POP Construction PDF

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TABLE OF CONTENTS
S.No. Description Page No.
1.0
ADMINISTRATION
1.1 1.2 1.3 1.4 1.5
Introduction Project Description Project Organization Project Office Administration Personnel Administration
I-1 I-2 I-3 I-22 I-25
2.0
CONTROL OF THE WORK
2.1 2.2 2.3 2.4
Client Interface Contractor Interface Control of Work Construction Operating Procedures
II-1 II-2 II-9 II-19
3.0
PROECT CONTROL
3.1 3.2 3.3 3.4
Contract Administration Documentation Financial and Cost Control Schedule Control
III-1 III-14 III-22 III-23
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Program Operations Plan Construction

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Section 1.0
Administration
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1.0 ADMINISTRATION 1.1. Introduction

Description of Project The project comprises construction inspection and engineering supervision of a number of construction Contracts including road widenings, new roads, interchanges, expressway standard roads, bridges, parking structures, and pedestrian underpasses in and around the Municipality of Abu Dhabi. Operations Plan The Operations Plan follows the outline in the Company Quality Assurance Manual and is an update of the original plan prepared at the beginning of the TRIP program in 1980. This plan incorporates the several policy and procedure memos written and distributed since the initial plan went into effect. These memos were done to keep abreast of changing conditions over time and have been the guiding policy and procedure statements as an adjunct to the original plan in the form of a well-organized appendix. The updated plan will weave in the essence of these documents insofar as practicable; will give procedures for future updates; will continue the practice of using the appendix to elaborate on or modify the updated plan with cross referencing to the applicable parts of the base plan; will reflect the present project activity; will be as sensitive as possible to actual practices; will discard and revise any sections of the original plan not covered by memo and no longer applicable; will re-format to comply with the format given in the QA Manual. The Purpose of construction services to be performedThe Consultant is responsible on a continuing basis for the engineering supervision and construction inspection of the Program improvements as shown in Appendix I.1-1 and as described in the section on project description. The tasks consist of integral elements such as surveys, construction inspection, materials testing, shop drawing review, progress and schedule monitoring and review, as-built drawings review, and processing of interim and final payments as shown in Appendix I.1-2. All are aimed at assuring a quality of construction consistent with sound construction practices and to comply with the Contract documents and specifications so that the project is completed on time and within budget. Construction Manual The client assigned DCIL the task of preparing a construction manual which is in final draft form. Procedural items from that manual will be included in this operations plan and the manual itself will be a supporting document by reference.
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1.2 Project Description

The projects now under construction include road widening projects, full interchanges, bridges, parking structures, and pedestrian underpasses. Future construction projects now under design and which are anticipated to be tendered and awarded in the future will include similar works. Appendix I.2-1 shows all of the projects under construction or already constructed since the inception of the program in 1980. These consist of local and access roads involving palaces and government institutions, the Maqta Bridge, interchanges and ramps for future interchanges, realigning the Corniche Road, multi-storied parking structures, right turn lanes and channelization along the main roads, traffic signal system, etc. All of these road improvements are within the Municipality of Abu Dhabi. A number of TRIP Projects are awaiting construction commencement, others are awaiting tendering authorization or final approval of the completed design; all such Projects will presumably have construction contracts eventually awarded. Design has been authorized and is in various stages of progress or it is completed for the following projects: Contract 10, Corniche Road - North (realignment) Contract 66C, Parking Structure in Sector E5 Contract 66D(R), Multi-Storey Parking Structure in Sector W5 Contract 66I, Multi-Storey Parking Structure in Sector E-8 Contract 964, Pedestrian Crossings under Main Roads Contract 967( R ), Tunnel at Sea Palace Access Contract 968, Bridge Interchange at IP-111 Contract 978, Bridge Interchange at IP-111A Contract 980, Umm Al Nar Bridge Interchange Contract 981, MIP-3 Bridge Interchange - Mussafah Road Contract 982, MIP-76 Bridge Interchange - Mussafah Road Contract 987, Breakwater Rehabilitation and Improvements Contract 988, CCTV System Additional Work AW30, Al Bateen Palace Roadworks
Other projects within the maintenance period: 30, 35, 37A, 81, 84B, and E17 are monitored by the construction staff who also give support to the Municipality in arranging maintenance and closing out the project.
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1.3 Project Organization

The project organization is shown in Appendix I.3-1. The responsibilities and duties of each position are described as follows. Program Director The TRIP Program Director is responsible for the overall operations of the Companys Abu Dhabi Office. Project Director The Project Director is responsible for the construction supervision of TRIP Projects and overseeing the design efforts. Contract Administrator - The Contract Administrator is responsible for: -Assisting the program staff in consistent interpretation of the Contract documents. Facilitating contractual procedures involving the Municipality, Consultant, and Contractors. Dealing with Contract issues involving the Contractors claims, disputes, change orders, and variation orders. Maintaining an up-to-date project operations plan for construction. Reviewing and advising the staff on construction schedules, program deliverables, client priorities, and additional service requests. Conducting quality assurance audits at least quarterly.
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Deputy Project Director, Construction-I - The Deputy Project Director, Construction-I is responsible for matters related to TRIP design and construction of Utilities, Electrical, Mechanical works, and other specifically assigned additional tasks, and as follows: -Assist the Project Director in TRIP design and construction within the assigned disciplines. Maintain continuous communication and liaison with the Client and utility agencies. Provide supervision support for construction works related to the assigned disciplines. Review with the Client and utility agencies the technical matters involving construction for the assigned disciplines.
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Provide design assistance in support of the construction supervision staff. Delegate to the staff the specific authority and responsibilities as approved by the Project Director for the assigned disciplines. Supervise the performance of the field staff of the assigned descriptions. Comply with the requirements of the TRIP Agreement and limit construction and supervision activities to in-scope work.
