed dif-ferences. Form 203A, also employed by theDepartment for a substantial number of road-works contracts, is rather less comprehensiveand differs widely in content and form from theFIDIC Conditions. In the local forms (and par-ticularly in 203A) some provisions whichappear in FIDIC have been extracted and appearinstead in the General Section of theSpecification which should therefore be readcarefully in conjunction with the "Conditions".In the case of FIDIC "Conditions" theDepartment currently uses the Third Edition. AFourth Edition has been published by FIDIC buthas not been adopted by the Department andFIDIC references in the main text of this Manualare therefore to the Third Edition unless other-wise stated.

3.05 Detailed Application of the "Conditions".

In order to encourage familarity and to give aguide as to where to look for the contractualbackground to any particular problem, theAppendix to be found at the end of this chapteris provided. It shows, by clause reference andnotes, the application of Forms 203A, 203CEWI, the I.C.B. "Conditions" and the Thirdand Fourth Editions of the FIDIC "Conditions"to practical supervision duties under the five fol-lowing headings.

A. Authorisation and Delegation. B. General and Procedural Matters. C. Ensuring Acceptable Standards of Work.D. Measurement, Variation and Payment. E. Third Party Issues.

This list and the Appendix by no means dealcomprehensively with all legal provisions con-tained in the "Conditions" but many of the issuesnot covered (for example some aspects of insur-ance, subletting, forfeiture, termination, arbitra-tion, etc.) require a high level of legal expertise

Chapter Three



and staff should remember that they can andshould, in such cases, turn to the Department'sLegal Advisors for assistance.

3.06 Authorisation of the Engineer and Delegation - Engineer's Representative.

Two. of the most essential legalities with whichsupervision staff are concerned are the mattersof general authorisation and delegation of pow-ers. It has been previously noted that the appoint-ment of the Engineer to the Contract is for-malised in the Conditions of Contract. He iseither personally named or designated by thegovernmental office he holds or, in the case ofsupervision by consultants, the firm may benominated. Most of the powers required for thesupervision and administration of the Contractand which are defined in the various clauses ofthe "Conditions" are ascribed to the Engineerwho in the words of Clause 2 of Form 203A"shall be responsible for the overall supervisionand direction of the Works" and who is evenmore simply defined in Form 203 CEWI and theother "Conditions" as "appointed....to act on theEmployer's behalf for the purpose of theContract". The Conditions of Contract also establish theposition of the "Engineer's Representative" orS.O's Representative whose duties are "to watchand supervise the Works and to test and examineany material to be used or workmanshipemployed in connection with the Works".The Conditions of Contract definitions whichhave been quoted above cover the supervisoryduties in only a very general way but there are ofcourse numerous detailed obligations and relat-ed powers additionally set out in the variousclauses of the "Conditions". Many of the claus-es only empower the Engineer* and because ofthis, and because the Engineer himself is notnormally present on site, provision is made fordelegation of;"any of the powers and authoritiesvested in the Engineer". However, the delega-tion is not a blanket one and it is necessary tospecifically declare what powers are delegatedand inform the Contractor accordingly. Furthernotes on delegation matters can be found in

Section A3 of Table APP/3 in the Appendix butit is emphasised here that the Resident Engineeror other appropriate officer should ensure that heis properly and formally appointed as theEngineer's Representative, that his delegatedpowers are clearly defined and that theContractor is informed of both in writing.It is not usual for the Engineer's Representativeto make further delegation and he should notpermit subordinate staff to attempt to exerciseauthority they do not have.** For example,whilst inspectors or junior engineers may identi-fy defective work they should leave theEngineer (or Engineer's Representative if dele-gated) to sign instructions for removal. T h esuspension (even petty suspension) of work isanother example which should be left to proper-ly authorised staff.

* There are however a few clauses which do alsospecifically empower the Engineer'sRepresentative.

** The Fourth Edition of the FIDIC"Conditions", however, contains a clause (2.4 -Appointment of Assistants) which is somethingof a departure from the previous edition andother "Conditions".

3.07 Letters of Authorisation and Delegation.

The most practical way to arrange detailed dele-gation is by reference to clauses of the"Conditions" citing either those intended to bedelegated or exceptions from total delegation. Atypical letter of appointment and delegation isgiven in Figure 3A on pages 3/7 - 10. Site staffwill rarely be called upon to draft such letters butif necessary, guidance can be obtained fromCircular KPKR 12/87 for Form 203A contracts,with suitable adjustment for clause numbers inthe case of other Conditions of Contract.On a point of important detail, it should be notedthat under a special Appendix to Form 203Asome contract provisions (Clauses 40, 43, 51, 52and 54), as well as Variation Limits underTreasury Instruction No. 202, may be excludedfrom the Engineer's powers and assigned toother nominated officers.Resident Engineers should be prepared to

Chapter Three



prompt the "Engineer" to their contract on mat-ters reserved for action by him. Officers autho-rised as "Engineers" to a contract frequently areresponsible for several other contracts and otherduties and may not be able to keep fully in touchwith their obligations on every job.

3.08 Impartiality of the Engineer.Finally in this chapter, it is necessary to return tothe subject of the Employer-Engineer-Contractor relationship as it exists under govern-ment works contracts. In the classic relationshipthe Engineer has a strongly independent stance,even though he is remunerated by the Employerand the service he provides is usually regulatedby a separate agreement for employment or con-sultancy. In many JKR contracts, the Engineerand all the supervisory staff are government offi-cers whose loyalties are naturally towards gov-ernment and the Department. The danger then, isthat the principle of strict impartiality on the partof the Engineer and his staff may suffer.It is a danger to be guarded against because,although the Engineer is given wide discre-tionary powers, he may ultimately have todefend the correctness and reasonable nature ofhis decisions during arbitration or common lawproceedings. Although it is perfectly legitimatefor government officers appointed to superviso-ry positions to watch the interests of theiremployer on any number of extra-contractualmatters (an approach encouraged in ChapterOne), on matters ruled by the contract, theEngineer must act impartially without favouringeither of the two parties. His first loyalty must beto the terms of the contract.

APPENDIX TO CHAPTER THREE

THE APPLICATION OF THE CONDI-TIONS OF CONTRACT TO SITESUPERVISION

PREFACE1. Chapter One of this Manual sets out the fourmain aims of contract supervision. Whilst theEngineer (or his Representative) may adopt var-ious tactics in order toachieve these ends, in thelast resort he has to rely on the powers which thecontract gives him and operate within the con-

tractual framework.2. Technical supervision of the Works is largelya matter of ensuring compliance with Drawingsand Specification whilst measurement and pay-ment regimes are prescribed either in the Bill ofQuantities or Specification. The organisationrequired and the day to day activities involvedin the technical and financial control of the con-tract are dealt with in the various other chaptersof this Manual.3. These arrangements have evolved largelyfrom the practical requirements of site supervi-sion and the legalities of the contract may rarelyneed to be invoked but there may well be timeswhen the Engineer (or his Representative) needsto have a clear understanding of what powers hehas and their limits. Table 3/APP which appearson the pages following this Preface demon-strates under five sectional headings the contrac-tual back-up that the Engineer has at his dispos-al to enforce compliance with the technical andother requirements of his project and ensureproper payment.4. These powers are largely contained in theConditions of Contract and the Table provides aprecis of various clauses and indicates theirapplication to the Engineer's duties and powers.Not every clause is dealt with because many areconcerned with situations with which the sitestaff will rarely be called upon to deal. 5. In addition to the strict reference to the text ofthe clauses of the "Conditions" occasional com-ment appears in the Table which is not specifi-cally so referenced. Such comment is containedwithin square bracketsthus: [ ]6. In order to accommodate the various versionsof the Conditions of Contract which are in useby the Department (see Chapter 3.04) the Tablehas columns and notes for the following"Conditions"

1. Form 203A2. Form 203 CEWI3. FIDIC Third Edition4. FIDIC Fourth Edition

No separate column is provided for the I.C.B."Conditions" because this recently introducedversion follows the Form 203 CEWI documentfairly closely.

Chapter Three



However, there are some differences betweenthe two and this is dealt with by providing anAnnex to the Table (on pages APP 3/30-31)which gives details of some of the clauses in theI.C.B. "Conditions" which differ from their 203CEWI counterparts. The notes in the Annex arecorrelated with ringed alphabetic references inthe 203 CEWI column of the Table. Where nosuch references occur the notes in the 203 CEWIcolumn can be taken to apply to the I.C.B."Conditions" without adjustment.7. Where notes extend across more than one col-umn in the Table, clause references are given inthe order that the columns occur from left toright.

Chapter Three



Chapter Three



CONTENTS

4.01 The Urgency and Importance of Inception Activity

4.02 Staff Deployment 4.03 Checklist 4.04 a) Notice to Proceed.

b) Right of Way (R.O.W). c) Insurances.d) Bonds.e) Plant Mobilisation.f) Plant Advances : Cash

Advances.g) RE's Office and Equipment.h) RE's Laboratory and

Equipment.i) Approval of Materials.,

Products and Sources.j) Contractor's Programme.k) Progress Chart and 'S' Curve.1) Correspondence and Filing

System; Drawing Register.m)Supp1lies of Standard Forms.n) Agree Site Procedures with

Contractor.o) Staff Assignments.p) Contractor's Staffing

Organisation.q) Initial Survey Checks. r)

Utilities.s) Public Relations.t) Site Safety.u) Assimilate Contract

Documents.v) Design Check & Redesign.

4.05 Conclusion

------------------------------------------------------

4.01 The Urgency and Importance of Inception Activity.

It is easy to get the idea during the first fewweeks of a contract period that because few con-structional. operations are underway the periodis a slack time for the supervision team when lit-

tle is expected of them. That is an erroneous anddangerous notion. Although there may be littlework to supervise on site, there are many activi-ties which demand attention and most of themneed to be dealt with as matters of urgency andimportance.First, there are essential contractual proceduresto be followed. Additionally, it is necessary toestablish supervision and administrative sys-tems, arrange for accommodation and trans-portation, attend to the planning and detailing ofconstructional operations jointly with the con-tractor and to assign staff to their long termduties. If these matters are not dealt with beforeconstruction starts in earnest, the day to daypressure of work later on may make it impossi-ble to complete the preliminaries in an orderlyway, or catch up with all the work involved inthem. As a result, the initiative for the controlthat should be exercised by the supervision teammay pass to the contractor and never be recov-ered.

4.02 Staff Deployment.It often happens that the supervision team is onlypartially mobilised at the beginning of the con-tract and those individuals that have arrived onsite may therefore have to accept that they arepressed into service for jobs they are not intend-ed to undertake in the long team.The inception period, then, is a period for care-fully marshalling staffing resources and tacklinga number of important duties in an energetic,resolute and systematic way. There follows acheck list of items to be attended to during theinception period. it is intended primarily forResident Engineers or other officers directlyresponsible for on-site organisations.

4.03 Checklist.a) Notice to Proceed b) Right of Wayc) Insurances d) Bondse) Plant Mobilisationf) Plant and Cash Advances g) RE's Office and Equipment

Chapter Four

CHAPTER FOUR : INCEPTION PROCEDURES.


h) RE's Laboratory and Equipmenti) Approval of Materials, Products and Sourcesj) Contractor's Programmek) Progress Charts and 'S' Curvel) Correspondence and filing system;

drawing registerm) Supplies of standard forms, etc.n) Agree site procedures with contractor o) Staff Assignmentsp) Contractor's staffing organisation q) Initial survey checksr) Utilitiess) Public Relations t) Site Safetyu) Assimilate contract documentsv) Design checks and redesignThe following sections offer guidance on how toact under each of the individual headings or pro-vide reference to other relevant parts of theManual.

4.04a) Notice to Proceed

Most Conditions of Contract* require theEngineer to order the commencement of work inwriting. Where there is such a requirement thisis an essential contractual preliminary since thewhole contract time schedule has its origin onthe date of the Notice. The Notice is normallyissued by the Engineer or JKR HQ. The REshould check that the Notice has been issued anddetermine from it the date by which works muststart and be completed.The giving of site possession is an importantcorollary and the R.E. should keep in closetouch with the land office and make urgent rep-resentations to it if there appears to be a dangerthat the possession dates prescribed in the con-tract may not be met. He should inform the con-tractor in writing of the dates on which individ-ual parcels of land will be available and careful-ly record dates of actual first occupation by thecontractor.

* In the case of form 203A contracts a "Date ofPossession" on which work is required to start isquoted in the Letter of Acceptance.

b) Right of Way (R.O.W.)

Members of the supervision team may find thatthe Right-of-Way has been demarcated prior totheir engagement for the project. In this casestandard pattern concrete markers as indicated inFigure 4A are likely to have been used*. If noboundary markers have already been establishedthe Resident Engineer must obtain the land plansand supply the contractor with the necessarydata for setting out the R.O.W. limits. For allprojects implemented after the date of thisManual land acquisition plans prepared by theDepartment will carry co-ordinates for theR.O.W boundary points.Although establishingthe R.O.W on the ground (like all setting outactivity) is a contractor responsibility it must becarefully checked by the supervision team's sur-veyor (see Chapter 5.04). The important dangerto guard against at this stage is that the contrac-tor may clear or carry out earthworks on landoutside the highway reserve, resulting in com-pensation claims from the owners. For someprojects the R.O.W limits are indicated on theroad layout plans. If copies of the land plans arenot immediately available, these can provide auseful coarse check (by simple scaling) on areasbeing cleared.(See also notes under Site Clearance in Chapter13, Section A)

* More often, the concrete boundary markersare not established until the contract works havebeen completed

c) InsurancesThe contractor is required under the Conditionsof Contract to provide insurances for the follow-ing:i) Contractors All Risks (CAR)ii) The Works, if not included in (i) ii)

Public liabilitiesiii) Workers Compensation, Socso, etc.No work should be permitted to commence onsite until these insurances have been effected.The RE should ensure that the originals of thepolicies, cover notes and premium receipts aresubmitted by the contractor to the office whichissued the Letter of Acceptance. Work shouldnot be permitted to start until the insurance doc-uments have been vetted in this way.

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d) BondsThe provision of a Performance Bond, Depositor Banker's Guarantee is also a contractualrequirement. The original Bond or Guarantee orthe Deposit should be lodged with the State JKRor JKR HQ who will obtain confirmation of thevalidity of the bonds etc. from the issuing bankor insurance company. The RE should ensurethat all these requirements have been met beforeallowing work to proceed on site.

e) Plant MobilisationMost contracts require the contractor to submit a list of plant he proposes to employ on the worksand the list (or any subsequent revision requiredby the Employer) becomes part of the contrac-tor's accepted bid. Under the terms of the con-tract the scheduled plant is vested in theEmployer. The RE should ensure that the con-tractor mobilises the plant that has been sched-uled and inspect individual items to ensure thatthey are in reasonable working condition and

Chapter Four



capable of providing the output required of themthroughout the works period. Although a fewitems such as pavers, etc. may not need to bemobilised immediately most plant involved inroadworks contracts is required at an early stage.

In particular, the RE should urge the contractorto make early preparations for the installation ofany heavy fixed plant he proposes to use such ascrushing/ screening plant, batching and concreteplant and asphalt manufacturing plant.Alternatively, the contractor must arrange forsupplies of bought-in products until such time ashis own equipment is operational.If Variation of Price features in the contract, theRE should take note of plant capacities for theV.O.P computations.

f) Plant Advances ; Cash AdvancesIf Plant Advances are provided for under theterms of the contract, further checking in con-nection with the mobilised plant is necessary.The contractor should be required to submit acomprehensive schedule including the follow-ing data on each item of plant against which theAdvance is to be made.i) Plant type, make, model and serial numberii) Date of manufactureiii) Date of purchase by the contractor iv) Original cost pricev) Purchase price to contractor if not tiv)vi) Claimed current valueThe details in the schedule should be carefullychecked against the items on site and the plantshould be seen to be in good, operable condition.It is then necessary to assess the current value ofeach item in order to check the contractor'sclaimed figure. One method is to take the newpurchase price quoted by the contractor (andverified with local agents or distributors) andapply accepted annual depreciations. The fol-lowing factors and residual values for differentplant categories may be useful in this connec-tion.Although this method enables a depreciatedvalue to be determined, the over-riding criterionshould be the current market value. State JKRMechanical Engineers and dealers in secondhand plant should therefore be consulted and theprices they quote should be weighed against the

calculated values in order to arrive at realisticvalues in connection with the Advance.Additionally, the Engineer or Resident Engineershould collect from the contractor the followingdocuments. 1. Original of the plant registration cards

where applicable2. Purchase ReceiptsThese documents, together with the authenticat-ed schedule of data and a report on the conditionof individual items prepared after the inspectionon site and the assessed current value are to beforwarded to the State QS or JKR HQ QS, asappropriate. A Bank Guarantee is required forthe Advance and the original of the bond mustbe obtained from the contractor and similarlyforwarded before payment of the Advance iscertified.When the Engineer is informed by JKR HQ ofthe amount of the Advance to be made againstthe committed plant, he or the RE will preparean interim certificate solely for the Advanceamount, separate from any other works pay-ment. The RE will note the amount for referencein connection with repayments under futureinterim certificates.Plant items included in the schedule must beheld in the contractor's own unencumberedownership - items under mortgage or formingthe subject of a hire purchase agreement mustnot be included.Cash Advances not secured by the plant are alsomade under some contracts. They usuallyamount to 15% of the Contract Sum (excludingProvisional Sums etc.)with a limit of $5.(l mil-lion and are made at the start of the contract peri-od. Payment for them should not be certifieduntil the following have been provided by thecontractor:-

Contract Insurances (see c above)Performance Bond (see d above) Bank Guarantee for Cash Advance.

Details of the required Guarantee for either typeof Advance are usually set out in the Conditionsof Contract together with arrangements forrepayment of the Advance from monies due tothe contractor under interim payment certifica-tion.

g) R.E.'s Office and Equipment

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If the-supervision team is to establish firm con-trol from the outset it needs to have its office andequipment provided at an early stage.

Almost invariably, the office is provided underthe terms of the contract and the contractorshould be urged and prodded to act quickly. Inparticular, telephone connection (or shortwaveradio if it is to be provided), electrical supply,water and sanitation should be pressed for. As agovernment officer the RE may be able to givethe contractor some assistance that he needs inthese connections and in obtaining local govern-ment planning consents, etc.Detailed requirements for the site office are nor-mally given in the General Section of theSpecification and shown on the Drawings. TheRE should ensure that the specifications are metand that construction is sound enough to ensurethat the offices are secure against weather andunauthorised intrusion and will remain sothroughout the contract period.

h) R.E.'s Laboratory and EquipmentAgain, provision of these facilities is usually acontractor responsibility, and is a matter ofurgency because no work can be permitted tostart on site until testing facilities are available.In the event of delay it may be possible for the

RE to arrange for assistance with preliminarytesting from JKR regional or other local JKRlaboratories. Alternatively arrangements can bemade with commercial laboratories for tests to

be carried out at the contractor's expense.As equipment for the laboratory is received fromthe contractor it should be checked against theSpecification schedule to ensure that it complieswith the requirements and is in suitable. workingorder. It should be carefully inventoried, quotingmake, model and serial number and the datashould be passed to the contractor for verifica-tion and confirmation.

i) Approval of Materials, Products and Sources

The contractor will require approval for materi-als and manufactured products which he propos-es to use in the early stages. Sub-base, crushedstone for road base and concrete drainage pipesare examples. He will probably also ask for gen-eral approval of the sources from which itemscome, that is, the quarries, factories and yards,etc. On receiving the requests the RE shouldarrange as follows.

1. Receipt of samples. A member of the supervision team should be present at the selection in order to ensure that the materialsubmitted is representative of the nominated

Chapter Four

PLANT TYPE ANNUAL DEPRECIATION % RESIDUAL %

Bulldozers 25 15Tracktor Shovels 25 15Wheeled Loaders 25 15Graders 20 15Hydraulic Excavators 25 15Mechanical Excavator 25 15Rollers 15 20Pavers 15 15Compressors 15 20Pumps 15 20Concrete Mixers 15 20Trucks 25 15Mobile Cranes 25 20Static Plant - Crushers, Concrete and Asphalt Plant

25 20



source and that material is available in sufficient quantities from it. Quarries should beinspected to ensure that material can be, andis being, recovered without contamination from overburden or other unsuitable materi-al and that equipment and methods will result in the supply of consistent and acceptable material.

2. Visit factories and yards from which manu-factured products are to be supplied to check that production and quality control methods will result in consistent and acceptable supplies.

3. Undertake such tests* as are specified and necessary for acceptance. If site testing facilities are not available at this stage the alternative arrangements noted in (h) may be adopted.

When the RE has satisfied himself on all thesepoints he should confirm the results of tests tothe contractor and issue written approval of thematerial and source subject to subsequent regu-lar site testing and the continuance of satisfacto-ry conditions at the particular quarry or factory,etc. It should be noted that there is no contractu-al obligation on the contractor to have sourcesapproved, or for the Engineer to give approval,but the arrangement is a sensible and practicalone which can be the subject of mutual agree-ment.With regard to products manufactured off - sitethe Department gives general certified approvalto some factories for periods of 2 -3 years at atime, subject to spot checks by the CentralLaboratory. In such cases it is, of course, unnec-essary for the RE to arrange for his own inde-pendent testing.The Resident Engineer may also be asked toarrange at an early stage for approval of trialmixes for cement concrete and job mix formulaefor asphaltic mixes.

* See "Guidelines for-Inspection and Testing ofRoadworks" and the relevant sections of thestandard Specification for Road Works.

j) Contractor's ProgrammeThe contractor is obliged under all Conditions ofContract forms except 203A to submit a works

programme within a specified period of theNotice to Proceed. The programme should beappraised for approval as soon as possible sothat the contractor can proceed with his planningand allow for any amendments that may berequired by the Engineer.See Chapter 8.06 for notes on programmeappraisal, etc

k) Progress Chart and 'S' CurveThe progress chart and 'S' curve are required tobe prepared by the contractor but they must becarefully checked by the RE or his staff. SeeChapter 8.07 for further notes.

l) Correspondence and Filing System; Drawing Register

As soon as any proposed secretarial or otherstaff assigned to these duties are available andappropriate office furniture is provided, the fil-ing system for correspondence and recordsshould be established.Arrangements for receiving and despatchingcorrespondence between the RE's and contrac-tor's offices should be agreed. The system adopt-ed for dealing with correspondence will dependvery much on the size of the project but shouldprovide suitable filing and, if necessary, distribu-tion and circulation arrangements.The most important point is to ensure that corre-spondence from the contractor is dealt withpromptly. If it is not it may result in delay to hissite operations and to claims for extra cost.The Drawing Register should also be preparedto record drawings made, issued and received.Copies of'contract drawing prints in suitablenumbers should be obtained for site and officeuse. See Chapter Ten for further details.

m) Supplies of Standard Forms, etcAnumber of standard forms are identified in thisManual. Copies of those required for the partic-ular contract should be obtained at the outsetfrom the State JKR office or JKR HQ in suitablenumber.A list of standard forms likely to be required isas follows:-

i)Duplicate Memo Book}ii) Site Instruction Form

Chapter Four



(Triplicate Book } Seeiii) A.P.P. } Chapt.iv) Certificate of Variation of Works/

PPJHK Forms } Six v) Buku Harianvi) Inspector's Daily Report Formvii) Culvert Formviii) Interim Certificate (JKR Form 66)ix) Standard Test Result Forms (as available)x) Staff Leave Application Form

In addition to standard forms it is necessary todesign forms unique to each contract site. Thesemay include the following:-

(a) Works Approval Forms(b) Weather Record(c) Non Standard Test Result Forms(d) Measurement Forms (various)

Non standard forms can be locally typed andphotocopied but if large numbers are anticipated(say over 500) arrangements can be made withthe JKR Printer.

n) Agree Site Procedures withContractor

As was seen in chapter Three the Conditions ofContract confer wide powers on the Engineerand his delegated staff for the administration andcontrol of the contract. However, they do not gointo detail, generally speaking, on procedures tobe adopted and these are very much a matter fordiscussion and agreement between the contrac-tor and the, Resident Engineer. At the earliestopportunity, the RE should meet with the con-tractor's staff and reach agreement on practicalarrangements to be adopted. In particular, theprovision of contractor's daily/weekly advanceprogramme and monthly progress report, andprocedures for site inspection, the use of anapproval chit system, site instructions, testingand measurement (including the scheduling ofpayment of the "preliminary" items) should beagreed. The meetings should be minuted torecord the details of arrangements agreed or thepoints should be recorded and confirmed in let-ter form.The Chapters of this Manual noted below arerelevant and may be consulted for guidance inconnection with these matters.Chapter Five: Site Inspection, Testing &

Approval

Chapter Six: InstructionsChapter Seven: Measurement and Financial

Control Chapter Nine : ReportsChapter Ten: Drawings (As Builts etc)

o) Staff AssignmentsAlthough all site staff may not be mobilised atthe start of the contract the Resident Engineerwill probably be given details of staff to beengaged eventually on the supervision team.The RE can therefore make staffing assignmentsand prepare Duty Lists at an early stage. SeeChapter Two for guidance on these points

p) Contractor's Staffing Organisation

The contractor should be asked to providedetails of individual staff to be employed in hissite organisation, the duties they will undertakeand the construction operations for which theywill be responsible. The Resident Engineershould review the credentials of the Site Agentand his deputy and assess the adequacy of thewhole contractor's site organisation, bearing inmind that the Engineer can ask for changes heconsiders necessary, or demand the replacementof contractor's employees considered unsuitable.

q) Initial Survey ChecksBasic survey information and setting out data forroad alignment, etc is usually given on the draw-ings but the RE should obtain any additional sur-vey data that may be available from the designteam,or other officers engaged in pre-contractactivity for the project. Armed with the data, theResident Engineer should, jointly with the con-tractor's staff, locate and identify on the groundall survey marks and reference points estab-lished earlier, including IP's, curve points andbench marks.As soon as the supervision team's survey staff*are posted to the site they should be engaged inchecking by instrument the co-ordinated valuesand elevations of the marks to ensure that thosescheduled on the drawings (or elsewhere in thecontract) are correct. The values should then beagreed with the contractor after correction of anyerrors that come to light. Any missing survey

Chapter Four



stations or setting out marks should be re-estab-lished from such agreed data as then exists. Allchecking work of this nature should be under-taken by the Engineer's surveyors working inde-pendently from the contractor, using separateinstruments.A further important early survey activity is therecording of original ground levels. Again, thework should be done independently and theresults agreed with the contractor and carefullyrecorded. The importance of the exercise war-rants close supervision by the RE himself. A dis-crepancy of only a few centimeters applied,either by genuine mistake or deliberate fraud,throughout the whole length of even a relativelyshort route can result in the incorrect payment ofmany thousands of ringgit. Once the earthworksare complete, verification of original ground lev-els is difficult.

