Timor Leste Suai Airport Consultancy 10 09 2011 Construction Supervision

STAGE 3 – CONSTRUCTION SUPERVISION

Post Award Services

The tasks at this stage generally cover all areas immediately

after the issuance of Letter of Acceptance to the Contractor and

ends with the finalisation of accounts.

Project Planning

Following the formulation of the agreed MIP at pre-award, the

Consultant will monitor in further detail the method of

programming and scheduling by the Contractor. Particular

emphasis will be given to the scheduling and commissioning of

the Terminal Building, Central Utility Building, associated

landside and airside infra-structure facilities, systems pertaining

to Navaids & Commaids, AGL etc.

In view that the Contractor is working within a considerable

constraint of providing minimum disruptions to the operating

airport environment whilst ensuring a timely completion of the

Project, the Consultant shall utilize its familiarity with this

situation to assist the Contractor on providing solutions.

the Consultant shall also provide its specialist input in advising

and recommending ways to ensure a smooth transition of

operation from the existing to the new redeveloped Airport.

The tasks performed in the above-said are inclusive but not

limited to the followings: -

(a) Taking the lead in co-ordinating meetings between relevant

regulators, operators, authorities, Contractor and

consultants;

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(b) Assist Contractor to co-ordinate and achieve interfacing

requirements among Related Works;

(c) Assist the Client in reviewing interfacing dates, key dates

and priority events, including required analyses works;

(d Check to oversee the Contractor’s method of keeping detail

records of work progress, construction equipment, labour

deployment and material usage on day-to-day basis;

(e) Periodic and non-periodic Project Progress Reporting,

monthly activities reports, MIP updates and other forms of

implementation programme charts;

(e) Taking steps and advising Client of necessary steps to

keep works within the contract programme and working

together with the Contractor to devise a realistic recovery

programme for any anticipated delays, if any.

3.2. Engineering

From the design concept captured in the Contract, the aim of

the tasks performed at this stage is ensuring that the quality

objectives of the project are being met and all the outputs

described in the Scope of Works shall be delivered.

Technical audit and value engineering, expressed in writing will

be on-going activities throughout the whole design processes.

The major output of the services shall be issued as instructions

after inspections, meetings or discussions.

The tasks for the above-said are inclusive but not limited to the

followings:

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(a) Review aspects affecting airport operations,

(b)Review and confirm adequacy of design parameters, criteria

and standards used in design development with regards to

Contractor’s proposal,

(c) Approve materials and equipment with regards to

Contractor’s proposal,

(d)Conduct design audit and value engineering on Contractor’s

detail design during design development,

(e) Ensure compliance with Need Statement with regards to

Contractor’s detail design,

(f) Check and approve of Construction Drawings submitted by

the Contractor,

(g)Checking setting out of the Works by the Contractor,

(h)Assist contractor to liase and co-ordinate with relevant

authorities with regards to relocation of existing services,

provision of new services and diversions of rivers or

drainage (if required),

(i) Carry out inspections to ensure that the Contractor carries

out works in accordance with the Contracts,

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(j) Assess and notify the Client of requirement of technical

variation and make recommendation,

(k) Carry out instructions by the Client which are reasonably

required for the execution and completion of the works

under the Contract,

(l) Recommend any necessary changes to the design or

specifications to the Client,

(m) Ensure that the Contractor upon completion of the

Contracts submit to the Client tracings, negatives,

transparencies, as-built drawings etc.,

(n)Prior to the issuance of Certificate of Completion, ensure that

the Contractor submits Operations and Maintenance

Manuals for installed mechanical and electrical,

navigational and other services, and check and verify that

the submissions comply with the requirement of the

Contract.

3.3. Procurement and Contracts

To a large extent the costs for this project has been determined

on a Fixed Lump Sum Price. Therefore Works at this stage

shall be mainly for the compliance and adherence to the terms

& conditions and general administration of the Contract.

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Accordingly, the tasks performed are inclusive but not limited to

the followings :-

(a) Setting up procedures to evaluate and verify quantities of

accepted works especially variations including methods of

measurement, storage, retrieval and archiving information

on quantities,

(b)Discharging duties and responsibilities in relation to the

administration of the Contract including measurement and

maintenance of records, site supervision, testing and

commissioning,

(c) Issue notices to Contractor for non-compliance with the

Contract Requirements,

(d)Evaluate and verifying quantities of accepted works carried

out by the Contractor,

(e) Preparation of interim payment certificates,

(f) Assess, notify and make recommendation of cost variations,

(g)Preparation of financial reports covering checking of

quantities, cash flow projection,

(h)Provide information and support to assist Client in

assessment and resolution of claims by Contractor,

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(i) Assist the Client in issuing all necessary certificates relating

to the Contract including certificate of completion,

(j) Submit recommendation to the Client of request for

Extension of Time by the Contractor,

(k) Ensure that the Contractor comply with the Contract

Requirements,

(l) Prepare and submit to the Client Final Accounts of

Contracts,

(m) Submit to the Client the contractual aspects of Operations

and Maintenance Manuals for installed mechanical and

electrical services and other installations.