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Deputy Project Director, Construction-II - The Deputy Project Director, Construction-II is responsible for matters concerning TRIP construction supervision, and as follows: -Assist the Project Director in construction supervision for TRIP Contracts. Assist the Project Director in overall management, planning, scheduling, and direction of the construction work. Review the construction progress reports and advise the Project Director on major deviations from approved construction programs. Supervise and control the construction work activities of construction Contracts. Coordinate technical matters among the construction and design staff; review their comments; make recommendations to the Project Director concerning these comments. Provide guidance and advice to the design and construction supervision staff. Review and advise the Project Director on important correspondence, Standards and Criteria for all Contract Deliverable submissions that affect construction. Arrange for the preparation and submission of Contract Deliverables involving construction issues. Delegate specific authority and responsibilities to the assigned supervision staff as approved by the Program Director. Review design changes with the responsible Deputy Project Directors, prior to the approval of shop drawings.
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Restrict design changes in plans and specifications to only those approved by the Project Director.
Senior Resident Engineer - On projects of a certain value and complexity a Senior Resident Engineer will be assigned and will have the same function as a Resident Engineer. Other Senior Resident Engineers will have responsibility for a group of Contracts and for supervising the Resident Engineers on those Contracts. The Senior Resident Engineer is responsible for: --Supervising the work and activities of the Resident Engineers. Functioning as the Resident Engineer on the primary assignment project with the duties described below.
Resident Engineer - The Resident Engineer will have responsibility for the one Contract under his supervision; for seeing that the work being inspected is constructed in accordance with the requirements of the plans and specifications without willfully disrupting the operations of the Contractor. He will be responsible for assigning the resources at his disposal in the most effective manner. The Resident Engineer performs the following: ---Supervises Inspectors, Technicians, and Project Office Staff. Writes drafts of monthly reports. Maintains Resident Engineers Daily Diary up-to-date in the approved format. Assures that workmanship and materials are in accordance with the Contract documents. Monitors, revises, and reports the Contractor's progress and updates cost-to-complete estimates as required. Convenes periodic meetings with the Contractor. Maintains day-to-day representative. liaison with the Municipality field
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Coordinates and expedites processing of the Contractor's partial payment invoices. Furnishes consultation and recommendations to the Senior Resident Engineer/Deputy Project Director/Project Director/Contract Administrator concerning the interpretation of Contract documents and claims by the Contractor for extra works and time extensions.
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Maintains necessary field records including up-to-date pay item quantity books. Requests, when needed, through members of the supporting supervision staff: surveys, materials testing, assistance with utilities, and structural engineering assistance. Assists in preparing necessary supplemental drawings when required to resolve field difficulties. Prepares correspondence and instructions to the Contractor, as well as various reports and other correspondence. Reviews as-built drawings.
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Assistant Resident Engineer - The Assistant Resident Engineer is responsible for the specific duties assigned directly by the Resident Engineer which will typically include: -Reviewing the Inspectors Daily Reports and providing input into the Engineers Daily Diary. Overseeing Inspectors and Site Engineers daily activities, giving out work assignments; providing guidelines for construction inspection. Reviewing survey and test requests; reviewing and approving shop drawings; monitoring the survey party; reviewing and approving proposed materials and construction methods. Preparing meeting minutes. Coordinating with the Contractors supervisory personnel in scheduling, sequence, and construction methods. Preparing written and oral reports to the Resident Engineer on contractual and procedural matters. Reviewing as-built drawings.
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Quantity Surveyor - The Quantity Surveyor is responsible for the specific duties assigned directly by the Resident Engineer and/or the Chief of Surveys and Quantity Surveyors which will typically include: --Maintaining up-to-date quantity books. Advising the Resident Engineer on measurements and unit rates.
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Preparing a BOQ Recapitulation. Preparing Monthly Financial Affairs Reports. Preparing and maintaining Interim and Final Quantity Books. Checking the Contractors interim and final pay certificates. Evaluating unit rates for new items of work. Checking joint measurements for interim payments. Computing final pay quantities. Maintaining current as-built drawings as the work progresses. Maintaining the progress schedule and cash flow chart. Assisting in preparation of change orders and variation orders. Assisting in evaluating claims.
Senior Site Engineer - The Senior Site Engineer is responsible for the specific duties assigned directly by the Resident Engineer which will typically include: -Coordinating with the Contractor for the inspection, survey, and testing requirements of the works in progress. Reviewing the Inspectors daily report and giving comments to the Resident Engineer. Reviewing the Contractors daily program. Reviewing shop drawings and as-built drawings and giving comments to the Resident Engineer. Making the initial review of the Contractors material submissions to ensure completeness of the package and compliance with the specifications. Giving comments to the Resident Engineer. Preparing reports to the Resident Engineer on the quality and progress of the construction and the adherence of the construction materials to the specifications.
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Site Engineer - The Site Engineer is responsible for the specific duties assigned directly by the Resident Engineer which will typically include:
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Reviewing the Contractors daily program. Coordinating with the Contractor for the inspection, survey, and testing requirements of the construction in progress. Reviewing the Inspectors daily report and giving comments to the Resident Engineer. Reviewing shop drawings and as-built drawings and giving comments to the Resident Engineer. Making the initial review of the Contractors material submissions to ensure completeness of the package and compliance with the specifications. Giving comments to the Resident Engineer.
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Inspectors - The Inspectors are responsible for the specific duties assigned directly by the Resident Engineer which will typically include: -Becoming completely familiar with the specifications, and particular specifications. plans, general
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Evaluating the construction methods for the phases of the work to which they have been assigned. Reporting noncompliance and seeking clarification from the Resident Engineer if needed. Ensuring the construction is strictly in accordance with the plans and specifications. Maintaining a detailed diary of the days work activities, issues, work approved or rejected, hours of operation, labor and equipment used, etc., and signed at the end of each day. Interfacing with the public, especially residents and business owners adjacent to the work, to mitigate the construction impacts. Coordinating with the Contractors Foreman in charge of the work on a daily basis to advise on the execution of the work. Coordinating with the Materials Technician and arranging for sampling and testing of satisfactorily completed work, and quality assurance testing of suspect materials.