* Seer Chapter 5.04 for alternative arrange-ments if no survey staff are appointed to the siteteam.

r) UtilitiesContact should be made with utilities' authoritiesat the earliest opportunity to work out arrange-ments for dealing with their services, locate theposition of installations and detail diversions etc.(See Chapter :Eleven)

s) Public RelationsIt is natural that local residents, land owners andothers with local interests should be concernedabout the effect that any major civil engineeringproject will have on their lives and livelihoodboth during and after construction.If approached by members of the public,Resident Engineers should deal with enquiriesin a helpful and courteous way, providing factu-al information about the project. Junior staff,however, should not discuss project matters withthe public but refer enquiries to their ResidentEngineer or regional chief officer. As a furtherword of warning no member of the site staff ispermitted to give interviews to the press ormedia, or divulge any project information tothem without reference to the ProjectCoordinator or other senior officer in the region-al office or JKR HQ.

On the practical side, Resident Engineers have aclear responsibility to watch the interests of localand travelling members of the public and ensureat all times that they are not put to unnecessaryrisk or inconvenience. Particular points to noteare that the contractor should not intrude intoprivate land outside the Right of Way, createunreasonable noise, dust or other nuisance orinterfere with, or damage, access to public orprivate property. The matter of responsibility fortraffic and the effect of obstructions and diver-sions is also important (See Chapter 11.08 -11.11).All of these responsibilities remain throughoutthe contract period of course, not only during theearly stages.

t) Site SafetyAlthough site safety is largely the concern of thecontractor, the Resident Engineer's total man-agement responsibility for the project make it amatter in which he must also take a hand. Heshould ensure that agreed safety precautions areobserved so that both the contractor's workmenand his own staff are not put at personal risk.The inception period is the time to discuss withthe contractor's Site Agent what safety rules areto be applied and what arrangements should beestablished for obtaining urgent professionalmedical assistance and transport to hospital inthe event of an accident. Additionally, at leastone member of either the contractor's or thesupervision team with suitable training shouldbe nominated as the person to render First Aid,and a First Aid Kit should be maintained in adesignated place to which access can beobtained at all times.In drawing up further safety rules, the followingpoints should be included.

(i) All staff engaged in, or supervising, site operations should be required to wear protective boots and "hard hats".

(ii) Contractor's superintendents and supervision team inspectors should carefully inspect scaffolding and walkways for elevated sections of structures to see that they are secure and also that ladders are securely fixed at topand bottom.

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(iii) All lifting equipment, slings, hooks and splices should be checked regularly for wear or damage and staff should be madeaware of the need to ensure that attachment systems are suitable for the particular lifting job in hand_.

(iv) Staff should ensure that all machinery guards and guardrails for static plant are maintained in place at all times.

(v) All excavations and trenches in which men have to work must be suitably strut-ted against possible collapse.

u) Assimilate Contract Documents

This is a fairly obvious requirement and onewhich becomes easier to meet as the Departmentincreasingly adopts standard Specifications,Drawings and Conditions of Contract. However,Resident Engineers should search the docu-ments for special provisions or unusual detailsand see that these are noted by the appropriatesite staff.It may not be possible to provide each memberof the supervision team with a full set of docu-ments, in which case- relevant sections shouldbe copied and presented to each individual - anactivity which can be undertaken in conjunctionwith the preparation of Duty Lists mentioned inChapter 2.06.

v) Design Check & RedesignIt is necessary at the beginning of. the contractfor the Resident Engineer to review the details ofthe design as presented on the Drawings and tokeep them under review as construction pro-ceeds, giving better access to the site and reveal-ing physical conditions which may not havebeen apparent to the designers. If changes arefound to be necessary or desirable the RE andhis staff can undertake redesign work or, if thisis beyond the competence or resource of thesupervision team, the JKR regional office orJKR HQ should be contacted to arrange forredesign. In any case, no major new designshould be introduced without reference to, andapproval of, the original design team and consid-eration of the financial and contractual implica-tions by the JKR regional office or JKR HQ.

Examples of design changes which are mostlikely to arise include the following.

i) Changes in vertical or horizontal alignment to economise earthworks quantities, avoid rock etc. or to avoid underground services.

ii) Relocate and re-size drainage culverts toensure that they are appropriate to hydrological conditions on site.

iii) The additional provision or deepening ofside ditches or provision of sub - soil drains to deal with underground water; general drainage re-arrangement to suit local drainage topography etc.

iv) Special provisions to deal with earthworks settlement or stability - removal ofsoft material below embankments, preloading, construction of stabilising berms, benches etc.; provision of revetments, changes in length and cross section dimension of designed retaining structures and drainage of cut slopes.

v) Subgrade improvement or replacement or strengthening of pavement construction to deal with weak subgrades in localised areas.

vi) The utilization of materials found in excavations on site which may be suitable andmore economical than designed materialsfor pavement construction e.g. sands, gravels or laterite for subbase, shoulders etc.

vii) Changes in foundation arrangements for structures in accord with soil conditions different from those predicted at the design stage.

viii) Changes in the layout or wording of direction or warning signs or road markings to accommodate traffic patterns or conditions which are different from thosedesigned for.

It is re - emphasized that careful considerationmust be given to the financial and contractualeffects of any proposed design changes. Wherethe changes constitute variations to the contractthe requirement of Departmental CircularKPKR BIL : 6/1988 for approval proceduresmust be observed.

Chapter Four



CONTENTS

5.01 Introduction

INSPECTION

5.02 The various Inspection Duties

5.03 Technical Inspection5.04 Survey Checks5.05 Dimensional Checks5.06 Non-Routine Measurement5.07 Reporting

TESTING

5.08 The Role of Testing5.09 Observance of Departmental

" Guidelines"5.10 Management of Testing

Activities5.11 Monitoring Role of Testing

Engineer5.12 Dealing with the Test Results5.13 Testing by Supervision Staff

Essential

APPROVAL

5.14 General Considerations5.15 Approval Chit System------------------------------------------------------

5.01 Introduction.The subjects of this chapter encompass whatmust be regarded as the most essential elementof all supervision by the Engineer's staff.The Conditions of Contract charge the Engineerwith the "...overall supervision and direction ofthe Works.." and his Representative's duties aredefined as "...to watch and supervise the Worksand test and examine materials and workman-ship.."

The work of the Resident Engineer therefore, in.his role as Engineer's Representative and asassisted by his site staff, involves presence onsite, watching the contractor's operations inprogress, the visual inspection of completeditems of work, checking for correct positioning,alignment and dimensional compliance of theworks, arranging and conducting appropriatephysical tests and appraising their results.These activities carry over logically intoapproval measures which enable the contractorto proceed with progressive or sequential opera-tions with reasonable confidence that his workwill meet with ultimate acceptance. Similarly,the Employer can then expect that acceptablestandards have been achieved throughout theprogress of the works provided of course that thewhole process has been tackled in a systematicand conscientious way.

INSPECTION

5.02 The Various Inspection Duties.Inspection duties can be regarded as falling intothe five categories indicated below.Technical Inspection Survey ChecksDimensional Checks Non-RoutineMeasurement Reporting.

5.03 Technical InspectionComprehensive information on the details ofTechnical Inspection activities is given in Part Iof the Department's "Guidelines for Inspectionand Testing of Roadworks". This sets out thenature of inspection duties for the various con-structional operations encountered in roadworksand makes recommendations for the level ofsurveillance in terms of proportional time andthe class of supervision staff to be assigned tothe particular duties.It is not intended to reproduce these technicalrecommendations here, but it is appropriate tocomment on one or two staff management mat-ters in connection with them.First, it is important that the operations and area

Chapter Five

CHAPTER FIVE : INSPECTION, TESTING AND APPROVAL



boundaries (denoted by drainage, etc.) subject tosupervision by each individual inspector arecarefully defined and that both the contractorand the inspectors themselves are clearly awareof the detailed arrangements. Declarations onthis subject should be made in writing to thecontractor and can additionally form the basisfor Duty Lists prepared for each member of thestaff as recommended in Chapter 2.06. T h escheduling of inspection duties and their alloca-tion on the basis of staff classes detailed in the"Guidelines" should provide useful guidance tothe Resident Engineer when assigning duties tostaff and in preparing the Duty Lists.Second is the question of superior officer'sresponsibility. A. high proportion of inspectionduties fall to the most junior staff on the supervi-sion team. However, as in all staffing relation-ships where superiors delegate work to subordi-nates, the senior officer carries the ultimateresponsibility and in construction contracts thereis a strong element of technical and financialaccountability. In order to cover their own posi-tion and safeguard that of the departmental chiefofficer for whom they work, Resident Engineersshould themselves make regular and frequentvisits to the works and ensure that their inspec-tor force is devoting sufficient time to on-siteactivities and is complying with the require-ments set out in this Manual and the"Guidelines". Resident Engineers based on siteoffices should attempt to visit the major opera-tions every day and for "travelling ResidentEngineers" based in regional offices the gapsbetween site visits should not exceed one work-ing day unless a low level of contractor activityon site clearly warrants a relaxation of the rule.

5.04 Survey ChecksThe setting out of the works is a contractor'sresponsibility but errors can result in seriousembarrassement to all involved in the contract,including the supervision team. it is thereforeimportant for the site staff to ensure that the con-tractor's setting out is correct and accurate.No Departmental manual on site survey practiceexists but Appendix A of Arahan Teknik 14/1'7"Model Terms of Reference, Detailed GroundSurvey and Engineering Design of Roads" givessome guidance as to what to expect from pre-

contract survey.Inception period survey procedures are noted inChapter 4.04 of this Manual but the followingpoints are worth noting here.The first inspection survey task is to check thatthe primary control of main intersection andcurve points has been correctly established fromthe provided coordinated data, together withtemporary bench marks for which the elevationvalues have been determined. The work of set-ting out the more detailed road alignment withdrainage intervals and major structure and sideroad intersections should follow.The site inspectors who carry out most of theTechnical Inspection will, generally speaking,not be competent to deal with this basic surveywork. It should therefore be undertaken bySurveyors or Survey Technicians. If the estab-lishment of the supervision team does notinclude such specialists, it will be necessary toarrange for the checking of the basic setting outto be done by Surveyors from JKR regional orother offices. Failing this Resident Engineersshould seek departmental approval to engage theservices of a Licensed Surveyor from a commer-cial firm. Even if Surveyors are included in theteam, the aim should be to provide a basic set-ting out system of pegs, pins and profile boards,etc., from which individuals responsible for theTechnical Inspection (who may be unskilled insurvey) can apply simple measurement, sightingor "boning" checks,.For example, road centre-line pegs should beestablished at say 25 metre intervals; profilesand slope stakes should be set up for earthworks,together with profiles for drainage run levels. Atmajor structures, pegs should be provided for theend points of offset string lines for foundations,walls, piers, etc.As a matter of general principle, checking of thecontractor's survey and setting out should bedone by supervision staff acting independently.Although a common peg system has to be used,separate chainmen, instruments, instrument set-ups, readings, recordings and calculationsshould be the rule in order to avoid the danger ofduplicated errorsAs a practical precaution against the need forexcessive repetition of survey work, it is soundpractice to reference, with triangulated or bear-

Chapter Five



ing ties, all major control points and the moreimportant local marks likely to be damaged ordemolished by construction plant.

5.05 Dimensional ChecksThese checks should be made by the individualresponsible for the Technical Inspection of theparticular work item. They are important toensure that design requirements are being met,and that what is being paid for is actually beingprovided by the contractor.Inspector staff must therefore be fully versed inthe dimensional requirements of the Drawingsand Specification, together with specified toler-ances. (The tolerances or permitted relaxationsof dimensional requirements may have paymentimplications which require inspector's action -see Chapter 7.04.)Most of the dimensional checks which have tobe made will be obvious to most inspection staffbut the more common ones are noted under thevarious operational headings in Table 5/1 forApproval Chat requirements on pages 5/19 - 21.

5.06 Non-Routine MeasurementThe whole subject of measurement for paymentis dealt with in Chapter Seven of this Manualand includes the involvement of inspection staffwhich arises to a lesser or greater extent depend-ing on whether separate QS or engineer meas-urement staff are engaged. However, it is to benoted here that even where special measurementstaff are employed, the inspector corps shouldwatch for the following.1. Special items which may otherwise slipthrough the routine measurement net, e.g. theremoval and replacement of unsuitable material,the use of non standard pavement course thick-nesses, etc.2. The use of Daywork which requires therecording of plant, labour and materialsemployed.

5.07 ReportingIn addition to the duties described in the forego-ing four sections, staff engaged on inspectionduties are also required to record not only theirown activities, but also information in connec-tion with those construction operations they are

supervising. Further details on this subject aregiven in Chapter 9.06 of this Manual.

TESTING

5.08 The Role of Testing.The conducting of physical tests on materialsand workmanship is a most essential part of thequality control regime required to be applied bythe supervision team and from a managementpoint of view needs to be regarded as integralwith the Inspection and Approval site proce-dures.

5.09 Observance of Departmental "Guidelines"

The subject of Quality Control testing formsPart II of "Guidelines for Inspection and Testingof Roadworks" which must be read in conjunc-tion with this Manual. The "Guidelines" definethe tests which should be carried out for the var-ious constructional elements and operations andalso establishes suitable levels or frequencies oftesting. It notes the discretion which can be exer-cised in this latter respect dependent upon thedegree of inspection applied and the consistencyof results achieved.It is important that all staff engaged on inspec-tion and testing duties and those officers respon-sible for approvals are fully conversant with thetechnical requirements and recommendations ofthe "Guidelines".

5.10 Management of Testing Activities.

Turning to the management aspects of testingactivities, it is difficult to be categoric about theassignment of such duties to staff, becausestaffing establishments vary so widely from siteto site. On the smallest jobs staffed with onlyone Technician or Technical Assistant, that per-son will have to undertake the required testsg-probably assisted bycontractor"s labour hecarefully supervises. on larger projects there islikely to be a Testing Technician ora TestingEngineer in charge of the site laboratory andother testing staff. Even here, however, it is nec-essary to establish clearly who decides what test-ing is to be done for approval purposes ° a fur-

Chapter Five



ther item for the drafting of Duty Lists men-tioned in Chapter 2.06.Inspection staff are, of course, closest to theproblem, but on larger contracts staffed withSection Engineers, or full time ResidentEngineers it is preferable that these more seniorstaff (prompted by the inspectors and the raisingof Approval Chits under the system described inChapter 5.14, etc.) should requisition the testingservices from the laboratory. If the laboratoryhas a substantial work load and is testing for asectionalised site it is wise to keep a TestingBook in the laboratory in which requisitioningstaff note the tests and anticipated times inadvance, so that the Testing Engineer orTechnician can organise his working day andallocate equipment and ovens, etc.The results obtained from the requisitioned testswill be assessed for approval of the work itemconcerned, and failure will be noted on theApproval Chit and result in rejection. However,as soon as failure of any test is identified, itshould be notified immediately (and in the firstinstance verbally) to both the contractor's agentand the Resident Engineer and any other super-vision inspection staff concerned.

5.11 Monitoring Role of Testing Engineer.

In addition to the testing requirements raised bythe Approval Chit system, engineers or techni-cians appointed exclusively to testing positionsshould regard themselves as having a widerbrief. The Section Engineer or Inspector willrequire an answer to the "does it comply?" ques-tion for each particular part of the works, as itcomes up for approval. The Testing Engineer isconcerned with the overall and continuingrequirement for quality control of the works, allthe materials supplied and incorporated in themand the end result achieved. Accordingly, heshould regularly examine stockpiles of materi-als, e.g. aggregates, cement, bitumen and manu-factured items, and select samples for test underhis own independent programme and also patrolthe site in order to determine whether tests addi-tional to those requisitioned by the site inspec-tion team are desirable. The Testing Engineerwill also be involved in the testing of trialand job mixes submitted for approval by the

contractor for concrete and asphaltic pre-mixetc.

5.12 Dealing with the Test ResultsThe results of all tests undertaken in the site lab-oratory must be carefully and systematicallyrecorded and filed in the laboratory for easyretrieval and reference. The sectional headingsquoted in the Testing "Guidelines" provide auseful basis for the filing system. TestingEngineers in charge of site laboratories have anobligation to review the results, assess the con-sistency being achieved, inform their ResidentEngineers of requirements for improved controlin contractor's constructional or manufacturingprocesses and to contribute a summary of allresults to the Two Monthly Progress Report (seeChapter 9.07).

5.13 Testing by Supervision Staff Essential.

As a final and important comment on the subjectof site testing, it is worth reiterating and stress-ing a paint which is made in "Guidelines forInspection and Testing of Roadworks" To quotefrom the first paragraph of Part II on page 11,"As far as practicable, all quality control testing... should be directed and carried out by the staffof the ... Engineer..."It is completely inappropriate to the whole con-cept of Engineer supervision to establish a con-trol regime and then leave it to the contractor toorganise and conduct the individual tests him-self.

APPROVAL

5.14 General Considerations.What is under consideration here is approval forthe contractor to proceed with the next opera-tion. Contractually speaking, final acceptance of'the Works' or any part of it is not given until theCertificate of Making Good Defects or theMaintenance Certificate is issued. However, inorder to meet the practical need for stage bystage control, a system of "approvals" tied close-ly to the inspection and testing regime must beestablished. Verbal approvals are not adequatebecause they can give rise to confusion or dis-

Chapter Five



pute as to what has been approved and becausethey leave no record which ensures that all sec-tions and stages of the works have been system-atically included in the checking process.Further, whilst approvals noted and counter-signed by the contractor's agent are appropriateentries in the Daily Site Diary, they do not pro-vide a suitably convenient or complete record.

5.15 Approval Chit System.The method to be adopted for approval is the useof Approval Chits. Copies of typical blank formsand examples of completed forms are given inFigures 5A/12 and 5B/1-4 respectively on pages5/21 to 5/16.The Approval Chit is to originate with the con-tractor as a request for inspection and permissionto proceed with thesubsequent operation. It is tobe submitted in duplicate and;,be'dated andtimed at the time it is handed to the supervisionteam member who will initial receipt. Boxes areprovided for initialling by supervision staffresponsible for survey, technicalinspection/dimensional checks and testing, with,in the latter case, appropriate test reference num-bers. The particular work item and chainage lim-its or other defining data should be carefullyrecorded on the form and checked. When theboxes have been completed indicating compli-ance, signature for approval must be added,preferably by the Resident Engineer who datesand times the form and returns one copy to thecontractor. (Completion of the boxes need notnecessarily involve signature by the technicianor engineer making the check. The box can beticked by another member of the site staffinformed verbally that the check has been madeearlier e.g. an Inspector can tick for a Surveyor'scheck on setting out made earlier.)If the work is found after inspection or test not tocomply with requirements, the Approval Chitsmust be completed and returned in the same waybut indicating non approval and the reasons forrejection.The copy retained by the Resident Engineer is tobe carefully filed. It is suggested that the serialnumber should be prefixed by the Bill ofQuantities section number of the completed itembeing approved (not the subsequent operation)and the chits filed accordingly by section and in

date or chainage order.The work items and stages to which theApproval Chit system is to be applied are stipu-lated in Table 5/1. (Pages 5/19 - 21)

5.16 Notice Periods for Inspection and Approval.

It is necessary to establish periods of noticewhich the contractor must give to the supervi-sion team to inspect and test the work and with-in which it is reasonable to expect the ResidentEngineer or his delegate to return the form withapproval or rejection. These periods in workinghours are also noted in Table 5/1. Regardless ofthe notice periods quoted, the response period tothe Chit (that is the time taken to start checkingor other appropriate action) should not normallyexceed 2 working hours.The notice periods quoted in Table 5/1 do notinclude time that may be necessary for the com-pletion of developed strength tests. Examplesare cube results for structural and pavement con-crete and soil cement and soaked CBR's. In suchcases it will normally be necessary to add furthertime to the quoted notice periods to obtain testresults before the Approval Chit is returned.However, in special circumstances, permissionto proceed can be given before test results areavailable, provided all other checks are satisfac-torily completed and provided the contractoraccepts the risk of demolition of the worktogether with any subsequently built-on layersor parts if the tests eventually fail. ResidentEngineers or any member of their staff shouldonly make such a concession with the expresspermission of the Engineer or other superiorofficer. Permission will not be granted in caseswhich risk the demolition of cement or bitumen-bound pavement courses or important elementsof structures.If permission to proceed is given pending testresults and on the basis of the contractor's risk ofdemolition, the Approval Chit should carry asuitable acknowledgement from the contractorand the test results that are outstanding should benoted. Figure 5B/3 gives an example of anApproval Chit completed in this way.

5.17 Contractor's compliance with the System.

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Although most Conditions of Contract give theEngineer the right to inspect work for approvalbefore it is covered up and to reject work whichin his opinion does not comply, and although ingeneral terms the contractor is required "....toexecute, complete and maintain the Works to thesatisfaction of the Engineer..." there is no specif-ic contractual basis for the application of theApproval Chit system. It is therefore necessaryto come to a mutual arrangement with the con-tractor for the use of the system and its detailedprovisions. Most contractors will readilyagree because the arrangement helps them toensure ultimate acceptance, but if the ResidentEngineer or his site staff experience difficultiesin obtaining agreement or practical compliancewith it, the matter should be referred to theEngineer, Co-ordinator or departmental Chiefofficer.

5.18 Signing of Chits.Because of the mutual and non contractualnature of the agreement, the signing of theApproval Chits for either rejection or acceptanceis not strictly restricted to the Engineer or hisdelegated Representative, but as previouslynoted, it is preferable that the Chits should beendorsed by the Resident Engineer. If rejectionsof a major nature are issued by subordinate staffthey should be followed by confirmation by let-ter, or the issuing of a further Chit, in both casessigned by a delegated officer and marked"Confirmation of Approval Chit No....(Rejection)"Whatever arrangement is adopted for the sign-ing of the Approval Chits, all cases of non com-pliance with the technical requirements of thecontract must be brought to the attention of theResident Engineer.It is a wise precaution when coming to a gener-al agreement for the use of Approval Chits tomake a disclaimer in writing to the contractorthat the issuing of such a chit does not constitutefinal approval for the completed work iteminvolved. The model forms also carry a printednote to this effect.

5.19 Contractor's Abuse of System.It sometimes happens that contractors abuse the

Approval Chit system, applying little superin-tendence to their own labour engaged in thepreparatory work themselves, in the hope thatthe supervision team will pick up any deficien-cies or errors during the latter's checkingprocess. If the contractor persistently adopts thisapproach the thing to do is to issue a rejection assoon as the first fault is discovered and thenrepeat the process for each single defect as theChits are successively presented for approval.Otherwise, however, the supervision teamshould cooperate with the contractor's foremenand tradesmen, drawing their attention to faultsas the work proceeds so that by the time theApproval Chit is presented the item is accept-able and the subsequent operation can go aheadwithout undue delay.

5.20 Mandatory Nature of the System.The use of the Aproval Chit system in so far asit is defined in Table 5/1 and described in thischapter is mandatory for the Resident Engineersubject to the contractor's agreement as dis-cussed in Chapter 5.17

5.21 Culvert Approval FormsThese are standard forms in general use onmany roadwork contracts. Their content cate-gorises them as record forms rather thanapprovals, although they are used for acceptanceof founding conditions before the concreting ofbases etc. proceeds. They should be used inaddition to, not as a substitute for, the normalApproval Chits advocated in the earlier sectionsof this chapter. A copy of a Culvert Form blankis given in Figure 5C.

Chapter Five



Chapter Five

Contruction Supervision Manual For Contract Roadworks


CONTENTS

6.01 Introduction6.02 Specific Grounds for

Instructions6.03 Instructions for work; Circular

KPKR 6:886.04 Various Methods of Instruction6.05 Verbal Instructions6.06 Normal Correspondence6.07 Duplicate Memo Books6.08 Site Progress Meetings6.09 Site Diary Entries6.10 Site Instruction Form6.11 Engineer's Instruction (A.P.P.)6.12 Variation Order Form 6.13 Drawings

------------------------------------------------------

6.01 Introduction.If it were possible to devote unlimited time andresources to the preparation of contracts and ifcontractors always complied strictly with theirrequirements, site instructions from the supervi-sion team would be unnecessary. However, sucha situation will never be realised. Contract doc-uments are inevitably prone to error and inaccu-racy, or are less than fully comprehensive, whilstcontractor's performance, at some time or anoth-er, is bound to be imperfect. The issuing of siteinstructions to overcome these deficiencies istherefore a necessary and important part of thesupervision staff's duties.