3.4 Quality Assurance Matters

(a) Prepare and develop Quality Assurance Plan and

Procedures for the project to ensure that the Construction

Management Services requirements are met and are of

high quality and consistency,

(b) Check and approve Contractor’s Quality Assurance Plan

and Procedures under the contract including those of

Government’s own,

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(c) Check and conduct audit throughout construction works to

ensure compliance with the approved Quality Assurance

Plan,

(d) Wherever and whenever necessary, issue notices of non-

compliance to the Contractor.

3.5 Health, Safety, Security and Environment Matters

(a) Check, monitor and audit contractor’s Health, Safety,

Security and Environment Plan and Procedures under the

Contract including those of Client’s own,

(b) Take all necessary actions to ensure that the safety aspect

of the Works within the airside is observed at all times,

(c) Ensuring that the Contractor in carrying out his work does

not cause interference to the public or other contractors,

(d) Monitor and report to the Client that the Site is kept clean,

tidy and safe at all times,

(e) Monitor and ensure that during the construction period, the

airport operation is not affected,

(f) Carry out safety audit regularly during the construction

period.

(g) To ensure Contractor’s compliance to the EMP set up in

the EIA approved conditions.

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Responsibilities of the Consultant

to carry out all responsibilities of the Project Manager under the Contracts

including, but not limited to:

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authorising the Contractor’s subletting parts of the work;

approving the replacement of any of the Contractor’s Key Personnel;

approving the Contractor’s insurances;

clarifying any queries on the Contract Data;

approving proposed centre-line reference levels for the roads as proposed

by the Contractor;

approving the Contractor’s programme and updates thereof;

extending the dates for achieving compliance with Service Level Criteria if

warranted by the occurrence of unforeseen events or by the issuance of

changes to the contract;

viii) attending Management Meetings and recording the proceedings

thereof;

ix) responding to requests for contract changes as made by either the

Contractor or

the Employer;

x) checking the Contractor’s work, notifying the Contractor of any defects

found and

requesting additional testing as considered necessary;

xi) monthly verification of Service Quality Levels achieved in relation to

maintenance

services for performance evaluation purposes;

xii) assessing quotations provided by the Contractor for carrying out

variations and

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instructing variations;

xiii) checking the Contractor’s monthly statements and certifying the

amounts due to

be paid to the Contractor;

xiv) determining the justification for Emergency Works and the issuance of

Work

Orders in respect thereof;

BCEOM French Engineering Consultants December 2004

Design and Procurement of Pilot Contracts for PMMR

TANZANIA : Technical Report

5

xv) certifying the completion of the works and issuance of Taking Over

certificates;

xvi) issuing the Defects Liability Certificate;

xvii) certifying the payment due upon termination of the contract;

(b) to advise the employer on all matters concerning claims from the

Contractor and to

make recommendations thereon, including possible recourse to the

Disputes

Resolution Expert (DRE).

The Consultant shall provide a full-time representative on Site who shall be

nominated as the

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Project Manager’s Representative and whose principal responsibilities shall

be to:

(a) inspect the performance of the works concerning workmanship and

compliance with

the specifications and to order, supervise, or perform tests on the materials

and/or

work;

(c) check systematically works progress and collect all data necessary to

assess the

impact of the works on road conditions, including traffic data;

(e) check the Contractor’s accounts, invoices, claims and other statements

concerning

arithmetical error and compliance with the contract, and if required to

correct thereof;

(f) supervise the Contractor in all matters about safety and care of the

Works and if

required to request from the contractor the necessary lights, guards,

fencing and

watching;

(g) direct the Contractor to carry out all such work or to do all such things

the Project

Manager considers necessary to avoid or to reduce the risk in case of an

emergency

affecting the safety of life or of the Works or of adjoining property;

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(h) carry out such duties under the terms of the Contract as may from time

to time be

delegated in writing by the Project Manager; and

(i) prepare as-built drawings for the complete Works.

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Timor Leste Suai Airport Consultancy 10 09 2011 Construction Supervision

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