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Coordinating with the Survey Party Chief to check the line and grade of completed work for conformance with the plans and specifications. Reporting to the Resident Engineer any questionable methods of operation by the Contractor or any failure of the Contractor to conform to the plans and specifications or to provide good workmanship. Processing the joint measurement sheets and maintaining records of their status. Maintaining records of completed construction for interim and final payment and as-built plans and maintaining detailed records of work done by the Contractor on a Day Works basis. Making special notes and documenting the Contractors activities that may lead to claims. Notifying the Resident Engineer of conditions that render it impractical or unreasonable to enforce the specifications. Reporting and documenting any accident on site and notifying the Resident Engineer immediately. Enforcing performance of the work in strict accordance with the approved Safety Plan and checking detours and traffic control zones for proper placement of signs, barricades, and lights.
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Survey Party Chief - The Survey Party Chief is responsible for the specific duties assigned directly by the Resident Engineer which will typically include: -Doing the survey work under the direction and guidance of the Chief of Surveys. Establishing primary horizontal and vertical control points including reference ties for re-establishing the points in the field. Supervising the survey party staff. Rotating staff assignments to develop the skills and qualifications of the Surveyors. Recording measurements, rod readings, and calculations in field books as the work progresses.
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Coordinating with the Contractors surveyor on work priorities and schedules. Checking the work by completing traverse closures and bench circuits. Reporting discrepancies or technical problems to the Resident Engineer. Jointly measuring the completed work for payment. Checking completed work for conformance to the line and grade required by the project plans in coordination with the inspector assigned to that item of work. Checking the Contractors setting out to verify execution and accuracy. Maintaining equipment in proper condition and checking the calibration frequently.
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Surveyor - The Surveyor is responsible for the specific duties assigned directly by the Survey Party Chief and/or the Resident Engineer. Surveyors will be assigned duties according to their technical abilities such as Instrumentman, Rodman, etc. Insofar as practicable, each Surveyor will be given an opportunity to rotate from one position to another. Materials Technician - The Materials Technician is responsible for the specific duties assigned directly by the Chief Soils and Materials Engineer and/or the Resident Engineer which will typically include: -Coordinating the work and record keeping of the materials testing laboratory on the project. Setting up the field laboratory and undertaking its organization, maintenance, and operation. Supervising staff assistants in sampling and testing of materials. Sampling, testing, record keeping, and reporting in accordance with: Municipality Policy and Procedures Directives. Materials Testing Manual AASHTO Standard Methods of Sampling and Testing Construction Supervision Manual Project Plans and Specifications Construction Supervision Directives
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Sampling Guide and Certifications Manual Reporting test results to the Resident Engineer and Contractor. Reporting failing or marginal test results immediately to the Resident Engineer. Coordinating with the Inspector in charge of the work to confirm approval of the work for testing and to discuss areas of concern. Coordinating with the Contractor on work priorities and schedules. Sampling and testing as quickly and efficiently as possible to avoid undue delay to the Contractors operations. Checking material delivered to the project for conformance with the approved source or supplier. Maintaining neat and accurate records. Monitoring the frequency and number of tests required for every operation.
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Secretary - The Secretary is responsible for the specific duties assigned directly by the Resident Engineer. The Secretary should be aware of the various record keeping and reporting procedures. The Secretary has the responsibility to type, copy, distribute, and file the project correspondence and meeting minutes. Deputy Project Director-Design - The Deputy Project Director-Design is responsible for advice and recommendations with regard to the assigned design disciplines related to TRIP construction projects, and as follows: -Maintain continuous communication and liaison with the Client regarding the design revisions initiated during the construction phase. Coordinate and review design matters with the Construction Group for their input. Review with the Client, in coordination with the related Design Section Managers and Construction Group, all design technical matters related to the projects under construction. Review and advise the Project Director regarding the specific content and format requirements of Standards and Criteria for all Contract Deliverable submissions.
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Arrange for the preparation and submission of all Contract Deliverables. Provide design assistance as required to support the construction supervision staff. Advise the Project Director of Client requests to undertake special assignments or additional work associated with the projects under construction.
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Structural Engineer Specialist - The Structural Engineer Specialist is responsible for advice and recommendations on all structural engineering matters and is responsible for: --Reviewing and approving structural shop drawings. Reviewing and advising on construction procedures related to structures. Assisting in preparation of change orders. Providing structural design services. Reviewing as-built Contractors. structural drawings prepared by the
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Electrical Engineer Specialist - The Electrical Engineer Specialist is responsible for advice and recommendations on all electrical engineering matters and he will: ---Review electrical shop drawings. Review electrical materials submittals and samples. Review and advise on construction procedures involving electrical works. Assist in the preparation of change orders. Assist in the inspection of electrical works. Provide electrical design services. Assist in the review of as-built electrical drawings prepared by the Contractors.
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Mechanical Engineer Specialist - The Mechanical Engineer Specialist is responsible for advice and recommendations on mechanical engineering matters and he will: ---Review mechanical shop drawings. Review mechanical materials submittals and samples. Review and advise on construction procedures related to mechanical works. Assist in the preparation of change orders. Assist in the inspection of mechanical works. Provide mechanical design services. Assist in the review of as-built mechanical drawings prepared by the Contractors.
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Architectural Specialist - The Architectural Specialist is responsible for advice and recommendations on architectural matters and will: --Review architectural shop drawings. Review and advise on construction procedures concerning architectural works. Assist in preparing change orders. Assist in inspecting architectural works. Provide architectural design services. Assist in the review of as-built architectural drawings prepared by the Contractors.
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Chief Soils and Materials Engineer - The Chief Soils and Materials Engineer is responsible for advice and recommendations on technical soils and materials matters and is responsible for: ---Completing, checking, and processing test reports. Making geotechnical recommendations. Making quality control recommendations.
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Ensuring that field laboratory and lab personnel are responding to the technical requirements. Assisting in preparing inspectors for inspection of embankments, concrete, and pavement. Ensuring that off-site testing and certifications are valid. Checking and reporting on compliance with specification requirements for compaction, gradation, mix proportions, strength, etc., in construction of embankments, structures, pavements, and incidental items. Establishing laboratory and field testing procedures. Analyzing foundation conditions. Developing and implementing schedules for: ---Test frequency. Test coverage on all Contracts. Supervising the operations of the laboratory and maintenance of all equipment.