6.02 Specific Grounds for Instruction.Some of the more specific reasons for the needfor site instructions can be categorised as fol-lows:

a) to provide, clarify or amplify details of work already explicitly or implicitly con-tained in the contract;

b) to order extra work rationally connected with and necessary for the project;

c) to omit work originally included in the contract but which is found to be unnecessary;

d) to introduce changes in design (as pre-sented in the Drawings or Specification) for technical, financial or progress reasons;

e) to instruct work to be undertaken by Daywork - see Chapter 7.08;

f) to indicate the applicability of a particularunit rate to an original or added item of work;

g) to eliminate conflicts between the con-tract's constituent documents;

h) to enforce the contractor's compliance incases of actual or potential non-compli-ance with the requirements of the contract;

j) to order the removal and replacement of defective or non-complying work;

k) to order the removal of contractor's staff;1) to re-programme or accelerate the works;m) to suspend the works.

Instructions under all of these headings may begiven legitimately within the terms of the con-tract but those which constitute variations may(and in most cases will) result in changes in cost.

6.03 Instructions for Work; Circular KPKR 6:88

Before any instruction for work is issued by anymethod whatsoever, the requirements ofCircular KPKR 6:88 must be considered. If thework involves a contractual variation, then therules for obtaining financial approval operateand the instruction cannot be issued withoutsuch approval. The Circular sets out the pro-cedures which have to be followed and detailsthe make-up of approving committees in variouscircumstances. (See also Chapter 7.11Certificate of Variation of Works)

6.04 Various Methods of Instruction.

Chapter Six

CHAPTER SIX : INSTRUCTIONS



Instructions may be issued to the contractor in anumber of ways. Verbal communication andnormal correspondence are of course obviousmethods that feature in all site dealings and havea proper place, but in order to achieve the sys-tematic control that is essential to proper sitemanagement, the use of standard forms isstrongly preferred for many instructions, partic-ularly those connected with the ordering ofworks. They save time and effort, eliminate con-fusion or doubt as to what is required and pro-vide a convenient and permanent record of datawhich facilitates not only the control of con-struction operations, but measurement/payment,progress and archival matters as well.The methods dealt with in the following sectionsof this chapter under.individual headings areNon Standard-Form Methods.

i) Verbal Instructionsii) Normal Correspondenceiii) Duplicate Memo Booksiv) Progress Meetings Standard Form

Methods:v) Site Diary Entriesvi) Site Instruction Formvii) Engineer's Instruction (A.P.P.)viii)Certificate of Variation of Works ix) Drawings

6.05 Verbal InstructionsVerbal communication between supervision andcontractor's staff is both natural and convenient.At the man to man level of works operations it isessential and encourages good site relations.Instructions given verbally have the advantageof immediacy and "discuss-ability". However,they also have the serious disadvantage that theycan create confusion, or be disputed as to theircontent, or even as to whether they were given atall. For instructions which:

a) authorise or detail extra or variation works,

b) require measurement for payment,c) concern potentially contentious or

disputable issues, or.d) need to be recorded for any reason,

verbal instructions are obviously inadequate and, if given, must be followed promptly by confirmatioy written instructions of one form or another. The

confirmation should quote the date of theoriginal verbal instruction (and time if significant).

6.06 Normal CorrespondenceAll normal correspondence letters to the con-tractor must be typewritten on official letter-heads. They should be addressed to the contrac-tor's agent authorised to receive official commu-nications in connection with the contract and besigned by the Engineer or, if he is specificallydelegated* with respect to the particular subject,by the Resident Engineer. All instruction lettersissued under delegated authority must be copiedto the Engineer. Since most R.E.'s offices arelocated near the contractor's site offices, letterscan be passed by hand and it is a simple matterto organise an acknowledged delivery system.Normal letter correspondence is of courseappropriate for dealing with matters of contractadministration, contractual issues and for stric-tures or warnings in connection with the con-tractor's work performance. However, fordetailed work instructions they are less suitablebecause they do not provide data for the varioussite records in a convenient or manageable form.The standard forms (Site Instruction Formsand/or Engineer's Instructions - A.P.P.'s) shouldbe used for this purpose.ordinary letters can usefully be employed ascovering correspondence in cases where ampli-fication of the standard form details, or specialinstructions as to how and when the work is tobe executed, are required.

* See Chapter 3.06

6.07 Duplicate Memo BooksFor urgent field instructions Memoranda hand-written in Duplicate Books can be issued. Theycan be written and signed by Resident Engineersor subordinate staff and, unlike normal corre-spondence letters, can be addressed to.individualmembers of the contractor's staff. They are par-ticularly useful on small sites which have no typ-ing facility and for warning the contractor ofunsatisfactory work, or for giving advancewarning of variations.The pages of the Duplicate Memo Book should

Chapter Six



be serially numbered in duplicate and be pre-fixed, when issued, with the writer's initials. Ifthe time of issue is significant it should be addedto the date.Distribution of the copies should beas follows.Top Copy to the contractor's staffmember or office. Second Copy (after coun-tersignature by the top copy recipient) to theResident Engineer for his filing system.Staff issuing such Memos must pass the secondcopy promptly to the Resident Engineer whowill decide whether the matter is sufficientlyimportant to warrant endorsement of the instruc-tion with a typewritten version on an official let-terhead or standard form signed by the Engineerfor himself if appropriately delegated).

6.08 Site Progress MeetingsInstructions can be conveniently passed on atthese meetings which have the advantage of dis-cussion between supervisory and contractor'sstaff. The item should be carefully minuted forcirculation to the contractor and, if concernedwith an order for work, followed by a SiteInstruction Form, APP Form etc. - see Chapters6.10 and 6.11.

6.09 Site Diary EntriesInstructions given verbally are often recorded inthe Daily Site Diary (see Chapter 9.05) and arecounter-signed by the contractor's staff memberreceiving themThis provides an authenticated record and thereis no reason why the practice should not contin-ue. However, the entries do not provide datawhich can be conveniently disseminated sys-tematically to the various site records, or whichcan be readily retrieved. Nor do they necessarilyconstitute instructions passed between formallyauthorised officers on both sides. They shouldtherefore not be regarded as a substitute for theuse of Site Instruction Forms and/or Engineer'sInstructions (APP'S), which are dealt with in thefollowing two sections.

6.10 Site Instruction FormThis is the first of a three-tier system of standardwork instruction forms which is an essential partof operational and financial control for JKRroadwork contracts. The forms should be used

for any of the cases listed under items a) to f) inChapter 6.02.Common examples of clarification or amplifica-tion which can be the subject of Site InstructionForms include the following.

1. Removal of unsuitable material below embankment or in cutting subgrade (giving chainage limits, widths, depths orother dimensions if possible).

2. Detailed position and invert level of ditches, drains and chambers only generalised on Standard Drawings.

3. Details of pavement course thickness or width only generalised on the contract drawings.

4. Location and dimension details of mass concrete or masonry retaining structures given only in Standard Drawing form in the contract.

5. Specifics of street furniture and fencing details only generalised in the contract drawings.

Copies of a blankSite Instruction Form andof a completed example are given in Figures 6Aand 6B respectively.The following further points apply to the prepa-ration of Site Instruction Forms.

a. They are to be issued in triplicate. Pre-printed books are the most suitable formpreferably with different colours for first,second and third copies.

b. They are to be serially pre-numbered in triplicate. on larger jobs it is desirable to keep one book for each section of the Billof Quantities and to prefix the serial number with the section number by hand in order to facilitate filing and retrieval.

c. They may be handwritten.d. They can be prepared by subordinate

staff but must be signed in triplicate by the Resident Engineer or an officer authorised or delegated under the con-tract to issue instructions. Primarily theintention is that the forms should be signed by the Resident Engineer. They must be addressed to the contractor's authorised site agent and delivered to himor his office. Attention is drawn to the requirements contained in Departmental Circular KPKR BIL 6/1988 for approval

Chapter Six



of any instructions which constitute variations.

e. Distribution of the copies of the Form is to be as follows.

Top Copy : to contractor's site agent. He (or authorised subordinate)must sign (in triplicate) on receipt.

Second Copy: to Resident Engineer's filing system after circulation to:

i) draftsman or technician responsible for drawings who will note any amendmentson the Master Set of prints (see Chapter 10.06) or other appropriate drawings.

ii) to site QS or officer responsible for measurement who will note requirementsfor measurement.

Third Copy: promptly to the Engineer, accom-panied by an estimate, prepared by the ResidentEngineer, of the cost of the work raised by theInstruction

f) There is provision on the Form for the method of payment to be declared as:

i) Bill of Quantities Item No. ...., ii) Rate tobe agreed,

iii) Daywork, or,iv) No additional payment.

One or other of the methods must be selected by striking out the other three. Ifthere is doubt as to whether an original Bill of Quantities item applies, or whether a new item is appropriate, the first method should be selected and the matter negotiated with the contractor,if soraised by him.If there is doubt as to whether the work involved in the instruction is covered by an existing rate, the last method should beselected.In the case of Daywork the word should also be added prominently in capitals to the text section of the Form. (Site Instruction Forms must be raised for all Daywork operations - see Chapter 7.08).

g) The text of the instruction should deal exclusively with the work item to be performed and kept as simple as possible butthe maximum of dimensional and location detail (and/or quantities if they can

be definitive at the time of issue) should be given. Explanation, conditions or other elaborations, if necessary, should bereserved to be provided in covering letters.

h) Simple sketches may be given on the faceof the Form particularly to establish location and dimension but also to provide constructional detail. If the matter is too complex to be dealt with by a simple sketch, supplementary or new drawing numbers can be referenced. (Site Instruction Forms can be used simply ascovers for the issuing of new or supplementary drawings).

The use of Site Instruction Forms for the purpos-es detailed in this chapter is a mandatoryrequirement which must be observed byEngineers and ,Resident Engineers, except incases where Engineer's Instructions (APP'S) areprepared and issued promptly to cover the par-ticular item. Even then, the use of SiteInstruction Forms preparatory to APP'S isstrongly recommended because of the way theycontribute to systematic site records and con-trols.

6.11 Engineer's Instruction (APP - Form JKR 203U/82)

The Site Instruction Forms provide a convenientmethod of issuing instructions to the contractorquickly from the site base. The second stage ofthe process is the issuing of an Engineer'sInstruction (A.P.P.). An example of a completedForm is given in Figure 6C.The following points apply to the preparation ofthe APP Forms.

a) The printed standard forms should be completed by typewriting and prepared in triplicate.

b) As their name suggests, they are to be signed by the Engineer (except as required in c) below).

c) Under contracts subject to Form 203AConditions of Contract with a completedAppendix to the Conditions, only officersnominated in the Appendix* can authorise and issue A.P.P. Forms which raise variations (Financial authorisation limits for each nominated officer are also

Chapter Six



set in the Appendix). See also the last paragraph of this Section with regard to Circular KPKR 6:88.

d) Reference is made in Paragraph 1 of the printed form to Clause 5 of the Conditions of Contract which gives the Engineer the power to issue instructions and also provides a blank for the insertionof other authorising clauses.

e) Paragraph 2 of the Form provides for thestatement of reasons for the instruction. In the case of instructions for the removalof defective work the reasons can be stated here. It is not essential to quote practical reasons for extra, omitted or varied work except as being ".....required(not required) in connection with the Contract..."

f) Paragraph 3 of Form makes provision forreference to the Site Instruction Form, Drawings or Specification covering the APP instruction.

g) The Forms for each contract are to be numbered (3 digit) in consecutive sequence as issued.

h) Distribution of the Form is to be as follows.First Copy to the contractor, who completes the acknowledgement section in triplicate and retains one copy.Second Copyto Resident Engineer's file.Third Copy to the Engineer.By photocopy to the further officers noted at the foot of Page 2 of the Form.

j) In cases where the APP Form is issued without a preliminary Site Instruction Form the Resident Engineer must ensurethat the APP is circulated in his site organisation for action similarly as detailed in Chapter 6.1.0 e M and (ii).

The APP Forms provide a formal confirmationof instructions given on site in one form oranother, but as previously noted, will most usu-ally follow a Site Instruction Form. Unlike SiteInstruction Forms, which are normally signedby the Engineer's Representative, the APPForms are not subject to review by the Engineerunder clauses of the various Conditions ofContract, since they are already formally autho-rised by him. The implications, with regard to

valuation, extra cost and time extension referredto in the "'Special Notes" on page 3 of the Formshould therefore be carefully considered beforethe APP is finally issued.Again, it is necessary to draw attention to therequirements of Circular KPKR 6:88. Approval,as required by the Circular, must be obtainedbefore issuing any A.P.P. Form which constitutesa variation to the contract, or is otherwise subjectto the Circular's provisions.

* See C1. 3(a)(ii) of the Form 203A Conditionsof Contract.

6.12 Certificate of Variation of Works(JKR 203V - Pin 4/83)

Site Instruction Forms and Engineer'sInstruction Forms do not necessarily create vari-ations to the contract, neither are all variationsthe result of either or both of these forms beingissued. However, where the subject of these firsttwo stages in the instruction process are varia-tions, the next step is to raise a Certificate ofVariation of Works, Form JKR 203V Pin 4/83 -It is a standard printed form (see Figure 7/G) andis signed by the Engineer.Certificates of Variation are a formal acknowl-edgement by the Engineer and the contractorthat an instruction which constitutes a variationunder the relevant clause of the Conditions ofContract has been issued and accepted for exe-cution. Although the standard printed forms con-tain (on the first page) space for detailing thework involved, they are less important for thatpurpose than they are for valuing the work andestablishing an agreed amendment to theContract Sum. since their purpose is primarilyconcerned with the financial aspects of the con-tract, notes on their preparation and use aregiven in Chapter Seven: Measurement andFinancial Control - see Chapter 7.11.

6.13 DrawingsThe issuing of additional or supplementarydrawings by the Engineer or his ResidentEngineer constitutes instruction to the contractorto undertake work which may or may not bevariations to the contract. In order to formalisethe procedure, however, it is necessary to issue

Chapter Six



such drawings under covering letter or SiteInstruction Forms, normally simply informingthe contractor that he is to carry out the workdetailed on the drawings.The preparation and issuing of additional or sup-

plementary drawings is dealt with in Chapter10.08.

Chapter Six

FIGURE 6A

JABATAN KERJA RAYA, CAWANGAN JALANCONTRACT : JKR/PERS/IP/39/91

From : Resident Engineer JKR

To: Site agent, Syarikat Bina Suprim

You are instructed to carry out the following workomit

Method of Payment SignedResident Engineer

1. Bill of QuantitiesDate: / / /

2. Rate to be agreed

3. Dayworks Received by

4. No additional payment Date: / / /

SITE INSTRUCTION NO. /

Contructions of Bandar Baru to Kampong lama Rd.



Chapter Six



Chapter Six

FIGURE 6CContinued

CATITAN-CATITAN KHAS SPECIAL NOTES

(a) Jika arahan ini menjadikan perubahan kepada Kontrak is hendaklah dinilaikan mengikut Klausa25 Syarat-Syarat Kontrak.

If this instruction constitutes a variation to the Contract, it shall be valued in accordance with Clause 2.5 of the Conditions of Contract.

(b) Jika pematuhan arahan ini meiibatkan perbelanjaan atau kerugian lebih darigada yang dijangkamunasabah menurut Kontrak, maka tuan hendaklah dalam tsmpoh satu bulan selepas menerima arahan ini, memberi notis secara bertulis tentang cadangan tuan hendak menuntutperbelanjaan atau kerugian itu kepada P.P. berserta dengan anggaran amaun perbelanjaan danatau kerugian tersebut.

If in compliance with this instruction involves expense or loss beyond that reasonably contemplated by the Contract, then you shall within one month of receipt of this instruction, givenotice in writing of your intention to claim such expense or loss to the S 0. together with an estimate of the amount of such expense and/or loss.

(c) Jika pematuhan arahan ini meiibatkan kelambatan dan lanjutan masa terhadap penyiapan Kerja-Kerja di bawah kontrak ini tuan hendaklah dengan serta nlerta memberi notis bertulis kepada P.P.

If in compliance with this instruction involves delay and extension of time for the completion of the Works under this Contract, you shall forthwith give written notice to the S. 0. .



CONTENTS

7.01 Measurement Obligations7.02 Staffing for Measurement7.03 Elements of Measurement7.04 Routine Items7.05 Extra Work Items7.06 Prime Cost Sums7.07 Provisional Sums 7.08 Daywork 7.09 Progressive Measurement;

Progress/Measurement Drawings

7.10 Interim Valuation and Certification

7.11 Certificate of Variation of Works; Certificate of Adjustment of Contract Sum.

7.12 Rate Fixing7.13 Variation of Price {Escalation} 7.14 Claims7.15 Final Account and Certification7.16 Budgetary Control7.17 Mandatory Duties7.18 The Importance of Independent

Control----------------------------------------------------------

7.01 Measurement obligationsIt was observed in the introductory chapter ofthis Manual that the financial aspects of supervi-sion work entailed "ensuring that measurement and payment proce-dures result in correct payments to the contrac-tor in accordance with the terms of the contractand also that the government's budgetaryrequirements are met."The first of these responsibilities the Engineerand his team carry for the Employer and theContractor alike; as government officers or

agents, the supervision staff have clear obliga-tions to the Department for the second.The work involved in meeting these obligationsis dealt with in the following sections of thischapter under the following headings:Staffing for Measurement Elements of Measurement Routine ItemsExtra Work Items Prime Cost Sums Provisional Sums Daywork Progressive MeasurementInterim Valuation and CertificationCertificates of Variation of Works andAdjustment of Contract SumRate Fixing Variation of Price ClaimsFinal Account and Certification Budgetary Control

7.02 Staffing for MeasurementIn large supervision teams, it is normal anddesirable for all measurement matters on site tobe handled by a Measurement Engineer orQuantity Surveyor supported by MeasurementTechnicians, all of whom devote their time sole-ly to those duties. On smaller projects however,the work is likely to be undertaken by theResident Engineer, with site measurement andcomputation attended to by technicians engagedprimarily on inspection duties and with supportfrom the QS Section of the JKR regional officeor HQ, particularly with variation documenta-tion, certification of payments and budgetarycontrol. Even where the site team has its own separatemeasurement section, it is important that there isgood liaison between the measurement staff andthose primarily concerned with construction -Section Engineers, Site Inspectors, etc.If this is not observed, details of work - particu-larly "extra work"* which does not come within

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CHAPTER SEVEN : MEASUREMENT AND FINANCIALCONTROL



the orbit of routine measurement - may fail to beproperly recorded. Accordingly, the duties ofSite Inspectors must be defined to include themeasurement (or reporting) of "variation" work,whether those Inspectors deal with routinemeasurement or not.Resident Engineers, whatever the staffingarrangement for measurement, must themselvesexercise control over the activity. They need toensure, not only that the detailed accounting isaccurate, but also that every item included in themeasurement is properly payable under theterms of the contract. Most important, however,is the R.E.'s accountability for the work of hissubordinate staff. It is easy for error or fraud tocreep in and, in order toguard against this, R.E.'s should make it clearthat everyone's work will be subject,. at the least,to random detailed checks.

*See-Chapter 7.05 for a definition of "extrawork" used in this context.

7.03 Elements of MeasurementAlmost all roadworks contracts for theDepartment have payment systems based on aBill of Quantities (B of Q) and it is contracts ofthis type that are dealt with here. Under this sys-tem, payments are determined from the follow-ing constituents.i) Routine items with unit rates included in the

original B of Q and detailed in the Drawingsand Specification.

ii) Extra work items for which instructions are issued during the construction period - Site Instructions, APP'S, Supplementary Drawings, etc.

iii)P.C. Sum items.iv) Provisional Sum items. v) Daywork.vi) Variation of Price Adjustments.vii) Advances paid / repayed (Plant, Cash or

Materialson-Site.viii)Retention witheld / released.ix) Other Deductions.

7.04 Routine ItemsA standard method of measurement has beenadopted by the Department for the preparation

and operation of workworks contracts. It isbased largely on the I.C.E. (U.K.) CivilEngineering Standard Method of Measurement(2nd Edition). In the contract documents, the"Method" is formulated in Preambles to eachSection of the Bill of Quantities. setting out rulesfor the way in which each item is to be measuredand its quantity calculated for payment. Everymember of the supervision team involved inmeasurement activity must familiarise himselfwith the PreamblesFurther, it is necessary to determine and agreewith the contractor how the actual dimensions ofthe measurement will be determined: either

a) by physical measurement on site, orb) taken from the Drawings or Specification

as standard.The aim should be to use standard dimensionsand measure "from the Drawings" whereverpossible. This approach is facilitated by the prin-ciple that it is an inspection staff responsibility toensure that designed dimensions are achieved inconstruction. If they are not, the routine remedyshould be to reject the work, not to measure sub-standard dimensions. If, exceptionally, substan-dard dimensions are accepted, it is theInspector's job to see that the details are record-ed for payment adjustment. Items may beencountered which quote standard thicknesseswith specified tolerances and where volumetricor weight units are quoted - for example,asphaltic bases and surfacings. Clearly these arealso cases requiring on-site determination of the"as constructed" quantity involving the inspec-tor.Centre line chainage, accurately established bysite survey, also facilities "from the Drawings"measurement and is usually adopted for longitu-dinal dimensions. Non-parallel features (e.g.some drainage runs), of course, require sitemeasurement.The site-measured or "from-the-Drawings"dimensions should be recorded on forms pre-pared for the purpose. The Department does notprescribe standard measurement forms and theResident Engineer or his measurement staffmust therefore design forms suitable for each ofthe items covered by their contract. Each formshould accommodate the following.i) Form Serial Number.

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7.06 Prime Cost SumsPrime Cost (P.C.) Sums do not feature in road-work contracts as strongly as in many other ofthe Department's work contracts, but items dooccur which require the specialist input ofNominated sub-Contractors or Suppliers andwhich call for the inclusion of P.C. Sums.Examples are special piling systems, prestress-ing, ground anchors, street lighting, traffic sig-nals, road signs and other street furniture, specialtypes of fencing and hydro seeding.

The specification and other technical detail forwork executed under P.C. items should be

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ii) B ofQ Item No. and Brief Description.iii) Date of Measurement.iv) Required Dimensions.v) Signature of supervision staff member.vi) Signature of contractor's representative.Examples of some typical measurement formsare given in Figures 7A - 7D.Where computation is simple, the measurementform can also show the extended quantity; oth-erwise separate calculation sheets must beappended, serially numbered and cross refer-enced to the measurement form.Generally, measurement should be a monthlyroutine with covered-up dimensions recordedduring the month as each section is executed andwith remaining data obtained during a singlejoint exercise with the contractor, at a regulardate agreed between the Resident Engineer andSite Agent. When the measurement forms andcomputation endorsed by the contractor areavailable, they must be summarised for the peri-od for each item. The measurement forms, anycalculation sheets and the summaries are then tobe filed together and in date order in theMeasurement File(s), which should have a sep-arate section for each B of Q item. A record ofthe work executed and measured should be kepton a set of Progress/Measurement Drawings -see Chapter 7.09.

7.05 Extra Work ItemsThis term covers work which is not specifi-cally defined in the contract documents butwhich is specially instructed by the Engineer or his supervision staff on Site InstructionForms, APP's or one of the other methods out-lined in Chapter Six. The instructions may con-stitute contractual variations as defined in theConditions of Contract but this is not necessari-ly so. They may, for example, be clarifications oramplifications covering work originally intend-ed to be included in the contract and for which aB of Q item already exists. (See Chapter 6.03 inconnection with authorisations which have to beobtained by the Engineer and his site staff underCircular KPKR 6:88 before instructions forsome "Extra" items are given.)The procedures for taking and recording meas-urements for such items are the same as those

outlined for routine items in Chapter 7.04 but,because of the danger that they may be over-looked, it is important that officers raising theSite Instruction Form or A.P.P. warn the appro-priate Inspector of the requirement for measure-ment and ensure that a copy is circulated to themeasurement staff as stipulated in Chapter 6.10(e) and 6.11 (j).As far as payment is concerned, where thenature of the extra work is the same as thatcovered by existing items in the B of Q the ratein that original item must be adopted for thenew work. If the extra work is not exactly thesame, but similar, the original rate should beused as a base and be suitably adjusted. If nosimilar rate exists in the B of Q it is necessary forthe Engineer to agree or fix a new rate - seeChapter 7.12. Alternatively, if there is real diffi-culty in establishing a new rate, payment can bemade on Daywork basis providing the work wasinstructed at the outset as Daywork - see Chapter7.08.There is provision on the prescribed SiteInstruction Form (see Chapter 6.10) for identify-ing the proposed payment method.Where new B of Q items are required, theyshould be allocated numbers in the appropriatesection of the Bill, following consecutively afterthe last item in that section in the original Billand should appear in this sequence in the month-ly valuations. Provisional or "Star Rates" may beused to value work under new items pending thefixing of final rates as prescribed in CircularKPKR 6:88. They should be clearly marked assuch in the Interim Certificate account.



obtained from the JKR design office or co-ordi-nator responsible for the project. For valuesexceeding $50,000 tenders must be called andthe work executed under a formal NominatedSub-Contract, arrangements for which are nor-mally handled by the appropriate JKR QSoffice. Advice on the Departmental regulationsgoverning such sub-contracts can be obtainedfrom the same office.For values less than $50,000 the Engineershould call for quotations and obtain committeeapproval for acceptance of the selected offer.Instructions should then be given for the work tobe executed under normal variation procedure(subject to Departmental regulations forapproval, etc) without resorting to formal sub-contract arrangements.Payment for work executed under NominatedSub-Contracts is made through the main con-tractor's interim and final certificates but theEngineer is required to inform the NominatedSub-Contractor or supplier of the amounts paid.Contract Sum adjustment is necessary for P.C.items by issuing a Certificate of Adjustment ofContract Sum (see Chapter 7.11), omitting theBill of Quantities P.C.Sum and substituting thevalue of executed work.Contractual provisions for P.C. items are con-tained in Clause 30 of the 203A Conditions ofContract and Clauses 58 & 59 of the 203 CEWIand I.C.B. forms. The term is not used in theFIDIC forms but Clause 59 covers the subject ofNominated Sub-Contractors. Regardless of theConditions of Contract form used, no expendi-ture should be incurred under P.C. items exceptby express instruction of the Engineer.