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Chief of Surveys and Quantity Surveyors - The Chief of Surveys and Quantity Surveyors is responsible for advice and recommendations concerning construction surveys and maintenance of construction quantity records and is responsible for: -Directing initial baseline and control surveys including establishment of bench marks and recovery of any existing survey monuments to be removed. Supervising and directing field survey parties to comply with requests for surveys. Checking the Contractors setting-out of centerlines, structures, slope stakes, etc. Checking field measurement surveys including original and final cross-sections. Checking critical elevations, dimensions, and locations of structural elements, earthwork grading, pavement, and appurtenances. Checking the Contractors detailed survey in advance of construction operations.
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Investigating and clarifying survey discrepancies. Establishing the format and standard procedures for calculation and documentation of quantities. Conducting training in the use of modern survey equipment. Supervising maintenance of the equipment. Scheduling and supervising the work of all survey crews. Establishing and maintaining the format for survey records. Ensuring that quantity records kept by Quantity Surveyors are upto-date and in accordance with established procedures. Reviewing and supervising all quantity survey works. Reviewing the new unit rates recommended by the Resident Engineers. Reviewing the Change Orders prior to submitting to the Municipality. Reviewing interim and final payment certificates.
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Senior Transportation Engineer Senior Transportation Engineer is responsible for advice and recommendations with regard to the assigned transportation design tasks related to TRIP Construction Projects, and as follows: -Review/design of all proposed/modified CCTV/Traffic Control ducts layout drawings. Review/design of all new/modified Traffic Signal network drawings for intersections/interchanges. Review of all detour plans for main roads which affect adjacent traffic signals. Review/design of all Traffic Control Systems component (CCTV/ Access Control/Communications) drawings/materials submittals for Parking Structures. Review/design of pavement markings and signs within Parking Structures. Review of traffic counts/pedestrian counts/vehicle gaps survey. Review of temporary traffic signals.
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Computer System & CADD Manager Computer System and CADD Manager is responsible for advice and recommendations with regard to the computer system management and CADD works related to TRIP Construction Projects, and as follows: -System Set-up Assistance to define/update the system configuration to be installed at the site offices. The system configuration shall include technical information on Computers, printers, modem and network cards and cables. Assistance to procure the computer equipment from the Contractor. Assistance to define/update procedures for using the computer systems by the construction staff. Assistance to set-up and configure the network, printers and computers and explain the procedures to be followed. Support and Training Assistance for support on all computer applications that are in use in the company. Assistance for the training needs and organizing periodic training sessions to the construction staff. Computer Aided Design (CAD) Assistance for the site office and Contractor with the digital CAD files of the contract documents, addendums and revisions in the required format. Assistance to define CAD procedures for creation of as-built drawings if DCIL is made responsible for the as-built drawings. Application Development Assistance to identify computer software that could improve the efficiency of the organization. Implement any new software through proper training and by providing proper documentation. Assistance to develop applications/tools like databases, macros, templates etc. to automate workflows/processes in the site offices. General Assistance to the construction staff in the creation of regular monthly and bi-weekly progress reports. Assistance on all IT issues like updates to the software, backups, virus protection, etc.
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Office Engineer - The Office Engineer is responsible for providing assistance in: ----Processing variation orders. Reviewing shop drawings. Organizing, editing, and processing monthly progress reports. Maintaining the order and supply of construction forms.
Utility Coordinator - The Utility Coordinator is responsible for advice and recommendations on matters related to utilities and is responsible for: ---Identifying general locations of utilities prior to construction. Providing liaison with Utility Agencies. Determining requirements for relocations and protective devices prior to and during construction. Serving as liaison with the Municipality on all utility matters. Assisting Utility Engineers as needed. Reviewing as-built drawings as they concern utilities. Assisting in the preparation of change orders. Monitoring letters of intent. Assisting the Municipality and Utility Agencies in expediting permits and approvals of relocation and utility protection plans and occupation of utility reservations. Detecting, reporting, and following up on damage to utility facilities. Providing supervision and guidance to the Utility Engineers.
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Structural Engineer - The Structural Engineer is responsible for assisting the Structural Engineer Specialist on all structural engineering matters and will typically include: -Reviewing and approving structural shop drawings.
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Reviewing and advising on construction procedures related to structures. Assisting in preparation of change orders. Providing structural design services. Reviewing as-built Contractors. structural drawings prepared by the
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Utility Engineer - The Utility Engineer is responsible for the specific duties assigned directly by the Resident Engineer and/or the Utility Coordinator which will typically include: ---Identifying general locations of utilities prior to construction. Providing liaison with Utility Agencies. Service reservation shop drawing approval and coordination with Town Planning Department. Determining requirements for relocations and protective devices prior to and during construction. Serving as liaison with the Municipality on all utility matters. Reviewing as-built drawings of utilities. Assisting in the preparation of change orders. Monitoring notices of intent. Assisting the Municipality and Utility Agencies in expediting permits and approvals of relocation and protection plans and occupation of utility reservations. Detecting, reporting, and overseeing repairs to damaged utility facilities. The Finance and
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Finance and Administration Manager Administration Manager is responsible for: --
Complying with the directions and guidance of the Program Director. Assigning responsibilities to the Accounting Section Staff and monitoring their performance.
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Preparing project budgets, financial statements, and cash flow forecasts in accordance with the requirements of the corporate office. Providing advice and suggestions to the Program Director on matters relating to cost savings, employee benefits including training, and expenditures required to keep pace with the technological developments necessitated by the Companys business activities.
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Administrator & Human Resources Manager The Administrator & Human Resources Manager is responsible for: -Soliciting applications for current and future TRIP personnel requirements. Submitting proposed candidates CVs for Client approval and arranging for visas, mobilization, accommodations, and work permits. Maintaining an up-to-date employee progress rating file. Organizing and scheduling of replacement staff for those on leave. Updating the administration of any Company policies affected by new government rules or regulations. Arranging for resident visas, medical health cards, car registrations, driving licenses, Company trade licenses, and apartment leases. Arranging for transportation facilities, and maintenance of Company cars, apartments, offices, equipment and furnishings. Maintaining a sufficient stock of office supplies and stationery and arranging for the purchasing of other furnishings and services as required. Arranging for the gate keeping and storage of Company records and completed project files. Maintaining inventories of Company assets. Arranging distribution of correspondence, scheduling attendance at training seminars, and arranging all Company parties and special events.
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Chief Accountant: This position calls for matrix responsibility, reporting to the Program Director and Finance and Administration Manager. The Chief Accountant is responsible for: -Preparing the payroll for expat and local employees, including maintaining the time sheets, receipts, and accounting records. Billing for Construction Supervision and Design services based on the TRIP Contract agreement and billing the Contractors for operational costs and overtime worked by site staff. Coordinating with the Program Director and following up for the collection of accounts receivable. Coordinating with the corporate office for funds transfers in and out of the local bank account. Complying with corporate office requirements by providing submittals, on a weekly/periodical basis, concerning all matters of finance and accounting, project budgeting, forecast reports, project revision details, reconciliation of prism reports, cost to complete estimates, proposal pricing, foreign tax withholding (FICA), employee benefits (Insurance), employee earnings summary (W-2 form), etc. Preparing MOUs for newly hired staff and renewals of expiring MOUs and computing final MOU settlements. Managing accounts payable in accordance with corporate office policies and procedures. Complying with local government laws regarding employee compensation, severance pay, vacation and sick leave, and workmens compensation insurance. Setting up various internal controls and procedures for monitoring payments, employee allowances, fringe benefits, and salary advances. Carrying out internal audits and reviewing the findings for compliance with corporate office policies and procedures. Assisting corporate office personnel with the retrieval all relevant documents and records needed in carrying out an independent audit. Providing training, as and when needed, to existing and new hire accounts personnel.
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Safekeeping of employee payroll records, vendor payment records, important inter-office communications, Company leases for apartments and other rentals, etc. Coordinating and providing the Client all relevant financial details on TRIP Project billings, with prior approval of the Program Director, as and when requested.
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REFERENCES: 1. 2. 3. Construction Manual, Chapter 1 Memo from M.S. Khan to Staff, P/CO/IOM/6914, dated 11 April 1998, on the subject of Construction Support Staff - Appendix I.3-2 Memo from M.S. Khan to Design Section Managers, dated 15 February 1997, on the subject of TRIP Design Responsibilities - Appendix -I.3-3
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1.4 Project Office Administration

The project filing system - The Resident Engineer will maintain a system of files for the project. The following designations and specific files will apply: Contract Files: CN-1 CN-2.1 CN-2.2 CN-3.1 CN-3.2 CN-3.3 CN-3.4 CN-3.5 CN-4 CN-5 CN-6 CN-7 CN-8 CN-9 CN-10 CN-11 CN-12 CN-13.1 CN-13.2 CN-13.3 CN-13.4 CN-13.5 CN-13.6 CN-14 CN-15 CN-16 CN-17 CN-18 CN-19 CN-20 CN-21 CN-22 CN-23.1 CN-23.2 CN-24 Chronological Correspondence Correspondence To Contractor Correspondence From Contractor Correspondence To/From Municipality - Roads Section (RS) Correspondence To/From Municipality - Agriculture Section (AG) Correspondence To/From Municipality - Town Planning Department (TP) Correspondence To/From Municipality - Sanitary Drainage Network Section (SD) Correspondence To/From Municipality Others (OT) Contractors Schedule Contractors Progress Reports Contractors Shop Drawings Contractors Plan Index Prepared plans Contractors Plan Index Shop drawings Material Test Requests and Results Policy and Procedure Memos Intra Office Memos Monthly Progress Report Minutes of Meetings - Progress Meetings Minutes of Meetings - WEA Electrical Minutes of Meetings - WEA Water Minutes of Meetings - ETISALAT Minutes of Meetings - Agriculture Minutes of Meetings - Others Correspondence To/From John Taylor (JT) Correspondence To/From Etisalat (ET) Correspondence To/From Tebodin (TB) Contractors Monthly Pay Estimate Resident Engineers Daily Diary Claims Variation Orders Personnel File Subcontractor Approval Correspondence To/From WEA Electrical & Street Lighting (WE/E) Correspondence To/From WEA Water (WE/W) Report Forms
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CN-25 CN-26 CN-27 CN-28 CN-29 CN-30 CN-31 CN-32 CN-33 CN-34 CN-35 CN-36 CN-37 CN-38 CN-39 CN-40 CN-41 CN-42 CN-43 CN-44 CN-45 CN-46 CN-47 CN-48 CN-49 CN-50 CN-51 CN-52
Post Tensioning Configuration Management Contractors Insurance Bi-weekly Evaluation Reports Correspondence To/From ADNOC (ADN) Administrative Matters Addenda Survey Control Traffic Control and CCTV Equipment Inventory Construction Supervision Directives Pre-Construction Contract Documents and Correspondence Document Control Safety Drainage Staffing Pending Items Supervision Management Quality Assurance Building Permits & Notices of Intent Utility Incident Reports Completion of Contract Documents Potential Contract Changes Document Review Summaries Time Delay Chronology Reinforcing Steel Asphaltic Concrete Materials Proposed Revisions to Contract Documents (to cc: Design)
Note:
C-N - Designates Contract Number 1-52 - Designates File Number
Project correspondence is filed chronologically in File C-N-1 and should be a copy of the original. The original document is filed in the more specific subject file. Additional copies may be included in multiple files as assigned by the Resident Engineer. For example, the original copy of a letter from the Municipality providing subcontractor approval will be filed under C-N-22, with copies included under files C-N-1 and C-N-3. One filing system will be maintained in the Contract offices and one duplicate system in the main office. The format for official letters will be as shown in the included samples marked correspondence format in Appendix I.4-1. Office forms to be used will be those in the section marked office forms as shown in Appendix I.4.2.
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The phone system will be a standard one used in Abu Dhabi. Each Contract will have a phone and fax line. Some staff may have cellular phones. Long distance calls will be restricted. Office Hours: Eight (8) hours per day, six (6) days a week. Office Supplies and Equipment will be provided by the Employer and/or TRIP Contractors as per the TRIP Agreement except for company related forms and documents. Job Number System A list of charge numbers for the current Contracts will be issued periodically by the Program Director. Emergency Contact Numbers will be as advised.