7.07 Provisional SumsProvisional sums are included in the Bill ofQuantities for work which at the time of tender,is of uncertain necessity, magnitude, definition,or detail, but which is regarded as being withinthe capability of the main contractor, withoutrecourse to specialist NominatedSubContractors, or Suppliers. All Conditions ofContract forms stipulate that Provisional Sumsare to be expended only if, and as instructed by,the Engineer. Written instructions (i.e. SiteInstruction and/or A.P.P.) should therefore be

raised for work to be charged againstProvisional Sums, but the instructions do notneed to be regarded as variations subject to theapproval procedures set out in Circular KPKR6:88 unless the estimated, or actual incurredcost, exceeds the value of the chargedProvisional Sum, as recorded in the original Billof Quantities.Payment is made after measure-ment in the normal way through the interim andfinal certificates and the Contract Sum is even-tually adjusted by issuing a Certificate ofAdjustment of Contract Sum (see Chapter7.11e) omitting the original Provisional Sum andsubstituting the actual incurred cost.Contractual provisions are contained in Clause30 of the 203A Conditions of Contract form andin Clause 58 of the 203 CEWI and FIDIC/I.C.B."Conditions".Provisional sums should not be confused withitems marked as having Provisional Quantities.The latter form an important element of road-works contracts executed under 203AConditions of Contract, which stipulate that alloriginal quantities not marked "Provisional" areto be entered in the account without re-measure-ment.

7.08 DayworkDaywork is work instructed and paid for on thebasis of the cost of plant, labour and materialsactually used, plus an allowance for overheadand profit. Daywork instructions cannot begiven for work covered by unit rates in the orig-inal Bill of Quantities but can (subject to thereservation in the following paragraph), be usedfor extra work items for which no B of Q ratesalready exist, or for work covered by Prime Costor Provisional Sum items.Whilst Dayworks are useful for work for whichit is difficult to establish a unit rate, they shouldonly be used as a last resort. Wherever possible,ordinary work instructions should be given andunit rates determined - see Chapter 7.12If it is decided that work is to be undertaken ona Daywork basis, special conditions apply bothto supervision of the operation and it's measure-ment. First, site staff must exercise control overthe type and numbers of plant used and general-ly ensure that the operation is conducted eco-

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nomically. Second, they must carefully recordand agree with the contractor the working peri-od of the plant and labour actually devoted to theoperation and the quantities of any materialsused. Rules for the recording of Dayworks dataare given in Clause 52 (3) or (4) of the Form 203CEWI/FIDIC/ICB versions of the Conditions ofContract and Clause 25 (d) of Form 203A. Acopy of a model Daywork Form is given asFigure 7E.The quantities obtained from the recorded dataare extended by the appropriate rates containedin the contract Daywork Schedule to producethe developed cost of the operation. These arecharged against new items, Provisional Sums orDaywork Section sums provided in the originalB of Q.

7.09 Progressive Measurement;Progress/Measurement DrawingsThe Measurement Files, in addition to the sheetsmentioned in Chapter 7.04 must contain acumulative record of quantities updated monthby month, so that when completion is reached,total quantity figures are available. However, thefigures obtained from progressive measurementmust be re-computed in a final measurementexercise for the whole completed works for allwork items, where this is practicable. The exer-cise should be based either on site measurementor the "As Built Drawings", depending on theitems involved (See Chapter 7.15).In order to assist the progressive measurementof the works, a comprehensive set ofProgress/Measurement drawings should bemaintained in the site office. These are preparedon paper prints of the road layout and structuralgeneral arrangement drawings. Several sets arerequired to accommodate the various itemsalthough colour coding can enable several simi-lar items to be recorded on the same sheet (e.g.subbase and base together and binder and wear-ing course together). The boundaries of eachmonth's completed work are edged in colour andthe month and measurement sheet reference aremarked. The use of these plans eliminates therisk of duplication or omission of sections ofcompleted work in the measurement.

7.10 Interim valuations and Certification

All Conditions of Contract provide for the con-tractor to be paid progressively for the value ofwork done and materials on site during theprogress of the work. Such payments are neces-sary to provide the contractor with the necessarycash-flow to finance his operations.Although corrections and adjustments can bemade in subsequent certificates, all interim val-uations should be as accurate as possible.Overpayment resulting from an excessive valu-ation may be impossible to recover in the eventof bankruptcy or default of the contractor. Onthe other hand, underpayment may affect thecontractor's cash flow to such extent that itdelays the progress of the project.The Form 203A Conditions of Contract requirethe S.O. to value completed work on a monthlybasis. The 203 CEWI Conditions allow for thecontractor to present a statement of completedwork value at the end of each month whilst theFIDIC Conditions provide for the contractor toattend for measurement and valuation, as andwhen required by the Engineer. However,regardless of which "Conditions" apply, it is nor-mal for interim measurement activities to beundertaken jointly with the contractor.After joint measurement and agreement of com-pleted quantities, a statement is prepared, signedand presented by the contractor, usually on amonthly basis. This must be checked against theagreed recorded quantities and signed by theR.E. or member of the site team responsible formeasurement. The contractor should beinformed of any amendments or deletions madeto the statement at this stage. An InterimPayment Certificate is then to be prepared by theResident Engineer for signature by the Engineer,or other officer authorised to issue payment cer-tificates. Certificates are to be prepared on JKRForm 66, a copy of which is given in Figure 7F.Before being presented to the issuing officer forsignature, they should be endorsed as correct bythe officer actually responsible for preparing orchecking the valuation. Full supporting detailsof the statement should be appended.Contractual requirementsfor the preparation ofthe statements and certificates are set down in

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Clause 47 of Form 203A Conditions of Contractand in Clause 60 (8) and (9) of the 203 CEWIConditions. In the FIDIC Conditions, Clause 60and the Part II Conditions carry the details whilstin the ICB version final payment arrangementsare dealt with in Clause 60 (10) and (11). Inaddition to the value of complete work executedunder the main contract, JKR Form 66 providesfor the following.

Payment/repayment of Plant or Cash Advances, Payment of Advances for Materials on site Nominated Sub-Contractors/Suppliers Accounts Variation of Price AdjustmentDeduction for Retention Various other Deductions

The following further points should be noted inconnection with the preparation of interim cer-tificates.

(a) Procedures for establishing the value of Plant Advances are dealt with in Chapter4.04 (f). Repayment terms for these Advances are prescribed in the Conditions of Contract. The amounts of Cash Advances, if they are a feature of the contract, and the repayment terms arealso both established in the Conditions ofContract.

(b) Advances for Materials on Site are paid in the interim certificates against claimspresented by the contractor. The claims must be checked by the supervision measurement staff to ensure that they arein accord with material actually existing on site and not incorporated in the worksat the effective end-date of the certificate period. Clause 60 (6) of Form 203 CEWIand I.C.B. Conditions of Contract andClause 47 (c) of Form 203A"Conditions"set out the terms under which Plant Advances are to be made - both forms allow for payment of 75% of the accredited value.Under FIDIC contracts provision is made in Part II of the "Conditions" under Clause 60.If materials are delivered to site substantial ly in advance of their incorporation into the works and are admitted for inclusion in the Advance Payments, peri

odic checks should be made to ensure that they remain on site and have not deteriorated in quality before successive certificated payments are authorised.

(c) Payment to Nominated Sub-Contractors/Suppliers is dealt with in Chapter 7.06.

(d) No retention is held on contracts with aresubject to form 203A Conditions of Contract but deductions for retention must be made in accordance with 203 CEWI and I.C.B. "Conditions" (Clause 60.9), the percentage and limiting amounts being quoted in the Appendix tothe Form of Tender. In the case of FIDICcontracts, retention requirements are detailed in Part II of the "Conditions".

(e) In cases where assignment arrangementshave been made for direct payment to Pernas Trading Sdn Bhd for materials (cement and reinforcing steel) supplied tothe contractor by that company, deductions of the same amount must be allowed for in the certificate. Details of the arrangement are given in Treasury Circular 11:1983 which contains copies of the standard forms to be used. Similararrangements are provided in Treasury Circular 5:1986 for the supply of cementto roadwork projects by manufacturing companies. In either case, the provisionsare usually contained in the Conditions ofContract (or Special Provisions).

(f) Payments may be included on an interimbasis for work executed as a variation before the Certificate of Variation is issued, provided the work hasbeen authorised by the Engineer (ona Form A.P.P.) after approval as required by Circular KPKR 6:88 (see Chapter 7.11).If new rates are required, provisional or 'Star' rates can be determined by the Engineer for valuation of the work pending approval of unit rates under the Circular KPKR 6:88 rules.However, care should betaken to-ensure that. nopayment is included for variationwork undertaken on the contractor's initiative, without formal instruction.

(g) It is necessary to determine how the

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general or preliminary items in the Bill ofQuantities are to be paid - what proportion and at what time. Unless the details are already specified in the contract documents, the break down into initial, periodic and final elements, or any other appropriate arrangements, should be agreed with the contractor, if possible before the first interim certificate is prepared. Many items can be paid month bymonth in the proportion of permanent work completed. Other items however, such as those covering insurance premiums, can be paid in full - at the time andto the extent that costs are met by the contractor.

(h) If a Certificate of Non-Completion has been issued (see Chapter 8.15) deductions must be made for 'Liquidated and Ascertained Damages in accordance withthe amounts set out in the contract - in theAppendix to the Conditions of Contract in the case of Form 203AConditions, andin the Appendix to the Form of Tender forForm 203 CEWI, and FIDIC and I.C.B. "Conditions."

(j) Minimum payment values are stipulatedfor interim certificates issued under Form203A and 203 CEWI Conditions of Contract (see Clauses 47(a) and 60 g).If such provisions are entered in FIDIC contracts, they are usually contained in the Part II Conditions, and the minimumvalue for I.C.B. contracts is given in the Appendix to the Form of Tender. In all cases, if the valuation of the interim payment covering value of work executed and materials on site does not reach the stipulated minimum, payment is held over until the next interim certificate is due or requested, as the case may be.

(k) Resident Engineers should consult the Engineer or their Project Co-ordinator asto the distribution of copies of interim certificates and supporting data. In all cases, however, one copy is to be forwarded to the contractor together with a copy of the amended detailed statement.

(1) All certificates must be typewritten.Print-outs are acceptable for supporting

statements. Any corrections must be signed by the issuing officer and in no case is correcting fluid to be used.

7.11 Certificate of Variation of Works;Certificate of Adjustment of Contract Sum

Certificates of Variation must be raised for thefollowing: 1) Work instructed on Site struction Forms or

A.P.P.'s (or by any of the other methods noted in Chapter 6.04) and which is not explicitly or implicitly included in the works indicated in the contract documents.

2) Changes-:in 'rate or price-consequent upon change in quantity or total Contract Sum, such as is_ provided under Clause 25(b) of the 203A Form Conditions of contract, or Clause 52(2) & (3) of the 203 CEWI and FIDIC versions, or in Clause 52 (2) of the I.C.B. "Conditions".

Although Certificates of Variation incorporateformal confirmation of instructions, they are lessconcerned with instruction than with authorisa-tion and it is important to realise that two autho-risation aspects are involved. First is contractualauthorisation which legitimises variation underprovisions contained in the Conditions ofContract; second is financial authorisation byGovernment which enables it to control and pre-dict expenditure on the project.The Engineer's powers for varying the works aregiven in Clauses 5'and 24 of the Form 203AConditions of Contract and in Clause 51 of theForm 203 CEWI, FIDIC and I.C.B. versions.The Engineer has no authority to order variationexcept as these clauses provide. Further detailand comment on these powers is given inSection D 3 etc., of Table APP/3.The regulations governing financial authorityfor ordering and valuing variations are containedin Departmental Circular KPKR 6:88. TheCircular's requirements, particularly those forapproval by committee, must be understood andcomplied with when Certificates of Variation ofWorks are prepared and issued.Both aspects of authorisation, contractual andfinancial, must, of course, be observed when theinstruction is first contemplated on site, long

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before the certificate is issued. Points to note in connection with the preparationand issuing of Certificates of Variation of Worksare as follows.

a) The Certificates must be prepared (typewritten) on form JKR 203V - Pin 4/83 -Certificate of Variation of Works. An example of a completedCertificate is given in Figure 7G on Pages7/22--24.

b) The forms are to be consecutively numbered for each contract and where appropriate should quote the number(s) of the A.P.P.(s) on which theyare based - they can aggregate up to threeseparate originating instructions.

c) The forms must be signed by the Engineer and are to be acknowledged bythe contractor on the last page. Althoughthe Engineer signs the Certificates, he must observe the requirements for obtaining authorisation and the financial limits, all contained in Circular KPKR 6:88.

d) The Certificates value the work and showthe effect on the Contract Sum but do notquote the New Contract Sum.The valuation of variations is based eitheron estimated or completed work quantities and on existing or agreed new* unit rates as appropriate. Rules for the application of existing rates, or the adoption ofnew rates, are given in Clause 25 of the form 203A Conditions of Contract and Clause 52 of the 203 CEWI, FIDIC and I.C.B. versions.For the purpose of interim payment, provisional or "Star" rates determined by theEngineer can be used, providing the variation has been authorised in accordance with Circular KPKR 6:88 and pending the approval of finally adopted rates, alsoin accordance with the Circular.

e) The Resident Engineer or other officer preparing the Certificate of Variation of Works is also required to prepare and attach a Certificate of Adjustment of Contract Sum (P.P.J.H.K.). When com-pleted, the form indicates the original Contract Sum, the total net value of all

previous adjustments, the value of the current variation and thus the New Contract Sum. A copy of a blank form isgiven in Figure 7H on Pages 7/25 - 26 and regulations governing its use are con-tained in Circular KPKR 9:88.

f) Copies of originating instructions e.g. Site Instruction Forms, A.P.P.'s, etc., should be attached to the Certificate.

g) The Certificate should be dated the day ofsignature by the Engineer.

h) The form should contain no typing or other corrections - in particular correctingfluid should not be used.

It has already been noted that Certificates ofAdjustment of Contract Sum have to beattached to Certificates of Variation of works.Certificates of Adjustment of Contract Sum arealso used for other arrangements which giverise to a change in Contract Sum including,

(i) work which is included in the original contract but for which no unit rate is given; eg. work chargeable to original Daywork, P.C. or Provisional Sum items,

(ii) changes in quantities between those quoted in the B of Q and those actually required which do not arise as a result ofvariation instructions noted in 1) on page7/19,

(iii) awards made in response to contractors°claims and (iv) final measurement determining the Final Contract Sum to be paid.

As previously notedlCertificates of Adjustmentof Contract Sum are prepared on standard forms(PPJHK) a blank copy of which is given inFigure 7H on pages 7/25-26 and regulationsgoverning its use are contained in CircularKPKR 9;88.In connection with item (ii) above, it may benoted that Clause 51(2) of the FIDIC Conditionsof Contract, exempts simple changes in quantityfrom the requirement for written variationinstruction. However, whilst this is the contrac-tual position, the requirements of governmentalfinancial control demand that the changes mustbe formalised and this is done on a Certificate ofAdjustment of Contract Sum. Strictly speaking,it is not necessary to prepare the certificate untilthe-executed quantities exceed the Billed quan-

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tities, but from a practical point of view, it isdesirable to do so as soon as it is clear that theBilled quantities will eventually be exceeded.Whichever Conditions of Contract form is used,approval under the Circular KPKR 6:88 regula-tions is not required for simple changes in quan-tity which do not otherwise constitute a varia-tion.Once the Certificate of Adjustment has beenduly authorised, signed, issued and endorsed bythe contractor, the New Contract Sum indicatedon the form can be regarded as formally adopt-ed. It should be quoted in place of the originalContract Sum on payment certificates and usedfor the determination of progress data, etc.

7.12 Rate FixingFor work executed as Variations and for whichno applicable unit rate exists in the original B ofQ, it is necessary for the Engineer to agree or fixnew rates (unless Daywork is instructed).Except in the case of large contracts which havetheir own Measurement Engineer or QS andsupporting staff, rate fixing work is likely to beprepared for the Engineer by the QS Section ofthe JKR regional office, or HQ. However, thefollowing notes are provided for the benefit ofsite staff who may be involved in any rate fixingactivity.Unless rates for nearly similar work exists in theB of Q, which can be adapted for the new item,it is usual to prepare a new rate valuation fromfirst principles, as a first step. The make up ofrates is based on the cost of:

Plant,Labour, Materials, and Overheads and Profit.

For plant, it is necessary to establish the hourlyoutput of individual machines and the normalnumber of operational hours achieved perannum. Annual owning and operating costs aredetermined and the plant cost per unit quantityarrived at. Plant manufacturer's handbooks, salesorganisations and standard reference worksshould be consulted for the data involved.For labour, contractor's payrolls can be consult-ed for rates actually paid, which should bechecked against data released by government

labour offices. The payroll rates are subject toadditions to allow for EPF, SOCSO, insurances,annual leave, sick leave, bonus, overtime andseverance benefits. The all-in hourly rate is thenapplied to the estimated output to arrive at thelabour element of cost per unit quantity of theitem.For materials which contribute significantly tothe makeup of the rate, the Resident Engineershould obtain at least two quotations togetherwith the contractor's actual invoices, all of whichshould preferably include delivery to site andwhich must show the trade discounts obtained.To these prices must be added allowances forunloading, handling and reasonable wastage.To the toal of the three main elements of costdealt with above must be added overhead andprofit. The contract itself may specifically quotea percentage figure for this, or it may be indicat-ed in figures required as oncosts to P.C. Sums.Generally speaking, the figure should rangebetween 15-25% depending on the nature of theproject and the risks involved.For further detailed guidance that may berequired on the subject of first-principle rate fix-ing, site staff should consult the QS Section ofthe JKR regional office or JKR HQ.It is widely acknowledged that first-principlemethods tend to provide rates which are higherthan those resulting from competitive tender.The calculated rate should therefore be checkedagainst any similar rates found in other JKRcontracts undertaken in the same area.

7.13 Variation of Price (Escalation)Some roadwork contracts, particularly those ofprotracted duration, contain Variation of Price(V.O.P.) provisions to allow for increases ordecreases in the prices of materials etc., fromthose ruling at the time the tender was prepared.If such allowance is made, it is contained in spe-cial Provisions annexed to the Conditions ofContract in the case of Form 203A and 203CEWI contracts, and in the case of FIDIC andI.C.B. contracts in Part II of the "Conditions". Itis important that all staff responsible for assess-ing V.O.P. payment should carefully study theprovisions for their particular contract andensure that only payments in accord with those

Chapter Seven



provisions are processed.The provisions usually concern the submission,checking and recording of data, the limitation ofquantities by scheduled estimates in the contractand the computation of the V.O.P. sum due to thecontractor.V.O.P. practice adopted by the Departmentfor roadwork contracts uses the base ratemethod as opposed to index systems, and mate-rials to which V.O.P. provisions apply are nor-mally limited to:

(i) mild steel and high tensile steel reinforcing bars,

(ii) cement,(iii) diesel and fuel oil, and (iv) bitumen

V.O.P. adjustments are not admissible on anymaterials not specifically included in the con-tract provisions.Current rates for all materials quoted in (i)-(iv)are published in the Statistic Department'sSpecial Release No. 1 (for Civil EngineeringWorks). The V.O.P. adjustment to the contractprice is usually determined on a monthly basisand generally computed as the product of thequantity of material delivered to the site multi-plied by the difference between the SpecialRelease rate for. the month in which the tenderclosed and the Special Release rate for themonth of delivery.V.O.P. adjustments are usually evaluated by theEngineer and checked by the JKR regionaloffice or HQ QS Section, but the member of thesite supervision team responsible for measure-ment work must obtain the required monthlyreturns, invoices and delivery notes from thecontractor and verify them by site checking, orother appropriate means.V.O.P. payment adjustments are made in interimcertificates but overall checks should be appliedperiodically, and ultimately for the FinalAccount, against measured work items etc, withsuitable allowances for wastage and temporarywork - all, of course, subject to the limits estab-lished in the V.O.P. regulations contained in theSupplementary Provisions or Part II Conditions.Staff responsible for measurement work shouldbear in mind that prices can go either up ordown, so that it may be appropriate to certify

deductions for V.O.P. They should thereforeensure that the contractor submits regularreturns for the operating hours and fuel con-sumption of plant and for the procurement ofmaterials, even though he is making no claim forV.O.P. payments.

7.14 ClaimsAlthough the careful preparation of contractdocuments and effective site supervision can domuch to reduce the number and value of con-tractors' claims, it is unlikely that they will everbe entirely eliminated. Much of the workinvolved in the assessment and settlement ofclaims is handled, not by site staff, but by spe-cialist officers working in regional JKR officesor JKR HQ.However, there are a number of essential stepswhich need to be taken by site staff when thecontractor notifies his intention to claim, orwhen it becomes obvious that a claim situationis developing. The more important of these arelisted below.

a) Keeping comprehensive records of claimevents and circumstances.

b) Recording relevant data e.g. dates, times,weather and plant, labour, materials and overhead items involved.

c) Checking records presented by the con-tractor and refuting any found to be erroneous or inaccurate.

d) Deciding on any steps that will mitigate the on-going effects of claim situations.

e) Reporting to superiors on the submissionof claims or situations arising.

f) Assisting with the preparation of evaluation reports.

Guidance on all these points is given in a sepa-rate Appendix to this manual - "Dealing withClaims under Roadwork Contracts".Additionally, the Appendix contains informationin con nection with grounds for claims, theircontractual basis, procedures to be adoped andthe principles of, and detailed approach to, theevaluation of various classifications of claims.Settlement of the agreed values of claims iseffected by issuing a certificate of Adjustment ofContract Sum (see Chapter 7.11e) for theamount on Form 203V. The whole process of

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determination and payment is subject to theapproval requirements, etc., contained inCircular KPKR 6:88 and these must be careful-ly observed by all officers involved in theprocess. Site staff should make no commitmentas to acceptance of a claim or its evaluation untilapproval under the terms of Circular KPKR 6;88has been given nor should they make any priorprovision for interim payment, or adjustment ofquantities, or sums, in connection with claimspresented by the contractor.

7.15 Final Account and CertificationAlthough progressive measurement throughoutthe construction period, together with compre-hensive and accurate interim valuation isencouraged, it remains necessary to undertake athorough and separate final measurement exer-cise for the whole completed works, underwhich the total quantity for each item is re-examined and re-computed. The exercise shouldbe based on actual site measurement or the AsBuilt Drawings. When taking measurementsfrom As Built Drawings, it should be remem-bered that they may show dimensions construct-ed in excess of those indicated on the originalDrawings, or subsequent instructions, and thatthe excess quantity should not be paid for by theEmployer.The procedure for preparation of the FinalAccount varies, according to which Conditionsof Contract form is used, the most important dif-ference being the fact that the form 203AConditions have no requirement for the holdingof retention as in the case of the 203 CEWI,FIDIC and ICB versions.Provisions covering the Final Certificate in theForm 203A Conditions are contained in Clause48 of the document. The clause requires the con-tractor to submit his final statement togetherwith all supporting documentation not later than3 months after the date of Practical Completion.The Engineer is required to issue the FinalCertificate within three months of the date ofexpiry of the Defects Liability Period, or of thedate-of the Certificate of Making Good Defectswhichever is the later. There is also a require-ment for a declaration or certification confirm-ing that all wages and statutory contributions

have been paid to, or for, the contractor's work-men. The Final Certificate must not be issuedbefore the end of the Defects MaintenancePeriod nor before the date of the Certificate ofMaking Good Defects, but the penultimate orprior payment certificate may be issued assoon as possible after the submission of theContractor's final account. Any such certificateshouldbe subject to adjustment for any outstand-ing, defective (or potentially defective) work atthe time it is issued.In the 203 CEWI and T.C.B. Conditions finalcertification and payment arrangements aredealt with in Clause 60 (10) and (11). Theyallow for release o€ one half of the retentionmoney when the Certificate of Completion forthe whole of the works is issued and subject toconfirmation of payment of wages and statutorycontributions to workmen. The contractor mayapply for full release of retention at this stage inexchange for the provision of a bank guarantee.Within four months of the date of the Certificateof Completion, the contractor is required to sub-mit a complete and detailed Final Account andthe Engineer prepares a Final Certificate releas-ing the outstanding half of the retention (or theRetention Guarantee) when the MaintenanceCertificate is issued.In the case of the FIDIC Conditions, final certi-fication and payment arrangementsareet outin Part II of the Conditions (Clause 60), cover-ing retention release and the period for issuingthe Final Certificate after submission of the con-tractor's Final Account. It should be noted that inthe FIDIC case, the release of the outstandingretention at the end of the Maintenance Period isnot conditional upon the granting of theMaintenance Certificate - see Clause 62(l).For 203 CEWI, ICB and FIDIC contracts,penultimate certificates should be prepared assoon as possible after receipt of the contractor'sFinal Account. The certificate should be basedon the Engineer's "estimated final sum" allowingfor all payments and deductions due but, (if nec-essary) excluding all unsettled or disputed con-tractor's claims.

7.16 Budgetary ControlCertificates of Variation of Works and

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Certificates of Adjustment of Contract Sum pro-vide financial authorisation and control byestablishing the New Contract Sum. However,because preparation (involving, as it often does,rate evaluation) may be protracted, and becausenon-variation increases in quantity may not bedealt with until the original quantities are actual-ly exceeded, they do not provide a very currentor accurate projection of ultimate cost, whichboth the Department and the Treasury require.Accordingly, the Resident Engineer for everyroadwork contract must prepare at the end ofeach month, a Schedule of Predicted Final Cost.The Schedule must show, in the sequence indi-cated:

a) the New Contract Sum recorded in the P.P.J.H.K. Form attached to the last previously issued Variation Order (See Chapter 7.11),

b) the estimated value of each Site Instruction Form or APP involving increased or decreased cost not already covered by a Variation order,

c) the value of any other anticipated increase or decrease in quantities,

d) the estimated net value of any other anticipated variation, and thus:

e) the Predicted Final Cost.The Schedule of Predicted Final Cost is to bepresented in the Resident Engineer's TwoMonthly Progress Report for the appropriatemonth (see Chapter 9.07).The Schedule of Predicted Cost is concernedonly with construction cost but StandardDetailed Abstract returns are made by theDepartment which additionally cover items suchas land acquisition, consultancy service and util-ities costs. The revisions to the standard DetailedAbstracts which become necessary from time totime may be dealt with off-site but the ResidentEngineer should consult the Engineer, ProjectCo-ordinator, or other superior officer to deter-mine whether or not he is required to undertakethe revision or.provide data for it.

7.17 Mandatory DutiesMeasurement and Financial Control. duties asdescribed in this chapter which are mandatoryfor the Resident Engineer, or which he must

ensure are undertaken by his staff, are as fol-lows:

i) Familiarisation with the B of Q and its Preambles.

ii) Routine monthly on-site and "from-the-Drawings" measurement.

iii) Special "Extra Work Item" measurement.iv) Preparation of standard

measurement/computation forms.v) Recording of measurement/computation

on standard forms.vi) The keeping of progressive measurement

files.vii) The keeping of Progress/Measurement

Drawings.viii)Final Measurement computation.ix) The recording and agreeing of Daywork

data.x) The checking of V.O.P. accounts.xi) Preparation of Interim Certificates*.xii) Preparation of Certificates of Variation of

Works/Adjustment of Contract Sum or separate Certificates of Adjustment of Contract Sum. xiii) Fixing of unit rates*.

xiv)Preparation of Schedule of Predicted Final Cost.

* -------------------------------------------------------Unless taken over by the QS in the JKR region-al or HQ office.

7.18 The Importance of Independent Control

As a conclusion to this chapter, it is necessary tostress an important point of principle. It is cus-tomary for the contractor to be strongly involvedin measurement matters. He collects and pres-ents physical measurement data, producesDaywork records, prepares accounts and valua-tions and probably contributes to rate fixingexercises. Most of these activities are the ulti-mate responsibility of the Engineer and his staff,or are at least intended to be undertaken jointly.It is vital that the role of the supervision team inmeasurement does not become one of simply"rubber stamping" work done by the contractorand that the Resident Engineer and his staffexercise full and careful control and checking ofall the processes leading to payment..

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Chapter Seven

JABATAN KERJA RAYA, CAWANGAN JALAN SITE MEASUREMENT FORM

CONTRACT NO: / /

………………………………………………………

ITEM NO DESCRIPTION

………………………….. DATE…………………….. ………………………………….DATE………………….

…………………………..DATE………………………. ………………………………….DATE………………….

NO: /

DATE MEASUREMENT LOCATION

SITE AGENT RESIDET ENGINEER

FO R CO NTRACTO R: FO R JABATAN KERJA RAYA

FIGURE 7A* Unless taken over by the QS in the JKR region-al or HQ office.



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CONTRACT NO: / /

………………………………………………………ITEM NO

4/34/6

CHAINAGE C.S.A AVERAGE C.S.A

(M) (M2) (M2) (M) CUT FILL CUT FILL

………………………….. DATE…………………….. ………………………………….DATE………………….

…………………………..DATE………………………. ………………………………….DATE………………….

Roadway Excavation/EARTHWORKS:DESCRIPTION

LENGTH OF CUT/FILL

Embankment

NO: 4 /

LOCATION DATE MEASUREMENT

CUMULATIVE VOLUME (M3)

VOLUME (M3)



FIGURE 7B



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CONTRACT NO: / /

………………………………………………………ITEM NO

6/3

CHAINAGE WIDTH NOMINALTHICKNESS

(M) (M) (MM) (M3)

………………………….. DATE…………………….. ………………………………….DATE………………….

…………………………..DATE……………………… ………………………………….DATE………………….

REMARKSCHECK MINIMUM

THICKNESS



NO: 4 /

LOCATION DATE MEASUREMENT

Sub-basePAVEMENT

DESCRIPTION

VOLUME

FIGURE 7C



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Chapter Seven

FIGURE 7F



Chapter Seven



CONTENTS

8.01 The Importance of Progress Matters

8.02 Engineer's Responsibilities

8.03 R.E.'s Aids to Progress8.04 The Monitoring and

Control of Progress8.05 Contractor's Programme8.06 Programme Approval8.07 Progress Chart and 'S'

Curve8.08 Regular Review of

Progress8.09 Progress Meetings8.10 Action in the Event of

Delay8.11 Extension of the Contract

Period8.12 Determination of

Extension Period

------------------------------------------------------

8.01 The Importance of Progress Matters.

There is a pressing need to improve and main-tain a better record of prompt completion of roadcontracts administered by the Department.Apart from social benefit aspects, substantialeconomic losses can result from delays in com-pletion. The investment that Government makesin the form of interim payments during the con-struction period produces no return until the road(or at least part of it) comes into public use andfailure to complete on time confounds the eco-nomic return figures on which the viability ofthe project is based. More direct losses occur ifthe contractor successfully claims extra costsarising from delays not of his making.

8.02 Engineer ResponsibilitiesProgress matters are not essentially* a contrac-tual responsibility of the Engineer and his staff,but the whole supervision team does have a clearduty to its employer, the Government, to bringthe project to timely completion. This is one ofthe important aspects of the total managementconcept advocated in Chapter One. So, althoughthere may be numerous causes of delay whichneither the contractor nor the Engineer create(for example late land release, protracted servic-es work, financing problems or national materi-als shortages), the supervision staff must active-ly do all they can to help overcome delays andencourage progress. It goes without saying thatwhen it comes to progress matters over whichthe team does have direct influence, such as theprovision of drawings and instructions etc,inspection, the giving of approval and the certi-fication of payment, the team must maintain acontinuing sense of urgency.

* But see the Table 3/APP, Sections B4, 5 & 6with reference to some duties of the Engineerprescribed in the Conditions of Contract in theevent of delay.

8.03 R.E.'s Aids to Progress.Particularising the foregoing generalities, theResident Engineer should regard the followingduties as an essential part of his job.(1) Ensure through the early provision of Land

Plans and close contact with the appropriateLand Office that the site is made available tothe contractor at the proper time.

(2) Provide instructions and drawings coveringvariations or the necessary amplification orclarification of the original documents quickly.

(3) Ensure that site staff attend to inspection and testing duties promptly and issue approvals for sequential operations as soonas possible, orinform the contractor of necessary correc-tions; warn the contractor in advance if defi-ciencies in preparation are observed.

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CHAPTER EIGHT : PROGRESS



(4) Prepare interim certificates on time and passthem on quickly for signature and processing.

(5) Use any departmental or other governmental influence to earmark, for the project, materials in short supply.

(6) Liaise with service authorities and pre-planservice diversions.

(7) Monitor progress on a regular basis and takecorrective action where necessary.

(8) Report promptly to the Engineer delays to the scheduled programme which develop.

(9) Examine with the contractor possibilities for redesign or reprogramming which may be helpful in overcoming delays which are affecting, or threatening, progress (but see also last paragraph of Chapter 8.10)

8.04 The Monitoring and Control of Progress.

Turning to the subject of practical measuresinvolved in the monitoring and controlling ofprogress, the most essential tool is the contrac-tor's works- programme. In most contract formsthe contractor"-~is required to present his pro-posals for the--'Engineer's approval within astipulated period of the Notice to Proceed. Sincethe programme has both practical and contractu-al significance it should be found to be realisticbefore it is approved.The importance of the programme is threefold:

1. It is the basis for the whole day to day andlong term planning of the contractor's operations, procurement of materials andcommitment of plant and labour resources. if it. is seriously impractical the contractor may find himself in a real,but previously undiscerned, delay situa-tion late in the contract period, when he isunable to recover the backlog.

2. It is the yardstick against which all progress is measured and against which requirements for any necessary acceleration can be determined.

3. In the event of claims for delay costs it isthe means of determining the effect of obstructions, and the cost of non-delay situation operations, against which the extra cost of the actual delay situation operations can be assessed.

8.05 Contractor's Programmes.Programmes presented by the contractor shouldtake one of the following three forms.1. operational Networks,2. Vector Charts, or3. Simple Bar Charts.The Engineer may, in addition, ask the contrac-tor to submit simple calculations of materialrequirements and output in support of his pro-gramme.Most road jobs have a relatively simple opera-tion train so that critical path networks are oftenunnecessary. However, if complicated servicesor traffic diversions are involved (which is thecase in many urban schemes) network pro-grammes can be valuable. They are also usefulfor programming major structure operations.Further, general networks are valuable for extratime and cost determination in delay circum-stances.Vector Charts can be prepared for Bill ofQuantities sections for more detailed groups ofitems) using vertical time scales and horizontalchainage coordinates. They are particularly suit-able for roadworks because many work outputrequirements are proportional to chainage lengthand adopt common vector slopes.Simple Bar Charts, prepared for groups of Billof Quantities items on a horizontal time basewith chainage or other location or structure data,are suitable for uncomplicated contracts.Whilst Vector Charts or Bar Charts are appropri-ate for the roadwork operations of many con-tracts, they give little scope for the detailed plan-ning of major structures and the combination ofVector or Bar Charts for roadwork operations,together with network programmes for majorstructures, can be a suitable approach.Examples of the three types of programme aregiven in Figures 8A, 8B and 8C on pages 8/12,8/13 & 8/14.In the case of small contractors with little pro-gramming experience, the RE may assist in thepreparation of the programme which must, how-ever, be presented formally as the contractor'sproposal.

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8.06 Programme Approval.In checking that the contractor's programme ispracticable before approving it, the ResidentEngineer should include the following points inhis examination.

1. Is the length of the mobilisation period practical for establishing plant, offices and laboratory before the scheduled date of the first operations, or are special alternative arrangments for temporary supply of materi-als, hire of plant etc., practicable?

2. Is the scheduled sequencing of operations suitable? Are any special specified sequence arrangements observed?

3. Are the assumed quantities correct? A coarsech eck on the Bill of Quantities should be run.

4. Is the output capacity of the proposed labour force and mobile plant fleet adequate to meetthe scheduled rates of progress?

5. Are the acquisition rates of materials and storage capacities adequate?

6. Is the output of static plant adequate?a. Quarry facilities °- drilling, blasting,

loading, trucking.b. Crushing, screening, washing.c. Concrete plantd. Asphalt plant

7. Has the effect of daily weather patterns and seasonal weather constraints been taken into account?

8. Has the effect of major public holidays been allowed for ?

9. Has the disrupting effect of service diversionsand existing road traffic been taken into account?

10. Has adequate float time for clearing up and contingencies been allowed?

In assessing the capacity of mobile plant, manu-facturer's literature, reference books or sellingagents' organisations can be consulted. Thecapacity figures obtained may need adjustmentfor equipment which is old or in poor condition.As far as static plant is concerned, hourly out-put ratings are usually quoted by the manufac-turers but these are often highly optimistic. Forexample, the maximum output that can reason-ably be achieved from an Asphalt

Manufacturing Plant may be as low as 60% ofthe rated output.If appropriate, the Engineer (or hisRespresentative) should require the contractor tomake any alterations that the examination of theoriginal programme has indicated to be neces-sary. When the programme is acceptable in formand content, the Engineer should give hisapproval to the contractor in writing. Obtainingand checking the contractor's programme forapproval is mandatory for the RE.

8.07 Progress Chart and 'S' Curve.Once an approved programme is available, theResident Engineer should ask the contractor toprepare a detailed Progress Chart and from it thefinancial progress 'S' Curve. Both should bechecked by the RE. These are mandatoryrequirements.Figure 8D on page 8/15 gives an example of aProgress Chart with which the 'S' Curve hasbeen combined. It is equally possible to pre-pare the two as separate charts, of course, pro-viding better clarity.For the Progress Chart the work value of theprogramme month by month is assessed, brokendown at least into Bill of Quantities Sections, butpreferably subdivided into the major operationalitem groups. For example, the "Pavement" sec-tion will raise item groups for SubBase, Baseand Surfacing. The monthly figures for each sec-tion or item group are expresed as a percentageof the total for the whole contract period andinserted against the "Scheduled" bar for the par-ticular item.As construction proceeds the percentage valueof work completed month by month under eachitem group is determined, usually based on theinterim certificate measurements. An open bar isprovided for each item group below the"Scheduled" figure bar and the actual percentagecompletion figure is written in each month., Theopen bar is then coloured in to the limit that the"Actual" completion represents on the"Scheduled" bar. In this way it is possible to see,at a glance, the extent to which any item groupor section is behind, or ahead of schedule and itis a simple matter to express this as delay oradvance of so many months.

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At the foot of the Chart, horizontal columns areprovided for "Scheduled" and "Actual" monthlycumulative totals aggregated from completedwork values in dollars, for all the item groups.In determining percentage completion figures inassessments of progress or delay periods, thePredicted Final Cost (see Chapter 7.16) shouldbe used, not the original contract sum. It willtherefore be necessary to update the figures onthe Progress Chart from time to time, althoughthis is not considered necessary for changes lessthan 2%.

8.08 Regular Review of Progress.The progress situation should come undermonthly review by the Resident Engineer. TheProgress Chart, if it is updated conscientiously,will reveal operations which are subject to delay,but it is also necessary to identify areas of poten-tial delay in critical operations, or sequencingproblems which may arise in the future. If theprogrammes consist of Bar or Vector Charts,these problems may not be very obvious andwill only be revealed after careful examination.Prints of the contract drawings which show pro-gressive completion of the various items of workby colour coding are helpful in illustrating thecurrent progress situation. They perform a jointfunction as Progress/Measurement Drawingsand are dealt with in Chapter 7.09.

8.09 Progress Meetings.The Resident Engineer should arrange forProgress Meetings to be held at his site officewith the contractor at monthly intervals. It isdesirable that the meetings should be attendedby the Engineer and a director of the contractingcompany. In the case of supervision by consult-ants a principal of the firm (preferably theProject Manager) should attend. Where consult-ants are involved in design only, representativesmay also be asked to attend in appropriate cir-cumstances. At the meeting, the overall progresssituation should be discussed, detailed causes ofany delay should be identified and agreementreached as to how they should be overcome. I naddition to dealing with progress matters, themeetings are a useful forum for raising construc-

tional and contractual points which the local sitestaff have been unable to resolve during themonth, but on which the more senior personnelattending may be able to give rulings, or reachagreement.'Asite visit to the works should be undertaken bythe members of the meeting on the same day.

8.10 Action in the Event o€ Delay.It should be remembered that some Conditionsof Contract forms * give the Engineer the rightto require the contractor to revise his programmein the event o€ delay. If accumulated delayexceeds say 20% in financial terms this rightshould certainly be exercised. As a further andmore formal step, Clause 46 of the CEWI,FIDIC and I.C.B. Conditions of Contract obligethe Engineer to notify the contractor if, in theEngineer's opinion, progress is "....too slow forthe completion of the Works by the prescribedtime ..." The contractor must then take stepsagreed with the Engineer to expedite progress.Measures to expedite may well include the com-mitting of additional resources of plant andlabour. (See also Sections B2 and 4 of Table3/APP)As noted in Chapter 8.03 (9) the ResidentEngineer should co-operate with the contractorto find ways of overcoming delay either throughre-design or reprogramming.However, on a point of contractual detail, if thecircumstances of delay can be shown by thecontractor to be not of his making, but the resultof some external influence or the Employer'sfault, then the contractor may be able to claimextra costs for the measures he takes in order toaccelerate progress. Resident Engineers shouldtherefore give no instruction, nor make anyagreement with the contractor, without firstinforming their superior officer and discussingthe implications with him.

* 203 CEW1 and I.C.B. C1.14.(2); FIDICC1.14.2.

8.11 Extension of the Contract Period.In certain circumstances of delay it is necessaryfor the Engineer to extend the construction peri-od beyond that provided in the contract.

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Generally speaking grounds for extension areexternal influences on the contractors operationsor default on the part of the Employer. T h econtract period must not be extended under cir-cumstances which are entirely the fault, or con-tractual responsibility of the contractor.Grounds for extension are formalised (not nec-essarilly exhaustively) in the Conditions ofContract. In the case of the, 203 CEWI andI.C.B. "Conditions" the major clauses to noteare:a) Clause 12 Adverse Physical condi-

tions or obstructions.b) Clause 42 Employers failure to pro-

vide the site.c) Clause 44 Various causes noted in

sub clauses a-i.Similar provisions are to be found in the FIDIC"Conditions" except that whilst Clause 12 dealswith the extra cost of Adverse PhysicalConditions, time extension on these grounds isnot mentioned specifically in the Clause.In the Form 203A "Conditions" there is no "Adverse Physical Conditions or obstructions"clause (but this does not necessarily excludeclaims for extension on these grounds). Clause43 of Form 203A has sub clauses similar tothose of Clause 44 of 203 CEWI except thatinability to secure materials and the employer'sfailure to provide the site on time are entered asgrounds for extension (extra costs connectedwith land delays however are ruled out byClause 38.d).A more comprehensive listing of the clauses inthe various Conditions of contract which pro-vide grounds for extension are given in SectionB(5) and (6) of Table 3/APP.Clearly it is important to consult the contract'sparticular Conditions of Contract when consid-ering what grounds, if any, are appropriate forextension.

8.12 Determination of ExtensionPeriod.The following points should be noted in deter-mining extensions.1. Delaying or obstructing influences do not inthemselves constitute grounds for an award ofextra time - there must an actual occurence of

delay.2. In spite of delaying factors the contractor isstill required to use his "best endeavours" toavoid delays. These may include reschedulinghis operations but clearly, if he incurs extraexpense as a result of measures he takes, he mayhave a justifiable claim for reimbursement.3. To qualify for extension the delay must besuch as to unavoidably extend some worksactivity beyond the end of the original construc-tion period. It is therefore necessary to examinethe effect of the obstruction upon the most time-critical train of operations. Network pro-grammes can be particularly useful in identify-ing the critical elements. The procedure fol-lowed is to restart the critical path at the date theobstruction ceases and allow the same construc-tion periods for the remaining operations as theoriginal programme allowed, unless someredesign or reprogramming makes it practical toreduce these periods. If there is no approved pro-gramme network an attempt trust still be madeto establish the effect on time- critical opera-tions.4. On no account should several delayingevents or circumstances be simply aggregated togive a total delay period, without assessing thecritical effect as outlined in 3 above. The timeallowed for the most critical delay may wellenvelope the time consumed by another.5. The granting of an extension" of the contractperiod relieves the contractor of the liability forLiquidated Damages and usually opens the doorto claims for extra cost which may be substan-tial. Officers determining extensions shouldtherefore carefully ensure that there are genuineand justifiable grounds before doing so.

8.13 Co-incident DelaysIt often happens that determination of the exten-sion period is complicated by delays caused bythe contractor, which are either totally or partial-ly coincident in time with those for which theEmployer carries responsibility.In these cases, it is necessary to apportion liabil-ity between the contractor and the Employerwhen determining an extension, which will, inturn, affect the contractor's liability forLiquidated Damages. It is difficult to formulate

Chapter Eight



general rules for apportionment which apply toall circumstances and each case should be inves-tigated on its own merits. Site staff shouldrefer such cases to the Engineer or their Co-ordi-nator and ensure that the officer determining anyextension is aware of all the facts affecting theissue.Even if the contractor's delays are adjudged notto be a factor affecting the length of the exten-sion period, they maystill be relevant to theassessment of costs awarded to the contractorfor delay and extension.

8.14 Extension Certificate.The decision to extend the contract periodshould not be taken hastily. The Engineer mustbe convinced that the contractor is not able torecover delay during the remaining part of theoriginal contract period. On the other hand, ifextension is denied or delayed when it is clearlyjustifiable and advisable, the Employer may facean irrefutable claim for cost incurred by the con-tractor in accelerating his operations to completewithin the original contract period. It is there-fore, a decision which requires careful and rea-soned judgement.If it is decided that an extension must be grantedan Extension Certificate should be prepared forthe Engineer's signature on Form JKR 203T Pin4/83 "Certificate of Delay and Extension ofTime". The Form quotes the length of extensionand the reasons for it - a blank copy is shown inFigure 8E on pages 8/16-17.

8.15 Certificate of Non-Completion.If the work included in the contract is not sub-stantially complete by the end of the originalcontract period, and if there are no acceptablegrounds for extension of the contract period,then the Engineer is to issue a Certificate ofNon-Completion. Liquidated Damages as pre-scribed in the contract will, in this circumstance,be levied against the contractor.It is normal before issuing the Certificate to sendto the contractor a "show cause" letter seekinghis views on any grounds for not issuing theCertificate. The letter can be sent in advance ofthe completion date if it is clear that there is nopossibility of completion on time.

8.16 Extension of InsurancesIn the event of extension of the contract period,the Resident Engineer should ensure that all thecontract insurances (see Chapter 4.©4 c) arerenewed by the contractor, as necessary, at theiroriginal expiry dates. In the event of failure ofthe contractor to effect renewal, the Engineershould arrange for renewal by the Departmentand deduct the cost of the premiums frommonies due to the contractor.

8.17 Quality versus Progress.One last word on the subject of progress. It hasalready been said that supervision staff shouldencourage progress and make strenuous effortsto overcome delay. 'They should co-operate withthe contractor and give him their support to thisend. However, in doing so, no one in the super-vision team should ever relax specified stan-dards which their engineering judgement tellsthem are essential, ignore the requirements ofgood construction practice, or abandon neces-sary testing or other control techniques, in anattempt to short-cut the time required to providean acceptable result. The quality is rememberedlong after the completion date is forgotten.

Chapter Eight



Chapter Eight



Chapter Eight

(JKR.203T Pin.4/83)

KERAJAAN........................... JABATAN KERJA RAYA

PERAKUAN KELAMBATAN DAN LANJUTAN MASA No............... (CERTIFICATE OF DELAY AND EXTENSION OF TIME No.............)

Rujukan................................. Pejabat................................…………………………………..………………......…………………………….Tarikh............................. .

Kepada..................................................................……………………………(Kontraktor)

Berdaftar dengan JKR dalam Kelas “..................."

Kontrak No............................,............:..................... ........... .....................................

Kontrak untuk.............................................................................................................

Bahagian*................................................................................................................... Section*

Dengan ini saya memperakui bahawa kemajuan dan penyiapan Kerja-Kerja/ Bahagian KerjaI hereby certify that the progress and completion of the Works/Section of the

Kerja* seperti yang tersebut di atas mungkin/ telah* terlambat melewati Tarikh Siap seperti Works* as mentioned above is likely to be / has been* delayed beyond the Date for Completion

yang dinyatakan dalam Lampiran kepada Syarat-Syarat Kontrak atau melewati Tarikh stated in the Appendix to the Conditions of Contract or beyond the extended Date

Lanjutan Siap yang telah dibenarkan sebelum ini, iaitu......................................................... for Completion previously approved i.e.

dengan sebab/sebab-sebab berikut: due to the following reason/reasons.

Sebab/sebab-sebab Klausa Tempoh Kelambatan dan Lanjutan Masa(reasonlreasons) (Clause) (Period of Delay and Extension of Time)..................................... ............................. ..................................................................................................... ............................. ..................................................................................................... ............................. ................................................................

1

FIGURE 8E



Chapter Eight



CONTENTS

9.01 Introduction 9.02 Reports Required 9.03 Contractor's Daily / Weekly

Advance Works Reports9.04 Contractor's Monthly

Progress Report9.05 Daily Site Diary9.06 Daily Inspection Reports9.07 Resident Engineer's Two

Monthly Progress Report9.08 Special Non - Periodic

Reports9.09 Weather Report9.10 Completion Report

------------------------------------------------------

9.01 IntroductionReporting is regarded as a burdensome task bymost site staff but it is a necessary duty both toprovide essential recorded data and to ensurethat superior officers based away from the siteare adequately briefed.Promptitude is important. Information presentedlong after it is current may be of little value tothose who have to take action on it. Further,early preparation when events are still clear inthe mind encourages accuracy and completenessand makes the job easier. The longer it is left theharder and more time consuming it becomes.

9.02 Reports RequiredThe following reports are required.From the contractor to the Resident Engineer:(1) Daily/Weekly Advance Works Report(2) Monthly Progress Report By the

Supervision Team:(3) Daily Site Diary(4) Daily Inspection Reports(5) Resident Engineer's Two-Monthly Progress

Report

(6) Special Non-Periodic Reports(7) Weather Report (8) Completion Report

Comments on the requirements for each of these reports are given in the following sections of this chapter.