REFERENCES: Construction Manual, Chapter 10, Section 1000.02
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1.5 Personnel Administration

Introduction -- Personnel policy in general follows the labor laws of the Abu Dhabi Government. The memorandums of understanding (MOU) produced for expatriate staff are in a confidential file in the main office and as such will not be an integral part of the operations plan. Other items in this section relate primarily to previous policy established for this office in addition to being under the labor laws of Abu Dhabi. Performance Evaluations will be done after the first six months for a new staff member and annually thereafter. The forms contained in Appendix I.4-2 shall be used for these evaluations. Each staff member will be entitled to submit a separate statement as indicated. Housing, Subsistence, and Travel Expatriates will receive a housing allowance according to the provisions of their MOU. Locally hired engineers will receive a housing allowance according to company policy and their agreement with the company. Locally hired administrative and support personnel will be paid a living allowance in accordance with company policy and their agreement with the company. Expatriates will receive a travel allowance according to their MOUs, normally a roundtrip air fare for them and authorized family members to their home station once a year. Business travel for all staff members will be paid if on company business. Overtime Anything over 8 hours in one day or more than 60 hours in one week will be paid as overtime on the basis of 1.25 times the salary rate. For work on Fridays and holidays irrespective of the number of hours worked during the week, the payment shall be 1.5 times the salary rate. Sick Leave shall be accrued at 26 work days per year, unless agreed otherwise in the MOU. Vacation Leave shall be accrued at 26 work days per year. Employee Conduct, Disciplinary Action, Termination The company policy and the UAE Government labor law shall apply in all cases. A copy of the applicable sections of the labour law currently in force are included in Appendix I.5-1. REFERENCES: Appendix 1.4-2, Performance Appraisal/Rating Appendix 1.5-1, UAE Labour Law
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APPENDIX LIST - SECTION - I
Appendix I.1-1 Appendix I.1-2 Appendix I.2-1 Appendix I.3-1 Appendix I.3-2 Appendix I.3-3
Project Location Map Simplified Flow Diagram Construction Supervision Project Information Project Organization Chart Memo M.S. Khan to Staff, P/CO/IOM/6914, 11 April 1998 Memo M.S. Khan to Design Section Managers, 15 February 1997, TRIP Design Responsibilities Correspondence Format Office Forms UAE Labour Law
Appendix I.4-1 Appendix I.4-2 Appendix I.5-1
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Section 2.0
Control of the Work
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2.0 CONTROL OF THE WORK 2.1 Client Interface

Delegation of Authority from Client The authority given to the Consultant comes by way of the original agreement between Abu Dhabi Municipality and De Leuw, Cather. A copy of that portion of the agreement showing the scope of work and the delegation of authority is included in Appendix II.1-1. There have been four addenda since the original agreement. Addenda 1,2, and 3 simply amended one provision and added road projects to the Agreement with no change in authority or scope of services. Addendum 4 added parking garages and added the following positions to the ones already in the Agreement. Mechanical Engineer Specialist Electrical Engineer Specialist Architectural Engineer Specialist Structural Engineer Specialist Parking Structures Parking Structures Parking Structures Parking Structures
Client/Consultant Relationship The Municipality relies logically on the Resident Engineer as the key person on the construction supervision staff as indicated in the letter dated 20 March 1995 from Saeed Trais Al Mazroui (Re: RS/CONSULTANTS/95/401.) Appendix II.1-2. The Resident Engineer will thus be the main link between the Client and the Consultant - supported by central office and site staff. Working Interfaces - The interfaces operate on a counterpart basis as follows. Municipality: Saeed Trais Al Mazroui Asst. Undersecretary Abdulla Salem Al Katheeri Chief of Road Section Ali Al Aidarous Chief of Electrical and Mechanical Division Site Representatives De Leuw, Cather: Mahmud Khan Program Director Yingsak Pancom Project Director P.K. Asokan Deputy Project Director
Senior Resident Engineers, Resident Engineers
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These are the official connecting channels. There will be times when various levels of the Municipality will cross channels, and if so, each of the consultants staff has the obligation and the freedom to answer questions posed to them. Their obligation extends to immediately communicating the nature and content of the discussion to the appropriate staff member in light of the framework shown above. Client Instructions - Client instructions will be by written letters signed by the Assistant Undersecretary, Chief of Road Section, or other authorized persons. In the event instructions are issued verbally in lieu of written instructions, the Resident Engineer/Senior Resident Engineer should immediately initiate a letter confirming the verbal instructions of the Municipality prior to initiating any action. Confirmation letters shall follow the format as shown in Appendix II-1-3. In addition to the requirements as specifically identified in the Contract Documents, the Clients written directives issued from time to time during the execution of works shall be implemented in the execution of the works. The Appendices listed below include examples of the Municipalitys recent directives related to various construction activities. Appendix II.1-4 Appendix II.1-5 Appendix II.1-6 Appendix II.1-7 Appendix II.1-8 Appendix II.1-9 Appendix II.1-10 Appendix II.1-11 Interim and Final Payment Certificates Excavation Works Lighting Works Monthly, Bi-Monthly and Financial Status Reports Street Naming and Numbering Signs Materials Resulting from Excavation Works in Road Projects Pressure Testing of Irrigation Lines Preliminary and Final Handing Over of Projects
2.2 Contractor Interface

Contractors Organization At this writing, 19 Contracts are under construction. Rather than include all 19 organizations, typical organization charts are shown in Appendix II.2-1 and a listing of Contractors is included in Appendix I.2-1. Contact with Contractor A regimented system must be maintained so that misunderstandings and conflicting viewpoints and interpretations can be avoided. Communications between the Engineer and the Contractor must be clear cut and without ambiguity. Conflicts and misunderstandings can cause delays to the schedule and unnecessary additional costs.
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The Resident Engineer and his staff will be in daily contact with the staff of the Contractor as the work progresses. While probably informal in tone, the issues and problems discussed should be considered as if they are official and formal and where necessary included in one or more written instruments. The following communication procedures shall be observed by the Engineers and Contractors staffs. 1. Regular meetings shall be chaired by the Resident Engineer and attended by the Assistant Resident Engineer and the Contractors Project Manager and key staff. These meetings should be held at least monthly and usually more often than that at the discretion of the Resident Engineer. Typical areas of discussion: ---------progress quality standards and control schedule change orders resources conflicts utilities operating methods any other issue of mutual interest
The Resident Engineer will prepare an agenda to be distributed prior to the meeting and he will appoint one person to take the minutes. These will be distributed to the persons attending the meeting. 2. Inspectors will deal directly with the Contractors foreman on the job site. The Inspectors should never interpose themselves between the foreman and his crew and attempt to direct the Contractors operations. The Inspector will notify the Foreman of any discrepancies in quality and deviations from the Contract or specifications. He will have day-to-day dialogue with the Foreman of the construction operation the Inspector is assigned to. The Inspector must notify the ARE or Resident Engineer immediately of nonconformance. Assistant Resident Engineers will communicate with the foreman in the presence or with the knowledge of the Inspector. The AREs will maintain communication with the Contractors Project Manager consistent with the policy and concurrence of the Resident Engineer.
3.
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4.
Resident Engineers are the ones authorized to issue official correspondence to the Contractor. These will be addressed to the Contractors Project Manager and will be signed by the Resident Engineer and the Project Director or Deputy Project Director. The Resident Engineer will meet with the Project Manager and discuss issues and make decisions related to the project on a routine frequency as necessary. The technical staff shall deal directly with the Contractor and have communications with key Contractor personnel only with the consent and knowledge and participation of the Resident Engineer or his designated representative from the project staff. From time-to-time site instructions may be issued depending on the urgency of a situation. The Resident Engineer or Assistant Resident Engineer with the concurrence of the Resident Engineer is authorized to issue site instructions. These will be followed by a formal letter from the Resident Engineer confirming the directions given in the site instruction as soon as possible.
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Approval of Subcontracts - The Contractor may normally submit a list of subcontractors with his tender but this isnt a hard and fast rule. As a matter of precedence after the construction starts, the following steps have been established for subcontractor approval. It is understood that this program has been underway for 18 years so that most of the subcontractors are repeat performers. Thus the approval of subcontractors has become a routine matter. 1. The Contractor will submit a completed form to the Resident Engineer (see Appendix III.2-2) with the particulars of the subcontractor he wishes to have approved. The Contract may stipulate a maximum percentage of work that can be subcontracted. The Resident Engineer or whomever he assigns will review the documents submitted by the Contractor; check to make sure that contractual requirements will be met. If not, the subcontractor would be rejected out-of-hand. If the subcontractor is marginal in terms of qualifications, then the Resident Engineer should consult with the Senior Resident Engineer, Project Director, Contract Administrator, or the Deputy Project Director for construction. The subcontractor in some cases may be rejected, in others the Resident Engineer may request more information from the Contractor.
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3.
If the Resident Engineer has no objection to the subcontractor, he will forward to the Project Director, through the Deputy Project Director for construction, the recommendation for approval to be sent on with the Project Directors signature to the Municipality. If questions are raised by the Municipality then further discussions will be held until either the subcontractor is approved or rejected, or more information is requested from the Contractor. If approved by the Municipality, they will sign the form approved and return the document to the Consultant with a letter. The Resident Engineer would then send a letter to the Contractor approving the subcontractor.
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Schedule Approval The Resident Engineer is obligated to review and recommend the approval of the Contractors schedules. Refer to Appendix II.2-2 for the scheduling requirements of the Contract between the Contractor and the Municipality and a typical work program. The Resident Engineer and his staff will review the Contractors initial schedule and will analyze it on the basis of: ------------conformance to the Contract time for completion approvals for greenery (trees and grass) removal availability and time required for approval and procurement of materials construction staging plan detours and police approval utility work and accommodations of work by others labor, plant, and equipment resources critical path time scheduling and logical sequencing of activities weather and religious considerations mobilization and pre-construction activities clean-up and final inspection special circumstances involving the public
The Resident Engineer will comment and discuss the schedule with the Contractor until he is satisfied that it will work. He then will submit the schedule to the Project Directors office and will notify the Contractor in writing that the schedule is approved, once the Department has approved it. Shop Drawing Approval - Shop drawings, as defined in the Contract documents, shall include plans, details, fabrication methods, erection layouts, setting drawings, marking for erection, applied finishes, and sizes of all prefabricated members and fittings to be constructed, erected, or installed as
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part of the permanent structure. Shop drawings also include manufacturers data for materials, equipment, and fixtures, including catalog sheets showing dimensions, performance characteristics, and capacities, wiring diagrams and controls, schedules and other pertinent required information. This scope also includes the review and approval process of the suppliers of such manufactured materials, equipment, and fixtures. Method Statements for specific operations may be required by the specifications or the Engineer to fully describe the procedures and materials. These should be submitted for review and approval along with the shop drawings and other supporting documents. The Contractors working drawings for temporary structures shall be processed in the same manner as for shop drawings. The Contractor shall: 1. Supply one (1) sepia transparency and two (2) prints of each shop drawing to the Resident Engineer. The drawings shall be the same size (overall and area within the border) as the standard Contract drawings. The drawing title block shall contain the following: Abu Dhabi Municipality and Town Planning Department, United Arab Emirates; Consultants name; Contractors name; Contract designated name and number; Contractors drawing title, number, and date; Identification and signature of designer, draftsman, and checker; Scale; Future Revisions section; Space for Engineers shop drawing review, receiving date, drawing log number, and reviewer stamps.
2.
Convey completed shop drawings to the Resident Engineer by letter on the Contractors stationery or by the Contractors shop drawing transmittal form. The Contractor shall submit six (6) copies of all documents relating to suppliers or materials and equipment, and/or manufacturers data covering materials and/or equipment. All documents and shop drawings prepared by the supplier, manufacturer, or subcontractor shall be submitted under the Contractors name and shall be identified by affixing the above given title block. In cases where catalogs are submitted, a schedule of items proposed shall be attached, as well.
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4.
Shop drawing and document submittals containing deviations from the specifications and drawings shall have the deviations tabulated on a sheet attached to the transmittal letter. Shop drawings and documents shall be submitted to the Resident Engineer well in advance of the scheduled manufacture or construction date.