9.03 Contractor's Daily/Weekly Advance Works Reports

The purpose of these reports is to keep theResident Engineer informed in advance of thecontractor's detailed programme so that he canorganise the supervision activities of his ownteam and prepare for necessary checking andtesting and provision of required data. Whetherthe reports should be presented on a daily orweekly basis, or both, will depend on the size ofthe contract and the complexity of the works andthe contractor's programming for them. The sub-ject should be a matter for discussion with thecontractor's agent during the inception period.On small contracts (say with a value less than $2million) a daily handwritten report by the con-tractor's general foreman will probably suffice.On the largest projects, typed-up reports present-ed on a weekly basis by the contractor's agentwill probably be required in addition to the dailyreport mentioned above. For both daily andweekly reports the following information shouldbe given:a) under each Bill of Quantities heading,

details of completed work operations intended,quoting chainange limits, particular structures or other location data;

b) preparatory work to be undertaken in connection with (a);

c) any special working hours or overtime arrangements proposed;

d) any special test or other check requirementsanticipated;

e) major supplies or stockpiling of materials anticipated;

f) any special operational arrangements for major plant items e.g. downtime for maintenanceof crushers, asphalt plant, etc.,travelling of mobile plant.

Daily Reports should be required to be present-

Chapter Nine

CHAPTER NINE : REPORTS



ed not later than 3.00 pm on the previous dayand Weekly Reports not later than 3.00 pm onWednesday or Friday for the following weekdepending on which weekly calendar is adoptedby the State concerned.

9.04 Contractor's Monthly Progress Report

This is an important provider of recorded dataand as such needs to be carefully read and-checked by the Resident Engineer by referenceto the reports from his own staff, or by visits tothe site. AnY points found to be in error or mis-leading, unless trivial, must be repudiated by theRE in writing.The Report (which can, to a large extent, rely ontabular presentation) should contain =the fol-lowing information.a) Monthly and cumulative percentage-

progress based on estimated total value of work completed against current contract sum.

b) Details of major items of work completed during the month, noting location and approx. quantities (this information may bepresented graphically on A3 size drawings).

c) schedule of plant operational on site.d) schedule of labour, operators and staff

engaged on site.e) Weather report and a note of days lost due to

weather.f) Photographs of work under construction or

completed.The Report should be received by the ResidentEngineer by the fifth day of the succeedingmonth providing this is compatible with thedates fixed for progress meetings and prepara-tion of interim payment certificates. The obtain-ing of the Report should be regarded by the R.E.as a mandatory obligation although clearly thisrequires the co-operation of the contractor whohas no. such contractual obligation. If thecontractor persistently refuses to comply withthe requirement the R.E. must inform h i sEngineer or departmental chief officer who willdecide what action to take.

9.05 Daily Site DiaryThis is the first on the list of reports required

from the supervision team staff. A single DailySite Diary is to be kept on every contract site. Itis to be written up by hand in the standard bookform obtainable from JKR HQ. The front pagesof the book give instructions for use. An abstractincluding these pages and the 2 page-a-daysheets for the actual Diary entries appears in theAppendix to this chapter.The daily completion and signature of the Diaryis the responsibility of the Resident Engineerexcept where RE's do not have a daily presenceon the site but "travel", supervising a number ofsites. In this latter circumstance, the RE will del-egate one (or not more than two) on-site staffmembers to make the entries and sign the Diaryeach day. The R.E. will read and countersign theentries during his next visit to the site and notehis visit on the appropriate day's page.The blank Site Diary pages copied in theAppendix to this chapter give an indication ofthe information that is to be recorded in theDiary but it should be added that it is intended toshow both the contractor's operational andsupervison staff's activity. Also, by means ofcountersignature by contractor's staff, it can beused to confirm and record instructions andapprovals given by the supervision team.However, the preference 'for Daily Inspector'sReports (see Chapter 9.06), for Site InstructionForms (Chapter 6.10) and for Approval Chits(see Chapter 5.15) as opposed to Site Diaryentries for these various purposes, should benoted.Regardless of whatever other records are kepthowever, the Daily Site Diary is an importantsite document and its loss can be a serious mat-ter. when not actually in use it should, like allother records, be kept under lock and key. Thekeeping of the Daily Site Diary as outlined inthis section is a mandatory requirement.

9.06 Daily Inspection ReportsIt has already been noted that ResidentEngineers (or delegated subordinates) have aresponsibility to keep and contribute to the DailySite Diary. All other staff engaged on inspectionduties (see Chapter Five) also have a dailyreporting obligation.Where more than twosupervision staff members with daily reporting

Chapter Nine



obligations are engaged on a site, the Diarypages will have insufficient space for the pur-pose and all inspectors on that site should pre-pare individual Inspection Reports every day.This is a mandatory requirement. Even on smallsites engaging only one or two supervision staffthe use of daily Inspection Reports is preferredeither as an alternative, or an addition to, SiteDiary Entries.

The Reports are to be made on standard forms,a blank copy of which is reproduced in Figure9A.Figure 9B gives an example of a completedform.The vertical columns with numbered headingsprovide a valuable check list for inspectors eachof whom should keep blanks of the form(together a copy of sections of the Specificationappropriate to their work) on a clipboard as theygo about their site duties.The forms can be prepared progressivelythrough-out the day and should, whenever pos-sible, be completed as the last of the workingday's activity. In any case, the Reports are to besigned and lodged with the Resident Engineer orhis office by noon on the following working day.

9.07 Resident Engineer's Two-Monthly Progress ReportThe preparation of this Report is the responsibil-ity of the Resident Engineer but he should drawcontributions from his staff such as Assistant orSection Engineers, the Testing Engineer andQ.S. Data submitted in the Contractor's MonthlyReport can also be used after suitable checking.Like the Contractor's Report, the RE's ProgressReport can rely largely on scheduled data in itspresentation but should additionally carry ashort narrative which summarises the mostessential information and provides subjectivecomment.The contents of the Two-Monthly ProgressReport should be as follows.(1) Brief Description of Project

- approx 200 words.(2) Project Route Map showing:

i)route alignment, ii) topographical features,

iii) access roads and office location,iv) contractor's plant compound and quarry

locations(3) Contract Data Schedule showing salient

information such as:i) Contractors name.

ii) Original Contract Sum. iii) Current Contract Sum. iv) Contract Period.v) Original Start Date.vi) Original Completion Date.vii) Extended Completion Date.

(4) Narrative - approx 2,000 words.i)Introduction giving value of work

completed during month and actual cumulative percentage completion against scheduled figure and thus progress, (delay/advance) in months; new work itemsor stages started; special problems encountered; reasons for delay.

ii) Construction Progress.Major work items executed during month with approx. quantities, chainage, locations, etc.

iii) Contractual Issues.Dispute or claim issues raised, progressed or resolved during the month

iv) Conclusion.Noting prospects for completion on time orpredicted final delay; Estimated Final Contract Sum; assessment of quality standards achieved and contractor's generalperformance.

(5) Appendicesi) Progress Chart for the end of the report

period ii) Diagramatic representation of completed

work (see Chapter 9.04b)iii) Contractor's plant scheduleiv) Contractor's staff and labour schedulev) Cumulative Record of Payment Certificates

Issued showing payment and completed work values

vi) Schedule of Predicted Final Cost(see Chapter 7.16)

vii) Schedule of Claims viii) Summary of Testing showing number and category of tests conducted, compliance and failure

ix) Weather Record (see Chapter 9.09) (6) Progress Photographs

Chapter Nine



Approx. 10 in number showing typical exam-ples of work under construction and completed -both satisfactory and unsatisfactory, if applica-ble. Prints of photographs presented with thecontractor's report may be utilised for this pur-pose.For projects with a contract value less than $2million, Appendix items 5 ii, iii and iv can beomitted and only the information listed in items4(i) and 4(iv) need be given in the Narrative.Fifteen copies of the Two Monthly ProgressReport are to be prepared and forwarded to theEngineer or departmental chief officer by thefifthteenth day of the succeeding month.The preparation of the Report as detailed inChapter 9.07 is a mandatory requirement.9.08 Special Non-Periodic ReportsIn addition to the brief accounts of special issuesand occurrences which can be given in the nar-rative section of the Two- Monthly ProgressReports, it may be necessary for the ResidentEngineer to prepare more comprehensivereports on special topics from time to time inorder to keep his superior officers properlybriefed. Matters which may need to be dealtwith in this way include the following.1. Special design-related or constructional

problems such as weak ground, subgrade orstructure foundation conditions, piling test or set problems.

2. Action required to be taken in the event of test result failures or persistent poor qualitycontrol or workmanship on the contractor'spart.

3. Contractual disputes concerned with instructions, approvals, interpretation of documents, claim issues, etc.

4. Redesign requirements for technical or financial reasons.

5. Progress, programming and delay situations.

9.09 Weather ReportWeather exerts a significant influence on roadconstruction operations and their progress.Exceptional weather conditions can be animportant factor in delay claims presented by thecontractor. it is, therefore, necessary to recordsimple weather data. The data should be com-

piled into a regular report prepared on a month-ly basis. The taking and recording of the read-ings and the preparation of the Report should bemade the responsibility of the TestingEngineer, Testing Technician or other memberof the supervision team assigned to testingduties.Only three items need to be featured in theWeather Report. They are:

Daily Rainfall Flood Occurrence Daily Temperature

Meteorological stations exist at a number ofpoints throughout the country but they are toowidely spread to be likely to provide data onlocalised weather conditions on most contractsand it is therefore usually necessary to rely ondata obtained by the supervision staff at the siteitself.*If weather recording equipment is providedunder the terms of the contract or is made avail-able from central or regional laboratories it willconsist of a simple rain gauge and a maximum/minimum thermometer.

* If meteorological stations do happen to belocated within 20 kms of the site there is no rea-son why data from them should not be quoted toaugment the site data.

a) Daily RainfallThe rain guage should be established in a secureposition in the vicinity of the laboratory but notsufficiently close to any building or elevatedstructure which creates a rain "shadow" at theguage. If the project route is long it is desirableto establish additional guages at 15-20 km inter-vals. The guages are to be read at set timesapproximating to the start and finish of the con-tractor's normal working hours. The data shouldbe recorded in either simple tabulated or histo-graph form. If no rain guage is provided theassistant responsible for the weather report is torecord the hours during which rain falls with anassessment of its intensity ie. "light", "medi-um" or "heavy". In any case, the time and dura-tion of rainfall should be recorded as accuratelyas possible.b)Flood Occurrence

Chapter Nine



Any incident in which rivers or other watercourses within or adjacent to the site overtoptheir banks in such a way as to affect construc-tion operations are to be recorded. The datashould include the date, time, duration, level andextent of the flooding.c) TemperatureThe thermometer is to be fixed in a secure, shad-ed position and read at the end of each workingday. Maximum and minimum values are to berecorded. Readings should also be taken at othertimes during the day in the event of the possibil-ity of limiting air temperatures for concretingwork being exceeded.d)Preparation of Weather ReportAt the end of each month the assigned staffmember is to compile a Weather Report. It is tobe forwarded to the contractor who should berequired to confirm his agreement with the fig-ures. The Reports are to be summarised as anappendixed item to the Two Monthly ProgressReport. The preparation of the Weather Reportas detailed in this section is a mandatory require-ment.

9.10 Completion ReportsThe preparation of these reports is dealt with inChapters 12.08 and 12.09.

APPENDIX TO CHAPTER NINE

ABSTRACT OF DAILY SITE DIARYBOOK

Page No.

Cover Sheet APP 9Contract Data APP 9/3Instructions for use APP 9/4 Contractor's and Sub-contractor's Plant and Equipment APP 9/5 Daily Diary pages APP 9/6-7

Chapter Nine



Chapter Nine



Chapter Nine

CABUTAN BUTIRAN KONTRAK

Nama Kontraktor: .........................................................................................Alamat............................................................................................................. Harga Kontrak Asal........................................................................................ Tarikh Milik Tapak Bina . ..................................................................................Tarikh M ula Kerja Sebenar...............................................................................Tarikh Siap Bagi Kesemua Kerja........................................................................

Penyiapan Berbahgian-Bahagian:Seksyen/Bahagian.................... Tarikh MilikTapak....................Tarikh Siap............SeksyenlBahagian.....................Tarikh MilikTapak.....................Tarikh Siap..........SeksyenlBahagian.....................Tarikh MilikTapak........ ............Tarikh Siap.........

Perakuan Kelambatan dan Lanjutan MasaPerakuan Pertama ................................................................................... Perakuan Kedua.......................................................................................Perakuan Ketiga .....................................................................................

lnsurans/PERKESO:Polisi................................................................................................ Tempoh Kuatkuasa Dari................................... hingga...................................Tempoh Lanjutan Pertama sehingga ..............................Tempoh Lanjutan Kedua sehingga..........:...................... Tempoh Lanjutan Ketiga sehingga................................. Polisi................................................................................ Tempoh Kuatkuasa Dari............. ...................... hingga....................................Tempoh Lanjutan Pertama sehingga...............................Tempoh Lanjutan Kedua sehingga................................. Tempoh Lanjutan Ketiga sehingga.................................Polisi................................................................................................ Tempoh Kuatkuasa Dari................................... hingga...................................Tempoh Lanjutan Pertama sehingga...............................Tempoh Lanjutan Kedua sehingga................................. Tempoh Lanjutan Ketiga sehingga.................................Nombor Kod Kontraktor(Skim P E R K ES O)...........................................................................................

A/2

APP 9/73



Chapter Nine

ARAHAN-ARAHAN UNTUK PENGGUNAAN

1. Buku Harian in! hendaklah digunakan setiap hari bekerja oleh Penyelia Tapak Bina J.K.R. dari bermulanya projek hingga penyiapan yang terakhir.

2. Catatan hahan yang dimasukkan dalam Buku Harian Tapak Bina hendaklah ditandatangani oleh Pegawai Penyelia serta wakil Kontraktor pada setiap hari.

3. Butir-butir berikut hendaklah dimasukkan setiap hari bekerja di bawah tajuk perkara seperti: Bilangan pekerja-pekerja yang diambil bekerja di Tapak Bina:

( a ) Isikan petak-petak yang disediakan dengan jenis kerja utama atau pekerjaan yang dijalankan den Kontraktor dan Subkontraktor Dinamakan serta bilangan pekerja mengikut pecahan kaum. Maklumat ini hendaklah diisi secara berasinganbagi Kontraktor dan Subkontraktor Dinamakan. Isikan petak bagi Jumlah Pekerja Tempatan dan juga ruangan untuk JumlahPekerja bagi Kontraktor ban Subkontraktor Dinamakan.

( b ) Catatkan masalah yang berkaitan dengan pekerja seperti perselisihan pekerja, kekurangan pekerja, melakukan salah laku, pemecatan pekerja, kemungkiran membayargaji,dan lainlain yang mungkin mengendalakan kerja.

Kuantiti bahan-bahan yang diterima:Catatkan dengan ringkas kuantiti bahan-bahan utama yang diterima. Arahan

Pegawai Penguasa:Catatkan semua arahan yang diterima secara lisan, melalui telefon dan bertulis.

Kerja yang dibina hari ini:Catatkan dengan ringkas kerja utama yang telah dijalankan pada hari tersebutyang menunjukkan keadaan kemajuan.



Chapter Nine

Loji, alat dan kelengkapan Kontraktor, Subkontraktor,Dinamakan, pekerjaan dan waktu kerja sebenar:

Catatkan semua loji, W at keiengkapan yang digunakan, pekerjaan serta waktu bekerjasebenar di dalam petak-petak yang disediakan. Maklumat ini hendaklah diisi secaraberasingan dengan menandakan (K) bagi loji, alat dan keiengkapan kep-unyaan Kontraktordan (SKN.) bagi loji, alat dan'kelengkapan kepunyaan. Subkontraklor Dinamakan.

Catatan-catatan Lain:a. Catatkan mana-mana perkara berikut sekiranya berlaku.

Jika ruang tidak mencukupi, sila gunakan muka surat kosong di akhir buku harian ini.

i) Kekurangan bahan-bahan dan loji. alas dan keiengkapan di Tapak Sina:ii) Menggantung perjalanan seluruh atau mana-mana bahagian- kerja

kerana perselisihan, kekurangan pelan/luki.san, Arahan Pegawai Penguasa, "force majeure" , clan lain-lain;

iii) Kerja lebih mana:iv) Penerim.aan pelanllukisan dan butiran;v) Pengukuran semula dan penilaian ke atas kerb yang dliaksanakan;vi) Arahan Pegawai Penguasa mengenai loji, alat dart keiengkapan yang

tidak digunakan dan juga menunggu arahan lanjut;vii) Kuantiii bahan-bahan yang diterima dari PERNAS.viii) Tidak mematuhi Undang-undang dari Syarat-syarat yang terdapat di

dalam kontrak; ix) Percangcahan atau pemesongan yanc terdapat di dalam Dokumen Kontrak;x) Penerimaan sampil, menguji bahan dan pemeriksaan kerja tertutup serta

butir-'butir ujian/ pemeriksaan tersebut;xi) Semua lenls kemalancan a`au setaranc kejadlan Yang mekbatkan kerja: xii)

Masalan persekitaran(banjir, tanah runtuh dan lain-Iain) yang melibatkan kerja; xiii) Lawatan Pegawai Penguasa;/Waklinya dan Pelawat.-pelawat yang dibenarkan; xiv) Fosil dan lain-lain yang diternui di tapak bina:xv) Permintaan olen "Pegawaf Penguasa”/Wakilnya rnengenai sebarang

rekod seperti butir-butir yang telah dikorek atau digali dan lain-lain;xvi) Perkara-perkara lain yang tidak dinyatakan di atas.4. Semua kiub konkrit diuji yang telah diambil hendaklah direkodkan di dalam Jadual

Konkrit Kiub Diuji yang teodapat di akhir muka Buku Harian ini. Keputusan ujian, boiehlah direkodkan dikemudian hari.

5. Sebagai tambahan kepada merekod hasil-hasil pengujian kiub konkrit. hasil terakhir ujian bagi C.B.R disitu, ketumpatan, kandungan kelembapan, menggred, ‘bitumen recovery’ uiian Marshall dan lain-lain adalah juga perlu direkodkan dalam format yang direkabentuk oleh pengguna-pengguna dengan menggunakan ruang-ruang kosong yang disediakan dalam Buku Harian Tapak Bina ini.

6. Muka-muka suratyana kosong di akhir muka Buku Harian ini hendaklah juga digunakan untuk membuat lakaran-lakararn dan laporan kejadlan-ke)adianiaktiviti-aktiviti harian yang disediakan, disambung sekiranya halaman dalam muka surai yang diperuntukan tidak mencukupi. Sebavang catatan hendaklah diberi fiarikh dan mengikut aturan. .

A/4APP9/5



Chapter Nine

Tarikh……………………………….Waktu kerja buruh dari pukul…………………….hingga…………………………………Waktu hujanDari………………………………….hingga…………………….Dari………………………………….hingga…………………….Dari………………………………….hingga…………………….(Nyatakan samaada lebat atau tidakKerja-kerja tergendala kerana hujan:………………………………………………………………………………………………………………………………………..………………………………………………………………………………………………………………………………………..………………………………………………………………………………………………………………………………………..

Bilangan pekerja-pekerja yang diambil bekerja di Tapak Bina

Jumlah Pekerja(i) Kontraktor……….

(ii)SubkontraktorDinamakan…………

* Pekerja Mahir**Pekerja Tidak Mahir

Kuantiti bahan-bahan yang diterima………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

A/5APP 9/6

Catatan…………………………………………………………………………………………………………………………………………………………………………………………………………...………………………..

+ Sila asingkan rekod untukpekerja kontraktor denganpekerja SubkontraktorDinamakan

CinaMelayu Jumlah Pekerja Tempatan

Lain-lainIndiaBil

Jenis Kerja/Pekerjaan

Kontrak/ subkontrak +



Chapter Nine

Arahan Pegaw ai Penguasa……………………………………………………………………………………………………………………………………….………………………………………………………………………………………………………………………………………..………………………………………………………………………………………………………………………………………..

Kerja yang dibina hari ini

………………………………………………………………………………………………………………………………………..………………………………………………………………………………………………………………………………………..………………………………………………………………………………………………………………………………………..

Loji, alat dan kelengkapan Kontraktor, Subkontraktor Dinamakan, pekerjaan dan w aktu kerja sebenar.

Lain-lain………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

Tandatangan Kontraktor/ejen tapak Bina Tandatangan Penyelia JKR di Tapak BinaNama: …………………………………… Nama;…………………………………………

Jumlah Pekerja Tempatan

APP 9/7

Bil Loji, alat dan kelengkapan (K/S.K.N) Waktu Kerja

A/6



CONTENTS

10.01 Departmental Gu1idelines for Drawings

10.02 Site Facilities for Drawings10.03 Assignment of Drawing

Staff10.04 Drawing Register10.05 Categories of Drawings10.06 Original Contract Drawings

and Master Set of Prints10.07 Amended Contract

Drawings10.08 Supplementary Drawings10.09 Contractor's Works

Drawings10.10 Contractor's Temporary

Works Drawings10.11 Programming Drawings10.12 Progress / Measurement

Drawings10.13 As Built Drawings

-------------------------------------------------

10.01 Departmental Guidelines for Drawings.

Arahan Teknik 6/85 "Guidelines farPresentation of Engineering Drawings" regu-lates the preparation of drawings for roadworksin the Department and site staff will find that theDrawings which form part of their contract doc-uments comply with it. The "Guidelines" arealso generally applicable to the additional sitedrawings which inevitably become necessary asconstruction proceeds and all officers reesponsi-ble for the preparation and keeping of suchdrawings should be conversant with the provi-sions of the "Guidelines".

10.02 Site Facilities for Drawings.The preparation of hard and fast rules fort h e

management of drawings and drafting activitiesis complicated by the fact that staffing, equip-ment and office resources devoted to them varyso much according to the size of the project.However, for the purpose of this Manual the fol-lowing assumptions have been made.1. Dyeline printing facilities are not available

on site nor are they sufficiently accessi-ble to make day to day use practicable.Dyeline plan printing therefore, has to be undertaken on an irregular basis in regionalor other JKR offices or at commercial outlets.

2. Photocopying is available on site or is sufficiently accessible for practical day to day use elsewhere.

3. Plan filing chests or racks for approximately 150 Al sheets (in five compartments or divisions) are available onsite.

10.03 Assignment of Drawing Staff.If a draftsman or suitably qualified technician isincluded in the team, he should be made respon-sible for the safeguarding and management of alldrawings, the drafting of additional drawings,receiving and issuing drawings and maintaininga Drawing Register. If no such individual isincluded in the team the RE must assign themost suitable member of his staff to undertakethese duties, except of course, the actual draftingof drawings for which he must make arrange-ments in his regional JKR office, JKR H.Q. orother nearest JKR facility.

10.04 Drawing Register.A Drawing Register sectionalised under the cat-egories indicated in Chapter 10.05 is to be main-tained on every contract site, recording the num-ber and title of every drawing held, issued andreceived. Further, the Register should record,'for issued drawings, the following information.a) Date of issue.b) Number of copies.c) Whether in paper print or negative form.

The keeping of a Drawings Register as

Chapter Ten

CHAPTER TEN : DRAWINGS



described in this section and as detailed in the subsequent sections of this chapter is a mandatory requirement.

10.05 Categories of Drawings.The drawings prepared and used in connectionwith the contract include the following.

A WORKING DRAWINGS1. Original contract drawings.2. Amended contract drawings.3. Supplementary Engineer's drawings.4. Contractor's works drawings.5. Contractor's temporary works drawings.6. Programming drawings.

B RECORD DRAWINGS1. Progress/Measurement drawings.2. As Built Drawings.

10.06 Original Contract Drawings and Master

Set of Prints. The original negatives of thesedrawings are retained in JKR HQ or regionaloffices and remain unaltered.One set of copy negatives is to be obtained bythe Resident Engineer at the start of the job andheld, together with a full set of paper prints, inthe Site Office. The paper prints form the basisof a Master Set. Both the copy negatives andthe Master Set of prints become subject toamendment as described in Chapter 10.07.A further two sets of paper prints are to beobtained from the original drawing negativesand issued to the contractor free of charge. Ifrequested, copy negatives may also be suppliedto the contractor and charged to him.Books of half-size reductions of the ContractDrawings are useful and convenient for sitework but it should be remembered during refer-ence to them that they may be subject to unnot-ed amendment for which staff must refer to theMaster Set of prints. The reduction process alsorenders the half size drawings inaccurate forscaling purposes.

10.07 Amended Contract DrawingsThe copy negatives held in the Site Office mustbe progressively amended to show changes in

design or extra or omitted work authorised onthe various instruction forms described inChapter Six. (copies of the instruction forms areto be circulated to the drafting staff for this pur-pose). The changes to the negative are to berecorded in the amendment box on the negativeand progressive alphabetic suffixes added to thedrawing numbers to indicate amendment, all inaccordance with Arahan Teknik 6/86.The Master Set of prints is also to be progres-sively updated to ensure that site staff have cur-rent contruction details readily available.As far as the actual drafting work for the amend-ments is concerned the contractor should berequired to make the alterations to the negativesas part of his contract responsibilities for thepreparation of As Built Drawings. However, themember of the site staff responsible forDrawings should attend to alteration (or annota-tion) of the Master Set print as soon as the worksinstruction is issued. He should replace the oldprint with a new one after revision of the nega-tive by the contractor.The amendment and its suffixed number is to berecorded in the amended drawing section of theDrawing Reqister. Two prints of the amendeddrawing are to be supplied free of charge to thecontractor and the date of issue recorded in theRegister.Minor amendments do not need to raise anamended negative immediately - they can beincorporated with a subsequent major amend-ment or a collection- of minor items. However,in this case, the minor amendment must first benoted promptly on the Master Set print as previ-ously described and the contractor must, ofcourse, be informed of the change without delayin one way or another-Site Instruction Form,APP or A3 Supplementary Drawing (seeChapter 10.08)If the negative becomes so heavily amended asto prevent legible reproduction it will be neces-sary to prepare a retraced negative incorporatingall previous, and the current amendments, butthe previous amendment box details mustappear on the new negative.

10.08 Supplementary DrawingsAs far as possible design changes, additions andomissions should be dealt with by amending the

Chapter Ten



original contract drawings as described in theprevious section of this chapter. However, ifthere is no suitable drawing in the original. set orif it is otherwise impracticable to amend existingdrawings it will be necessary to produce a sup-plementary drawing under signature of theEngineer.Arrangements for drafting, printing and register-ing Supplementary Drawings and issuing themto the supervision site office and the contractorshould be as described for Amended ContractDrawings in Chapter 1.0.07 but a separate sec-tion of the Drawing Register should be openedfor them. The numbering system should be thesame as that adopted for the original contractdrawing and be in' accordance with ArahanTeknik 6/85.The "Guidelines" stipulate that all road worksdrawings are to be prepared in Al format but anexception to the rule can be made as follows. Forsupplementary site drawings which do not relyon accurate scaling in use and which fit conve-niently on to the smaller size frame, A3 formatcan be used. No other size variations are per-mitted. Prints may be produced from the A3negative by photocopy process but in this casemust be immediately and prominently over-stamped "Do not scale". (For the "As Built" set,A3 size drawings must be converted to Al for-mat)The original negative of the supplementarydrawing (whether A1 or A3 size) should be sentto the JKR Regional Office or JKR HQ to beheld with the original negative of the ContractDrawings. A site copy negative is to be filed innumber order with those of the original contractdrawings. Two prints are to be issued to the con-tractor and one is to be placed with the MasterSet or, if of A3 size, kept (single fold) in box orlever arch files.

10.09 Contractor's Works DrawingsContractors, for one reason or another, some-times produce working drawings for permanentwork. The prints or negatives should be sepa-rately filed and recorded in the appropriate sec-tion of the Drawing Register under the contrac-tor's numbering reference. Contractor's WorksDrawings which vary the content or detail ofworks shown on the Contract Drawings should

not be accepted unless they relate to contractor'salternative proposals that have been approved bythe Engineer.

10.10 Contractor's Temporary Works Drawings

Drawings are more often raised by the contrac-tor for temporary works such as structural form-work and temporary traffic diversion layoutsand details. Acceptance or rejection of the draw-ing's proposals must be confirmed to the con-tractor in writing and, if accepted, the negativesor prints are to be filed separately from the othercategories of drawings and recorded in theappropriate section of the Register under thecontractor's number reference. If the drawingsare reproduced from original contract drawingnegatives or drawn on prints of original draw-ings the contractor must be required to strike outthe original number and substitute his own.

10.11 Programming DrawingsPrints of original layout drawings are frequentlyused by both contractor and the supervisionteam for the indication of constructionsequences with the help of colour coding. Theyare to be numbered, registered and filed sepa-rately from the other catergories. The numbersused are to be those of the negative of the basedrawings but with the alphbetic references inspaces 9 and 10* substituted with PG and serialsstarting at 01 in space 11.

* See Appendix 1 of Arahan Teknik 6/85.

10.12 Progress/Measurement Drawings

These are drawings prepared by the supervisionteam for its own record purposes (see Chapter7.09). They are drawn on prints of road layoutand structure general arrangement drawings andare to be numbered, registered and filed sepa-rately from other categories. The drawing num-bers are to be formulated as indicated forProgramming Drawings in Chapter 10.11 exceptthat the alphabetic references are to be "P M."

10.13 As Built DrawingsThese provide a most important record for the

Chapter Ten



Department and other government agencies and,although the actual preparation of the drawingsis required to be undertaken by the contractor,the responsibility for ensuring that an accurateand comprehensive set of As Built Drawings isproduced, rests firmly with the supervisionteam. As their name implies, the As BuiltDrawings are intended to show details of theactually constructed works in the form that theyexist on completion. As a result, there is often atendency to leave their preparation until the endof the construction period. This is not an accept-able approach. By the time this stage is reachedmany of the staff involved in construction onboth sides have dispersed, and those who remainmay have difficulty in recalling details from oneor two years earlier and have little incentive, orinterest, in completing the task at the tail-end ofthe job.The approach that must be adopted is to dealwith the preparation progressively throughoutthe construction period. If the procedures out-lined in Chapter 10.07 for amending originalcontract drawings and for circulating worksinstructions to the drafting staff for recording onthe drawings as proposed in Chapters 6.10 Wand6.11 (j) are observed, together with the furtherprocedures set out in this chapter, it should notbe a difficult task to make the few final additionsand amendments to the As Built Drawings at thetime of completion.The As Built Drawings are to comprise the finaleditions of the following.1. The Original Contract Drawings or,

where amended, the Amended Contract Drawings

2. Supplementary Drawings3. Contractors Working Drawings that have

been approved for use in construction4. Final Land Plans5. Special Drawings.

The last category is required because someimportant record data is not raised automaticallyby drawings contained in the first three setsnamed, or cannot be conveniently presented onthem. Examples of such items are:a) removal and replacement of unsuitable

material below formation,b) variation in pavement course thickness or

layering andc) permanent diversion of services.

It has already been noted that the contractoris responsible for preparing and presenting the full set of As Built Drawings. However,in order to ensure that he meets this obligation in an adequate way, it is essentialfor the supervision team to monitor the progress of drawing preparation and to carefully note all the amendments that need to be shown.

The contractor should be required to present theAs Built Drawing for any particular sheet as andwhen the constructional ' work detailed on thatsheet is completed. He must be required to pres-ent for approval any such completed "As Builts"at the Monthly Progress `Meetifgstogether witha list' of amendments made to those that arein the course of preparation. In order to ensurethat no items are omitted the contractor's listshould be checked against a record of amend-ments and additional items kept for the purposein a special section of the Drawings Register.Negatives for the major proportion of the AsBuilt Drawings (those in categories 1, 2 and 3above) can be supplied (and charged) to the con-tractor by the Resident Engineer as copy nega-tives of the original or Amended ContractDrawings and Supplementary Drawings.The drawing numbers of the base negatives areto be retained but the copy negatives producedfor the purpose are to be prominently stamped"AS BUILT DRAWINGS" in the bottom righthand corner above the title box and any previousoverstamping.Copy negatives may also be similarly providedfor the Special Drawings (category 5 above) ifsuitable negatives are available. If not, the con-tractor is to prepare negatives himself. If appro-priate, the base negative numbers are to be usedor new numbers are to be provided in accor-dance with Arahan Teknik 6/85. Again, the neg-atives are to be stamped "AS BUILT DRAW-INGS" in the bottom right hand corner.In addition to the preparation of full size nega-tives the contractor must be required to present amicrofilm of every As Built Drawing. All fullsize negatives of the As Built Drawings (includ-ing Supplementary Drawings orginally of A3size) must be presented in A1 format.

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On acquisition of the negatives for the As BuiltDrawings from the contractor, the ResidentEngineer is to prepare one complete set of paperprints and then submit all the negatives (includ-ing microfilms) to the Documentation Unit,Roads Section, JKR H.Q. through the Engineeror Project Co-ordinator.The requirements set out in this chapter forensuring that the contractor properly preparesand presents the As Built Drawings are manda-tory on the. Resident Engineer.Finally, in meeting these mandatory require-ments the Resident Engineer should carefullybear in mind that apart from the general record-ing of the final form and detail of the project, theAs Built Drawings are required for the followingpractical purposes.(i) To assist with the measurement for the

preparation of an accurate final account.(ii) To provide details for the instruction and

supervision of defects maintenance work bythe contractor and for the organisation of subsequent routine and special maintenanceby the Department.

(iii) To record details of underground featureswhich may be encountered in any subsequent excavation or load application opera-tions within the Right-of-Way.

(iv) To provide details of both above-and-belowground features for statutory and commercial authorities when planning and installing their services.

(v) To provide information which helps the Department to assess pavement performance and to decide what remedial action to take in the event of failure.

(vi) To record land-take and ownership.

Chapter Ten



CONTENTS

11.01 Introduction

UTILITIES.

11.02 Service Authorities and WorkCategories.

11.03 Arrangements for Utilities Work

11.04 Liaison with Service Personnel

11.05 The Safeguarding of Installations

11.06 Applications for New ServicesRoutes

11.07 Cost Implications of ServicesWork. ROAD TRAFFIC

11.08 Responsibilities of the Supervision Team

11.09 ContrActor's Proposals for Traffic Control, etc.

11.10 Maintenance of Traffic Arrangements

11.11 Departmental Regulations forTraffic Control MALAYAN RAILWAYS - KTM

11.12 The Need for Care and Liaison

11.13 General KTM Requirements11.14 Detailed Considerations for

Railway Work

------------------------------------------------------1.01 IntroductionAlthough neither of the subjects of this chap-ter involve permanent work which forms partof the actual road facility both can have astrong influence on contract operations andthird parties -- particularly if the road is urbanin character. If that influence is not to bestrongly adverse it is essential that the super-vision team plays a central role in coordinat-ing activities and providing liaison. The fol-

lowing notes are intended to help the-team todeal with work involving,a) services of statutory and commercial

undertakers, b) road traffic andc) the railways.

UTILITIES

11.02 Service Authorities and WorkCategories.

The Authorities with which site staff maybecome involved are those responsible forthe following services, Water, Electricity,Telephone, Sewers and Oil and gas pipelines.The work connected with any of these servic-es usually falls into one or more of the fol-lowing categories. Permanent or temporarydiversions Protection of existing servicesNew installations.

11.03 Arrangements for Utilities Work.

The arrangements for dealing with utilities onroad contracts varies according to service,authority and also from contract to contract.Any of the following arrangements may beprescribed or adopted:a) Inclusion of the whole services operation

in the roadworks contract with the supplyof materials and all. the work of construc-tion and installation undertaken by the main contractor.

b) As in a) but with materials (eg. ducts, pipes, cables or covers) supplied by the service authority

c) As in a) but with the main contractor engaging specialist sub contractors eitherregistered with, or approved by, the services authority

d) The use of Nominated Sub-Contractors and Provisional or P.C. Sums in the maincontract

e) Combinations of a) to d).

11.04 Liaison with Service's

Chapter Eleven

CHAPTER ELEVEN : UTILITIES AND TRAFFIC



Personnel.

Although attempts are usually made to pre-plan services work during the design stage,many arrangements cannot be finalised untilthe contractor's detailed roadworks program-ming is available. As soon as it is, theResident Engineer must take the initiative tomake contact with the utility authorities andthe personnel concerned. It is necessary toensure that the utilities people are fully awareof the proposals by supplying them withdrawings, details and programmes so thatthey can determine, or review, what diver-sions and protective measures are necessary.Thereafter, there is a continuing need toinvolve services personnel in the planningand execution of the contract works. If theroadwork contract is large and the impact ofservices work substantial, it is desirable toarrange meetings, say at monthly intervals, toplan operations, discuss progress and dealwith problems arising. The meeting should beattended by the appropriate R.E. staff*, themain contractor, sub contractors and repre-sentatives of the utilities authorities. All serv-ice organisations involved should attend atthe same time because the activities of oneare often affected by another.

* It may be desirable to assign one engineeror technician to take special responsibilityfor utilities work.

11.05 The Safeguarding of Installations.

On site, supervision staff must remember thatany services work executed under the maincontract must meet the authority's standards.Also, whatever the contract arrangement,damage to existing installations must beavoided. Damage can result from the cuttingof service lines, removing support or by load-ing from earthworks, traffic or constructionplant.The actual positions of underground installa-tions are often inaccurately plotted on draw-ings and in cases of doubt or high potentialrisk the contractor should be instructed to

hand-excavate trial holes for the purpose oflocation. Instructions may also need to begiven toa) specially protect services with concrete

or other surrounds or coverings,b) provide sheet piling or strutting to

prevent damage from earth movement, orc) provide bridging or support for cables,

ducts or pipes themselves.Close liaison with utilities authority person-nel is clearly important for all these activities.

11.06 Applications for New ServicesRoutes.

Re-aligned or new Right--of-Way reservesprovide routes which are attractive to serviceauthorities for new installations. Applicationsfor such proposals are usually dealt with byState JKR offices or JKR HQ but if ResidentEngineers become involved they shouldacquaint themselves with the recommenda-tions of Arahan Teknik 4/85. - "Applicationfor the Installation of Public UtilitiesServices within the Road Reserve".

11.07 Cost Implications of ServicesWork.

There are particular cost implications of serv-ices work which need to be observed. First,when approving general works programmesthe Resident Engineer should guard againstany tendency to incur unreasonable costs tothe Employer for temporary services diver-sions, proposed solely or primarily for thecontractors own convenience,- or to mitigatehis own costs.Second is the question of the cost of trial pitsopened for the purpose of underground serv-ices location. Generally speaking if no blan-ket lump sum item is provided in the contractfor this,the excavation should be measuredand paid for unless the location work is nec-essary because of some fault on the part ofthe contractor.

ROAD TRAFFIC

11.08 Responsibilities of Supervision Team.

Chapter Eleven



Not all roadworks contracts have to contendwith existing traffic but even those located oncompletely new alignments may have termi-nal connections or intersections with existingroutes where construction and traffic interestsconflict. on road improvement or rehabilita-tion projects where work is almost continu-ously subject to existing traffic those con-flicts can present difficult management prob-lems.The importance of the responsibility of theResident Engineer and his team for thesematters cannot be overstated and is notdiminished by the legal indemnities whichthe contractor has to provide for theEmployer. If serious or even fatal accidentsresult from the contractor's lack of attentionto traffic safety, or if there is serious disrup-tion of traffic flow, these all counter the ben-efits that the completed project provides andreflect adversely on the Department.Therefore, all members of the supervisionteam, without exception, should be made tofeel that they share responsibility for trafficmatters. They should be required to reporturgently to their R.E. any unsatisfactory situ-ations they observe during their daily jour-neys to and from the site office and aroundthe site. But in spite of this general involve-ment of the whole team, where staffing levelspermit, it is desirable to assign one assistantwith special responsibility for traffic matters.

11.09 Contractor's Proposals for Traffic Control, etc.

Before the contractor is permitted to makeany change in traffic arrangements or intro-duces any restriction or obstruction, theResident Engineer must require him to pres-ent his proposals for approval. The proposalsshould be submitted at least two weeks inadvance of the date they are intended to beput into operation and must include fulldetails of any temporary pavement construc-tion, signs, barriers and lighting, etc.In the case of major diversions or obstruc-tions the R.E. should convene a meeting fordiscussion of the proposals, to be attended bythe contractor and the highway authority'straffic officers. The Police should also be

present and in the case of urban authoritiestheir traffic committees will usually wish tobe represented. The R.E. should minute themeetings and arrange for formal approval ofthe proposals or confirmation of any requiredamendments to be sent to the contractor. Itshould be noted that there is a statutory obli-gation under the Road Traffic Act to notifythe highway authority of any traffic diver-sion. In the case of closures, those exceeding30 days duration must be gazetted and thoseof lesser duration must be advertised to thepublic.

11.10 Maintenance of Traffic Control Arrangements.

As far as the regular maintenance of diver-sions and traffic aids, such as temporarywarning signs, barriers and lighting is con-cerned, the contractor must be required toprovide regular patrolling and inspection tobe followed up by quick and effective actionfor repair and replacement. Routine cleaningof warning and direction signs must also beprovided.The regular patrolling of existing t r a f f i croutes affected by construction should also bea feature of the supervision team's activities.

11.11 Departmental Regulations forTraffic Control.

All work undertaken on public highwaysopen to traffic is subject to the provisions ofArahan Teknik 2c/85 "Manual on TrafficControl Devices Temporary Signs and WorkZone Control". Its provisions must beobserved both in giving approval to the con-tractor's proposals and also during the regularinspection of his temporary works.The specific requirements set down inChapters 11.08 - 11.10 and the observance ofArahan Teknik 2c/85 requirements aremandatory upon the Resident Engineer.

MALAYAN RAILWAYS - KTM

11.12 The Need for Care and Liaison.

Special care needs to be taken at intersections

Chapter Eleven



with railway routes, or at any locations wherework has to be undertaken close to railwaytracks. Although the roadworks supervisionstaff will not (and must not), at any time,become involved in the control of rail trafficit is essential that there is very close liaisonwith the railway authority and that all its reg-ulations are strictly observed by the contrac-tor. At an early stage, contact should be madewith the appropriate KTM Area Engineer toacquaint him with the details of roadworkslikely to affect railway operations.

11.13 General KTM Requirements.Work on railway track reserves will normallyonly be permitted by KTM under the follow-ing conditions:a) with full occupation by the roadworks

contractor during which time the tracks are completely closed to rail traffic, or

b) with both roadworks and rail traffic strictly controlled by KTM supervisors and flagmen, etc., or

c) with the erection of temporary safety fencing or walling in cases where entry on to the tracks themselves is not necessary but where work is undertaken close to them.

11.14 Detailed Considerations for Railway Work.

Resident Engineers should carefully note andobserve the following points in connectionwith KTM conditions. a) Full occupations of the track are usual-ly only given for short and strictly limitedperiods of a few hours and heavy penalties, inaddition to normal "occupation" charges, arelevied in the case of overruns. Constructionoperations scheduled for these periods musttherefore be carefully pre-planned. Adequateplant and other resources must be mobilised,preferably with backup equipment as a pre-caution against breakdown. Attendance bysenior contractor's staff and competent fore-men, etc. must be insisted upon and theResident Engineer himself should be on sitethroughout the occupation period with appro-priate assistant engineers and technicians.Railway supervisors must also be requested

to be in attendance.b) Arrangements which do not involveclosure of the tracks can be made for longerperiods but "inconvenience" and flaggingcharges are usually levied. These can be sub-stantial and it is important therefore, thatwork subject to such arrangements is com-pleted as quickly as possible. Also that therates' for the charges` are agreed in writing`with KTM, together with start and end dates,which must be confirmed without delay.It should also be clearly established who is tomeet the cost of the railway charges. If this isnot spelt out in the contract it must be thesubject of conclusive negotiation between theEngineer, contractor and KTM before theworking arrangements are approved by theResident Engineer and any charges areincurred. In addition to supervision by rail-way staff the contractor must provide a fulltime competent foreman to control plant andlabour at the railway site during the arrange-ment,c) The requirements for protective fenc-ing imposed by KTM are usually stringentand Resident Engineers should ensure thattheir site inspectors check regularly that thetemporary structures are maintained effec-tively. Also that long reach cranes and exca-vators, etc. do not operate in such a way as tocircumvent the barriers and become a dangerto passing rail traffic.d) Supervision staff should ensure thatthe contractor takes care not to damage KTMcommunication cables on site.

Chapter Eleven



CONTENTS

12.01 Completion Programme12.02 Pre-Completion Checks1.2.03 Qualification For

Completion 12.04 Handover12.05 Certification of Works

Completion 12.06 Defects Maintenance

Period (Maintenance Period)

12.07 Certification of Maintenance Completion

12.08 Preparation of Completion Reports

12.09 Other Reports Required12.10 Mandatory Completion

Duties

-------------------------------------------------

2.01 Completion Programme.The supervision team's involvement in thefinal stages of the contract-can be regarded asfitting into the following programme.a) Pre-completion checks.b) Qualification for Completion. c)

Handover.d) Certification of Completion.*e) Defects Liabilities (Maintenance)

Period.*f) Certification of Maintenance

Completion.*g) Preparation of Completion Reports.

Required action under each of these headings is dealt with in the following sections of this chapter.

12.02 Pre-Completion ChecksAs construction work approaches full. com-pletion, the contractor will apply to the

Engineer to issue a Certificate under theterms of the Conditions of Contract (Clause39 of Form 203A or Clause 48 of the 203CEWI, FIDIC and I.C.B. "Conditions" *).The first step for the Resident Engineer inresponse to the application is to inform theEngineer and then to arrange for a full inspec-tion of the works as they stand. The prepa-ration of a list of deficiencies should followcompiled in two sections:(i) Outstanding Work, (ii) Defects.When the complete list is available copies areto be passed to the Engineer and the contrac-tor. The Resident Engineer must then reviewits contents and recommend to the Engineereither:a) that the works are sufficiently and satis

factorily completed to warrant the prep-ration of the certificate, or

b) that further completion or remedial workis required.

The Engineer's decision on this point is to benotified to the contractor in writing. If it isdecided that the Certificate can be issued,before proceeding further, an undertakingmust be obtained from the contractor that hewill attend to all required outstanding andremedial work during the Defects LiabilityPeriod (Maintenance Period).

* The Form 203A Conditions of Contract usethe terms Certificate of PracticalCompletion, Defects Maintenance Periodand Certificate of Completion of MakingGood Defects, Forms 203 CEW1 and theFIDIC Conditions of contract use the termsCompletion Certificate, Maintenance Periodand Maintenance Certificate. The I.C.B."Conditions" use the terms Certificate ofCompletion, Period of Maintenance andMaintenance Certificate.

12.03 Qualification For CompletionIn coming to a decision as to whether theproject is ready for its Certificate of Practical

Chapter Twelve

CHAPTER TWELVE : COMPLETION PROCEDURE



Completion or Completion Certificate thefollowing points should be considered.a) It is not necessary for every last nut andbolt to be in place but the project should be ina suitable state for occupation by the govern-ment and use by the public at large, withoutinconvenience or hazard.b) Generally speaking:

(i) all side ditches and cross highway pipes must be complete but the non-completion of some chambers and covers is acceptable;

(ii) all carriageway pavement and shoulder work should be complete except for very minor isolated areasat bridges, culverts etc., or where remedial work is required;

(iii) all elements of major structures andlarge culverts should be complete;

(iv) guardrails on high embankmentsor at other hazard points and bridgeparapets must be complete;

(v) road marking should be complete except for very minor items;

(vi) if included in the contract themore important advance and direc-tion signs and all warning signs, without exception, must be erected.

(c) The value of completed work should be at least 95% of the estimated final Contract Sum.

(d) once the Certificate has been issued no Liquidated Damages can be levied against the contractor for non completionof any part of the works. In the case of contracts governed by the Form 203AConditions of contract there is no reten-tion money to be released on completionbut the 203 CEWI and I.C.B. Conditionsprovide for a retention on interim certificates half of which is released on certi-fied completion.*

(e) Because, as noted in (d), the contractor has been relieved of some of the onerousconditions and because the remaining payment values are small it is sometimes very difficult to get the contractor to take the completion of outstanding or remedial work seriously. For this reason,staff must guard against agreeing that

completion has been achieved if small but important items of work are outstanding-particularly if they are covered by items that the contractor may regard as loss-making.

(f) The issuing of the Certificate of Practical. Completion or Completion Certificate does not constitute contractul approval for the items of workindicated to be complete - final approvalrests with the issuing of the Certificate ofMaking Good Defects or Maintenance Certificate. However, an element of implied acceptance cannot be entirely avoided and it is clearly embarrassing toidentify, at the end of the Defects Maintenance Period or Maintenance Period, deficiencies which could have been pointed out earlier. Accordingly, Resident Engineers should ensure that their staff carry out the completion inspection and listing of work conscientiously.

It is to be noted that the Contractor can askfor a Certificate to be issued for part of theWorks. In the case of Form 203A contracts aCertificate of Partial Completion can beissued for part of the works occupied by theGovernment - see Clause 42(a) & (b). ForForm 203 CEWI, FIDIC and I.C.B. contractsa Sectional Certificate of Completion can beissued providing the terms of Clause 48(2)and/or (3) have been met. The procedure forsectional completion is similar to thatdescribed in this chapter for whole comple-tion.

* In the case of FIDIC.contracts anyarrangements for the holding and release ofretention are give in the Part II "Conditions".

12.04 HandoverBefore the Certificate of PracticalCompletion or Completion Certificate isissued it is normal to arrange for acceptanceof the project to be signified by the maintain-ing authority, which may be the Jabatan KerjaRaya. Alternatively, it may be some othercentral or local government authority. Forthis purpose a joint site inspection is arranged

Chapter Twelve



with the contractor, the Engineer and officersof the maintaining authority at which the lat-ter have the opportunity to draw attention toany items they consider to be incomplete orunacceptable. If the Engineer agrees that theitems are properly subject to rectificationunder the contract he will include them in hislist of deficiencies prepared for the contrac-tor. However, it should be stressed that theexercise is concerned with work already cov-ered by contract instructions and, althoughmost contractors will be flexible about under-taking a small amount of additional construc-tion, this is not the stage at which major extraworks should be introduced.

12.05 Preparation of the Certificate Of Practical Completion or Completion Certificate

When the Engineer is satisfied that a suitablestate of completion has been achieved andhas obtained the contractor's undertaking tocomplete the outstanding and remedialworks, the Certificate of PracticalCompletion or Completion Certificate shouldbe prepared. Form JKR 2035 Pin 2/83 is usedfor the purpose and should carry an annexlisting the more important deficiencies to beattended to by the Contractor. A copy of anissued Certificate is given in Figure 12A.Clause 48 (1) of the Form 203 CEWI, FIDICand I.C.B. Conditions of Contract requiresthat the Certificate be issued within 21 daysof the contractors notice requesting it or with-in 21 days of his making good any defectsrequired by the Engineer for "substantialcompletion". There is no such stipulation inthe Form 203A "Conditions”

12.06 Defects Maintenance Period (Maintenance Period)

The contract does not end with the Certificateof Practical Completion or CompletionCertificate and some members of the supervi-sion team are usually retained to overseework executed during the Defects Liability orMaintenance Period, which start on the dateof the Certificate. At that time, the ResidentEngineer or other officer assigned with con-tinuing site responsibility for the contract

should agree with the contractor the pro-gramme for the Period and what resources ofplant and labour etc. will be required. He willthen assess his own supervision staffingrequirements and agree with his superior inthe Department what provision is to be made.Arrangements also need to be made with thecontractor for continuing the services ofaccommodation,, transportation and laboursupport, scaling these down to a suitablelevel.The contractor's programme of maintenanceshould be based on dealing with the list ofdeficiencies appended to the Certificate ofPractical Completion or completionCertificate. However, the list must be pro-gressively updated throughout-the period bythe supervision staff who should be constant-ly on the lookout for any additional defectsand evidence of potential failure.It should be stressed that the contractor'sworks obligation during the period is fordefects and noncompletions only - it does notextend to routine or " wear and tear" mainte-nance unless otherwise stated in the specifi-cation.

12.07 Certification of Completion ofMaintenance.

The Certificate of Completion of MakingGood Defects or Maintenance Certificate,unlike the Certificate of Practical completionor Completion Certificate, does signify ulti-mate acceptance of the works. It is, therefore,of the greatest importance that any defectsremaining toward the end of the DefectsLiability or Maintenance Period are identi-fied and put right before the Certificate isissued. The work of compiling a final list ofdeficiencies should start approximately twomonths before the nominal end of the Period.When all remedial and outstanding work hasbeen completed to the satisfaction of theEngineer the Certificate of Making GoodDefects or Maintenance Certificate is to beprepared on form JKR 203Y / 82. An exam-ple of an issued certificate is given in Figure12B. In the case of the Form 203AConditions of Contract the procedures for

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dealing with defects and issuing theCertificate of Making Good Defects are setout in Clause 45.The issuing of a Maintenance Certificate isdealt with in Clause 62(1) of the Form 203CEWI, FIDIC and I.C.B. Conditions ofContract which require the Certificate to beissued within 28 days of the end of theMaintenance Period or the date ofCompletion of the required defects work.There is no such provision in the Form 203A"Conditions".

12.08 Preparation of Completion Reports

The Project Co-ordinator is required to pre-pare for each contract, a Road Project Reportas outlined in Nota Teknik 15/87 which isreproduced as an Appendix to this chapter.Resident Engineers are normally expected toassist with the preparation of the Report,starting work on the task as soon as construc-tion is finished and continuing throughout theDefects Liability (Maintenance) Period. TheReport should be presented to the Director ofRoads, JKR (after approval by the Engineer)within a few weeks of the end of the Period.Resident Engineers who are posted awayfrom the project before the end of the mainte-nance period must draft as much of theReport as is practical before leaving and handover the draft to the in-coming incumbent,the Engineer or their Co-ordinator.Two very important constituents of the RoadProject Report are a complete list of the AsBuilt Drawings and the detailed FinalAccount - matters which are dealt with inChapters 10.13 and 7.15 respectively.

12.09 Other Reports RequiredFurther reports to be prepared at the end ofthe contract, which the Resident Engineermay be required to prepare or contribute toare:

a) the Report on Contractor's Performance, and

b) the Completion Report on Form JKR 8Pin 6/79. Copies of blank forms for both these reports are also given as

appendices to this chapter.

12.10 Mandatory Completion DutiesThe following activities dealt with in thischapter are mandatory for the ResidentEngineer.

(i) Conducting of pre-completion checks and listing of deficiencies.

(ii) Preparation of Certificate of Practical Completion or Completion Certificate.

(iii) Supervision of contractor's mainte-nance operations.

(iv) Preparation of final deficiencies list.

(v) Preparation of Certificate of Completion of Making Good Defects or Maintenance Certificate.

(vi) Preparation of or contributions to, the three Completion Reports.

APPENDICES TO CHAPTER TWELVE

APPENDIX

12 (1) Nota Teknik 15/87. Format for Road Project Report

12 (2) Report on Contractors Performance12 (3) Form JKR 8 - Pin 6/79

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Chapter Twelve

FORMAT FOR ROAD PROJECT REPORT

1. Title Page

2. Road Project Report 1.0 Introduction2.0 Construction Details 3.0 Construction Cost 4.0 Miscellaneous5.0 Appendix

CAWANGAN JALAN

ROAD PROJECT REPORT

NAME OF PROJECT

Design By : (Unit Rekabentuk / Jurutera Perunding)

Constructed By : (Name address and Class of Contractor)

Supervised By : (JKR Daerah/Jurutera Perunding)

Cost of Project :

Date of Completion :

Report Prepared By : Name and Designation

RAHSIA

FORMAT FOR ROAD PROJEK REPORT

PrefaceThis Technical Note sets Out The required format for road project reportsthat are to be prepared by the coordinators after the completion of a proj-ect.while the basic format as set out should be ffolowed at all time, variationsand changes can be made wherever necessary for specific projects.

RAHSIA



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1.0 INTRODUCTION

This is to introduce the project constructed.Details should include the following:

1.1 Scope of Works- Describe generally the scope of works involved such as the nature ofthe project, class and length of road involved, number of structures and facilities provided etc.

1.2 Feasibility Study- Give brief details of the feasibility study if any such as date of study, name of consultant etc.

1.3 Detailed Engineering- Give brief details of the design such as standard adopted and other special design features together withthe name of designer.

1.4 Source of Funding- State the source of funding for the project e.g World Bank, ADB, Federal Government etc. The Head and Subhead and the Plan Period (e.g.) FMP) is also to be stated.

1.5 Contract Details- Give details of the contract such asname, number, class and address of the Contractor, date of possession ofsite, original and final contract sum etc.

1.6 Supervision- Give name and address of the resident 'supervisory staff.

2.0 Construction Details

This section is intended to provide a detailedaccount of the overall construction of theproject. The details should include the high-lights of the construction of the items con-cerned; the problem encountered during con-struction; and the solutions adopted to over-

come them. Problems arising from deficien-cies in the specifications should especiallybe highlight.

2.1 EarthworksStating the earthworks carried out, its quan-tities etc.

2.2 PavementStating the construction of the pavement

2.3 StructuresDescribes the various structures constructedsuch as bridges, retaining walls, pedestriancrossing etc.

2.4 DrainageDescribes the various drainage structuresand types of drains and culverts includingany subsoil drainage and erosion controlmeasures used.

2.5 Relocation of ServicesDescribes the various types of serviceinvolved, difficulties encountered duringconstruction and its effect on the progess ofwork.

2.6 Intersections/InterchangesDescribes the major intersection/interchangeincluding details of traffic signal designused.

2.7 OthersOther matter encounter during construction e.g.traffic control, river diversions, land problemetc.

3.0 Contruction CostThis section should summaries the contructioncost of the major elements as set out inSumarry of Tender. It should also highlight theareas of Variation Orders.

4.0 MiscellaneousAny other details deemed relevent should berecorded here.

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5.0 AppendixThe appendix should include the following :-a) location and site plan of the project listb) as-built plan / profile drawingsc) photographs of instruction aspects of the

construction.d) other plans etc. as required.e) as completed detailed abstractf) list of related file numbers

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Chapter Twelve

1

2

3

4

5

6

7

8

Terbaik 90% ke atas

Baik 75% - 89%

Tidak Memuaskan 50% ke bawah

Sederhana 50% - 74%

Mutu Kerja-kerja Kemudahan(Services Quality)

Mutu Kerangka (StructureQuality)

Perancangan / Kemajuan (Programming / Progress)

Pentadbiran (Administration)

Pengurusan Tapak Bina (SiteOrganisation)

SOKONGAN (RECOMMENDATION)

APPENDIX 12 (2)

LAPORAN PERLAKSANAAN PEMBORONG(CONTRACTOR'S PERFORMANCE)

KRITERIABIL

Pengawasan Kontraktor-kontraktor Kecil/ PembekalYang Dinama (Control ofNominated Sub-Contractors/

Mutu Kerja-kerja Luar (Externalworks Quality)

Mutu Kemasan (FinishesQuality)



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CONTENTS

Introduction

A. Earthworks

B. Drainage

C. Pavement

D. Concrete

-------------------------------------------------

Introduction1. Technical requirements and constructionaldetails for all contracts are given in theSpecification and the Drawings The purpose ofthis chapter is not to reproduce that data in theManual, nor to provide a short-cut for site super-vision staff in the essential matter of becomingfully conversant with the technical directionscontained in the contract documents.Rather, the intention is to lay stress on points ofparticular importance and to give guidance onfurther points of good constructional practicewhere the contract may be non-specific or pre-pared to leave discretion to the supervision team. The notes that are provided for this purpose onthe pages following this Introduction aregrouped under four headings, namely,

A. Earthworks B. Drainage C. Pavement D. Concrete

2. The importance of adequate levels of inspec-tion and testing cannot be over emphasized.The following notes do not attempt to deal withthese subjects extensively and staff should turnto other sources for information and guidance.The Specification notes the particular testsinvolved and the quantative values that theresults must achieve for compliance. T h e"Guidelines for the Inspection and Testing of

Roadworks" published -by the Departmentgives further details of the tests that should beundertaken and recommends frequencies of test-ing for specific cases. On the inspection side,the "Guidelines" define the various operationswhich should be subject to inspection, the cate-gory of staff to be employed and the degree ofsupervision, in terms of proportional time, thatshould be applied. Resident Engineers shouldmake themselves familiar with the requirementsand recommendations of the "Guidelines"" andensure that they are implemented.

A. EARTHWORKS Site Clearance1. Areas to be cleared etc., may be indicated onthe Drawings. If not, it will be necessary to issueinstructions. In the case of designation on theDrawings, it may be necessary toissue variation instructions as the site is openedup and conditions become clearer.The Specification provides for areas to be either,

a) felled only, orb) completely cleared including stripping and grubbing.

2. It may not be necessary to fell trees over thewhole Rightof-Way area but care should betaken to ensure that tall trees retained near theedge of the tops of cuttings, are not in danger offalling into the roadway. Trees which can besafely retained for landscaping purposes shouldbe preserved.3. Generally speaking, areas under embank-ments with a centreline height less than 1.5mshould be grubbed and stripped of topsoil exceptin weak ground conditions. Inthe latter circumstances, care should be taken toavoid damage to the crust, which may bestronger than the underlying soil. Plant shouldnot be. allowed to run directly on it and the firstlayers of fill should be placed "overhand". Areasin which drainage channels and ditches are toexcavated should also be grubbed and stripped.

Excavation4. Material classified as unsuitable in the

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CHAPTER THIRTEEN: PRACTICAL HINTS FOR SITE STAFF



Specification is to be removed, but no materialshould be taken off site without_ the R.E.'sexpress instruction. This is particularlyimportant on contracts which have (or are likelyto develop) a fill deficiency requiring importedor borrow material.5. Paid volumes of imported or borrow materialshould be determined as the theoretical differ-ence between the total excavation (less instruct-ed unsuitable) and the required fill, both beingbased on the Drawings' cross sections. The actu-al imported quantities (which may be affectedby wastage or unauthorised disposal) should notbe used.6. The Specification provides for separation ofsuitable and unsuitable materials by the contrac-tor and for the selection (and stockpiling if nec-essary) of material for subgrade, etc. Site staffshould use these provisions to ensure that thebest available and appropriate materials are usedin the embankments.7. Material with a moisture content whichmakes it difficult to compact should not be dis-carded as unsuitable for this reason alone (Seeitem A12).8. The Specification requirements for benchingslopes which are to receive embankment shouldbe carefully observed.

Embankment9. A vigorous programme of density testing isessential to ensure that the specified compactionrequirements are met. ("Method" specificationsare being replaced by "end result" specifica-tions).10. Densities should be determined by the sandreplacement method; moisture content by ovenor site drying (the latter with propane gas ring &kwok or frypan). "Speedy" moisture contentapparatus should not be used.11. The maximum layer thickness for placingand compaction as determined in compactiontrials should be carefully observed. Some densi-ty testing at the bottom of layers is desirable.12. It may be necessary to adjust the moisturecontent of fill material (either up or down) inorder to render it suitable for compaction - theSpecification makes provision for this.

13. Embankment should be built up in such away as to permit surface drainage run-off at allstages.14. Particular care should be taken with the con-struction of the top 300mm of embankment -selection of suitable material for subgrade, lay-ering and compaction.15. Care should also be taken with compactionof embankment side slopes, either by use of atowed slope roller or by overfilling and trim-ming back excess with excavator or dragline.If the latter method is adopted, net volume ofcross section only should be used for paymentand calculation of cut/fill balance for any borrow(See A.5).16. If the contractor constructs edge bunds at thetop of embankments to reduce slope erosion,outlets should be left at the low point of sagcurves to prevent ponding. The bunds shouldbe removed once vegetation on the slope hasbeen established, or the contractor should berequired to construct shoulder drains and outletcascades at his own expense, unless these areprovided for in the contract.

Cultivation17. Vegetation should be established on cuttingand embankment slopes at the earliest oppportu-nity.18. Alternatives to specified turfing arrange-ments involving hydro-seeding or other meth-ods can be considered providing the contrac-tor gives full detailsof the system and acceptsthe risk of successfully establishing effectiveground cover.19. The contractor must be required to care forcultivation works by' watering, fertilising andrepairing erosion damage as necessary duringthe construction and maintenance periods of thecontract so that strong effective growth is estab-lished which can be expected to survive and pro-pogate after the contract ends. Grass cuttingshould also be undertaken if necessary duringthe construction period and, if specified, duringthe maintenance period.

B. DRAINAGE1. Side ditches, filter drains and other drainage

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facilities should be constructed as soon as possi-ble after cuttings have been reduced to forma-tion level.2. Although locations for the installation of filterdrains, etc. may be indicated on the contractdrawings, it is an R.E.'s responsibility to ensurethat adequate sub-soil drainage is providedwherever necessary. Water arising in cuttingslopes and at formation level should be careful-ly observed and trial pits opened to establishedwater table level.Spring water can be expectedwhere the face between permeable and imper-meable layers is exposed on steep longitudinalgrades. Where this occurs, or where the forma-tion is wide, a pattern of cross sub-soil drainsmay be required in addition to the normal longi-tudinal side filter drams (Porous pipes in filterdrains under pavement areas should be sur-rounded with no fines concrete).3. Many drainage arrangements are given incontract drawings only as typical details withoutspecific invert levels, cross drain locations, etc.Resident Engineers should ensure that in provid-ing layout & level details etc, minimum depthrequirements and grades are observed (See"Guide to Drainage Design of Roads"). If neces-sary, additional cross drains and outfalls shouldbe provided to deal with local ground level irreg-ularities which impose slack grades and shallowinverts.4. Minimum depths of ditches are quoted in thedrainage Arahan Teknik as dimensions belowsubgrade level, not finished surface. Ditch lin-ing should not extend above subgrade level andshould be provided with weepholes.5. For piped drains, Inspectors should check thatindividual pipes are soundly bedded and,in thecase of spigot and socket pipes,that they are bed-ded over the whole length of the barrel and arenot resting on their collars.6. For concrete pipes with eliptical reinforce-ment it is essential to ensure correct rotationwhen placing.7. Careful placing and compaction of backfill isimportant, especially at pipe haunches, and par-ticularly for C.M.P.8. When the precise locations of cross culvertshave been set out on the ground, the detailed orscheduled lengths, and also headwall positions

and configurations,should be checkedto ensure that they match the actual topographyand proposed embankment heights.9. For all major culverts (i.e. those exceeding1.5m diameter or 2m, rectangular), R.E.'s shouldinsist on formal inspection and approval of thefoundation before allowing construction to pro-ceed. The excavation bottom should beinspected and probed at incremental stages todetermine suitable founding levels, or replace-ment of unsuitable material. The use of theCulvert Verification Form is appropriate (SeeChapter 5.21).

C. PAVEMENT

Subgrade1. Naturally occuring material exposed at thevarious depths of a road profile cannot beexpected to provide consistent bearing strengthsthroughout the whole length of a contract route.Nor can site investigations give a fully compre-hensive view of local soil variations. Formationsin cuttings should therefore be carefully exam-ined to ensure that the designed pavement iseverywhere suitable for its subgrade strength.This can be done by visual inspection and thetaking of samples for remoulded CBR tests (In-situ CBR's can be unreliable). The observationof deflection under the wheels of loaded con-struction vehicles can also be useful.2. If the bearing capacity of the material at for-mation level is found to be less than that adopt-ed for design purposes, instructions should begiven for increasing pavement thickness (SeeC.4 below). Alternatively, if values are verylow (say less than 2.0% CBR) it is preferable toexcavate and dispose of a 0.5 meter thicknessreplacing it with superior material from site orborrow.3. The Specification compaction requirementsfor subgrade, both in cut and in fill locations,should be carefully observed.

Unbound Granular Courses4. If it is found necessary to redesign the pave-ment at any particul'a`r location--because thesubgrade is weaker than anticipated by the stan-dard design, it is normal to thicken the sub-base

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layers and leave the base layer unchanged. TheSpecification provisions for Lower Sub-Basepresent an economical means of increasingpavement thickness, particularly if material withthe required CBR can be found on site. In anycase, site staff should be on the look out formaterial exposed in roadway cuttings, which canbe employed as sub-base material and so givecost savings.5. As in the case of embankment fill, a full test-ing programme is necessary to ensure thatSpecification requirements for base and sub-base are met - in this case for both gradation andcompaction. Similar comments to those con-tained in A.9-12 also apply to test methods andmoisture content adjustment, etc.6. Gradation tests should be carried out on sam-ples from insitu laid material, not merely deliv-ered or stockpiled material.7. If unbound layers are subject to site or roadtraffic, they should be checked to ensure thatthey have not suffered loss of material or segre-gation before succeeding layers are placed. Ifnecessary, they should be scarified and/orreshaped and recompacted.8. Care should be taken to ensure the continuityof permeable sub-base or base layers across thefull width of shoulders where this is indicated onthe Drawings. They are intended in the vari-ous design Arahan Teknik, to provide drainageseepage of the pavement courses to discharge atembankment edge or cutting drainage features.Contractors should not be permitted to excavatefor, and lay, carriageway pavement layers intrench and then construct the shoulder drainagelayers for intermittent filter channels) later.

9. Bituminous and Surfacing CoursesPrime Coat (cut back or emulsion) - It is impor-tant to provide adequate rate of spread and timeto allow penetration and curing. A minimum of24 hours is required before the succeedingcourse is laid and traffic should not be allowedon the surface during this time. Sand or otherfine aggregate blinding material must not beapplied.Tack Coat (emulsion) The succeeding courseshould be laid as soon as the emulsion has bro-ken.

10.Production of Pre-Mix MaterialsIt is highly desirable to have a member of thesupervision team full time at the mixing plant.He should be fully involved in the taking ofsamples and testing (The Specification and"Guidelines for Inspection and Testing ofRoadworks" provide comprehensive details ofmix requirements and testing procedures.If theapproved job mix incorporates both natural andcrushed fines, it is important that separate coldbins should be provided for each, and that thecontractor adheres to the prescribed proportionsthroughout the production day. In drum typeproduction plants, it is important to ensure thathopper gates and belt feeds provide a consistentsupply of material; also that the consumed quan-tities of added filler indicate that the intendedamount is being incorporated. Where this typeof plant is used, extra vigilance should be exer-cised with regard to the mix and any problemsexperienced during laying should result inincreased levels of testing.In hot bin plants, all the available bin sizesshould be used and screens should be checkedregularly for wear.

Laying Premix Materials11. An asphalt thermometer must be kept on sitefor regular checking of delivery and rolling tem-peratures. For alphaltic concretes, three rollersshould'be used - a steel wheeled roller for breakdown, a pneumatic tyred roller for main com-paction and a steel tandem roller for finishing.Break down rolling should commence as soonas possible after laying without causing unduedeformation or cracking.All rolls and tyres must be continuously wateredand cleaning mats must be provided at alltimes,to prevent pickup.Ballasted rollers mustbe regularly checked to ensure that they carrythe appropriate weight. Excessive rollingspeeds and sudden direction changes must beavoided.Back spreading of material should be discour-aged and kept to a minimum. Longitudinal jointsin wearing courses should be cut and paintedwith bitumen unless provision is made forreheating, or multiple pavers are operated inechelon. Transverse joints should be cut and

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painted.12. Double Bituminous Surface

TreatmentAlthough ranges for the rate of spread of binderare quoted in the Specification, it is important toestablish the appropriate rate for any given sur-face, and other conditions, by trial. Spray barequipment should be checked to ensure that noz-zles are clear and that they are set at the correctlevel above the surface to avoid streaking, etc.Cover aggregate should be dry, free of dust,cubical in shape and of single size. Spreading ofthe cover aggregate should proceed immediate-ly after application of the binder and rollingimmediately after that. A pneumatic tyred, notsteel wheeled, roller should be used. The rate ofspread of binder and the rolling techniqueshould ensure that individual chips of the coveraggregate are embedded in the bitumen layer upto 2/3 of their depth.A number of other points of good surfacingdressing practice are noted in the Specificationand should be carefully observed.13. Level, Thickness and Regularity

TolerancesThe Specification sets out level and thicknesstolerances for all courses from sub-grade to topof wearing course. The contractor should beencouraged to keep to the lower -side of leveltolerances.Compliance can be checked by optical levellingor by "dipping" from a taut nylon line stretchedacross the pavement between level pins set out-side the pavement, so that they serve for all lay-ers without repeated replacement. Additionalpins are required, however, adjacent to surfacinglanes for automatic level control devices ofpaving machines.The surface regularity requirements (whichapply only to surface courses) are also given,inthe Specification and can be checked by rollingstraight-edge, or hand-carried straight-edge andwedge.

D. CONCRETE

1. The Specification gives full details ofa) the designation of Grades (Prescribed &

Designed),b) Characteristic Strength,

c) Current Margins and the method of determination,

d) procedures for establishing mix design &properties by trial,

e) compliance requirements (by test result) for incorporated concrete

It is important that all staff involved in supervis-ing and testing concrete works are fully conver-sant with all the Specification data.

2. It is important for the contractor and thesupervisory staff to make an early start on thepreparation of trial concrete mixes and theirtests.

3. Sampling and testing regimes (including testfrequencies etc.), for both constituent materialsand finished concrete mixes (strength & worka-bility), are given in the Specification and/or"Guidelines for Inspection and Testing ofRoadworks" and should be carefully observed.

4. The moisture content of coarse and fineaggregates for concrete should be checked regu-larly in order to determine the quantities ofadded water. Frequent slump tests should alsobe taken on delivery of the mix to the structurein order to check water content and workability.The specified mix properties established duringthe mix design trails give a workability range foreach grade of concrete. The range may be toowide to provide a suitable mix for all the purpos-es for which the grade has been specified and itmay be necessary to apply closer limits for par-ticular usages. For example high workabilitymay be required for areas of congested rein-forcement or mould shapes which restrict themovement and compaction of fresh concrete.Low water, slow setting mixes may be necessaryfor high strength deck slabs with large exposedareas. In such cases it may be desirable to incor-porate additives to produce these special effects..It should be remembered however, that the addi-tive mix should be fully tested beforehand andthe results compared with a basic additivefreecontrol mix.

5. The requirements for fixing reinforcement,,constructing shuttering and placing, compactingand curing concrete are all fully covered in the

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Specification but the following points are of par-ticular interest.

a) It is important to ensure that all faces of the placed concrete in the structure are kept alive with fresh material so that deadjoints do not form. In emergencies it maybe necessary to form specified construction joints.

b) Particular care should be taken with the curing arrangements for high strength bridge decks which are susceptible to shrinkage cracking. If high heat generat-ion and high ambient temperatures combine to cause problems with setting and

curing it may be necessary to take special stepsto reduce concrete temperatures to the specifiedlimits - e.g. by shading aggregate stockpiles oradding ice to the mixing water.

6. Non compliance of test cube results withspecified strengths. The first step is to ask the contractor for his pro-posals for dealing with the problem. In decidingwhether to accept the contractor's proposals, orwhether other remedial measures should betaken, the following points are relevant. The action to be taken in respect of the concretewhich is represented by the test cubes failing tomeet the specified requirements, may rangefrom qualified acceptance in less severe cases, torejection and removal in the most severe cases.In determining the action to be taken, theEngineer should have due regard to the technicalconsequences of the kind and degree of non-compliance and to the economic consequencesof alternative remedial measures, either toreplace the sub-standard concrete or to ensurethe integrity of any structure in which the con-crete has been placed.In estimating the quality of the sub-standardconcrete and in determining the action to betaken, the Engineer should establish the follow-ing, whenever possible:-.

(i) the validity of the test result, and confir-mation that specimen sampling and test-ing has been carried out in accordance with the Specification,

(ii) the mix proportion actually used in the concrete under investigation.

(iii) the actual section of the structure repre-sented by the test cubes,

(iv) the possible influence of any reduction inconcrete quality on the strength and dura-bility of the particular section of the stru-ture.

The Engineer may wish to carry out tests on thehardened concrete in the structure such as thetaking of cored samples. However, the results ofany such tests should not be admitted as takingprecedence over the evidence of valid cuberesults.

7. Remedies for other defects -If the contractor is permitted to repair defectiveconcrete resulting from shutter movement orcollapse, grout loss or poor compaction, ratherthan remove the whole structural element, caremust be taken to ensure that the area affected iscut back to sound dense concrete before recast-ing fresh concrete. In areas of critical stress, itmay be necessary to insist on repair with epoxyconcrete or epoxy mortar.If poor concreting and finish persist, it is advis-able to insist on the removal of all offending ele-ments and review the whole of the contractor'sconcreting and formwork techniques.

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Chapter Thirteen

Construction Supervision Manual for Roadworks - JKR 20407-0003-90

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