The Resident Engineer shall: 1. Receive shop drawings, transmissions, catalog data, manufacturers data, etc. Date stamp and affix a Project shop drawing number to each sheet. The format of the Project shop drawing number shall be X-YYYY. X shall be the Contract number. YYYY shall be sequential numbers starting with 0001 for each Contract. Enter all pertinent data into a log book, including the Project shop drawing numbers. Assign drawings to appropriate reviewers, making two (2) additional prints per reviewer and entering all pertinent data in the log book. When submission by the Contractor involves manufactured materials and/or equipment to be incorporated into the Works, the Soils and Materials Engineer shall be consulted to determine testing requirements to verify conformance with the specification. Receive reviewed drawings, or catalog data, etc., with checkers comments, entering data in the log book. Consolidate all comments received from various disciplines into one set of comments reconciling any discrepancies or contradictions through discussions with the reviewer. Mark two (2) prints. Affix appropriate stamps, enter in the log, forward one (1) copy to the Contractor and one (1) to the appropriate file. If submission is comprised of catalog or manufacturers data, the Resident Engineer shall reconcile the reviewers comments, then include them in a letter to the Contractor, affixing stamps to catalog, etc., as appropriate. Maintain a file copy of every drawing or document processed.
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Note:When the drawing or document is approved, the approval stamp shall be placed on the sepia, and only the sepia is to be returned to the Contractor
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The Contractor, in turn, returns four (4) prints of the approved shop drawing for the Resident Engineers use. When the drawing is returned to the Contractor without approval, the appropriate stamp shall be placed on one print only. The sepia is returned without a stamp. The stamp to be used will indicate the following disposition: STAMP SPECIMENS
Project Name Shop Drawing No.
Contract No.
Contractor
APPROVED
APPROVED AS NOTED
As to general detail and arrangement only. This approval does not relieve the Contractor of responsibility for conformity to specifications and correct details and fit of parts after assembly. (CONSULTANT) Date: By:
Project Name Contract No.

NOT APPROVED COMMENTS NOTED REVISE AND RESUBMIT
Shop Drawing No. Contractor

ITEM INCORRECT DO NOT RESUBMIT SUBMIT SPECIFIED ITEM
(CONSULTANT) Date: By:
REFERENCES Construction Manual, Chapter 1.0, Sections 100.07.100.10, 100.12
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2.3 Control of Work

General - Resident Engineers Authority The Resident Engineers authority shall be as delegated by the Company in accordance with the Contract Documents and will be according to the letter dated March 20, 1995 from the Assistant Undersecretary of the Municipality ( See Appendix II.1-2). The Resident Engineer will have the responsibility and authority to direct the Contractor to comply with the Contract documents and specifications; monitor and call for adjustments in resources to meet the schedule; be the correspondent with the Contractor jointly with the Deputy Project Director or Project Director; give approvals for shop drawings and materials and construction methods; approve interim and final measurements for payment; make recommendations to the client on claims and disputes with the Contractor. Local Permits - The Contractor shall make arrangements and pay any associated costs for use of borrow or aggregate pits unless they have been designated for use by the Department. This includes permits for access roads he may want to use. The Contractor shall also obtain approval of the Department and other relevant Government Agencies for the use of: Plant sites Camp sites Stockpile areas Staging areas Waste areas Borrow sites
Resident Engineers Diary - The Resident Engineer is required to keep a daily dairy for each project. The Resident Engineer's Diary is an important document that records all contractual and procedural events that occur on the project. On larger projects, the diary presents an overview of the daily activities extracted from the individual dairies maintained by key supervisory staff. The Resident Engineer's diary is also a personal record of oral communications and discussions that may have contractual implications. The diary is usually compiled by the Resident Engineer from the Inspectors and Assistant Resident Engineers daily diaries and reports supplemented with additional entries and comments. The Resident Engineer certifies these entries with his signature.
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RESIDENT ENGINEERS DIARY CHECKLIST !" Weather. !" Orders given to the Contractor. !" Important discussions with the Contractor or his representative, such as disputes. !" Official visitors and inspections. !" Work or materials rejected and reasons. !" Time of shutting down or resuming work and explanations. !" Work done by the Contractors forces during the day. !" Account of any time spent by the Contractors personnel or equipment on disputable items of work and especially any work which might be the basis of a claim. !" Length and cause of any delay. !" Arrival and departure of major equipment and work crews. !" Record of important telephone calls. !" Unusual conditions, if any, such as high water, bridge failures, slides, unsatisfactory subgrade or foundation conditions, detour conditions, etc. Care should be used when explaining hazardous conditions. !" Progress of staking and surveys. !" When appropriate, daily surveillance of traffic control as to effectiveness. !" An up-to-date inventory of the Contractors equipment and a list of the Contractors work force. The Resident Engineer will be required to maintain a bound book to facilitate preparing the Daily Diary form. The Daily Diary will be the sole official record. The diaries shall be numbered consecutively and the Resident Engineer once having completed the writing for the day will draw a diagonal line across the empty space, if any, following the last written sentence. He will sign his name on this line, signifying that no more notations can be added. If for some reason a correction, revision, clarification, or redress of a misunderstanding is in order, the Resident Engineer will so note in subsequent diary entries. The diary should be completed each day.
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Inspectors Daily Report - Each Inspector is required to prepare an Inspector's Daily Report providing detailed information on the day's activities. Each report is pertinent to the task or construction operation assigned to the individual Inspector. The Inspector's work assignments will be allocated such that all project activities including Maintenance of Traffic Items are recorded on a daily basis. The report form may be supplemented by sketches, measurements, or calculations on additional sheets as necessary to complete the record of daily work. In practice, the inspector should maintain a field diary or bound field note book to record the days activities and make notes, sketches, etc., that may be summarized and neatly transformed to the prepared report form at the end of the day. The Inspector's reports are reviewed and signed by the Resident Engineer (or Assistant Resident Engineer) daily. Specific construction operations require use of special forms or reports. The Inspector assigned to the task is responsible for completing the forms and submitting the reports as attachments to his Daily Report. Progress and Construction Site Photos The Contractor provides a camera, the film, and pays the development costs. The Resident Engineer or his assigned staff member will take photos approximately each month and record and store the photos all according to the following criteria. 1. The photographer should take photographs that define the before and after situation. He should designate the same location at critical places on the jobsite where he takes photos each month in the same direction to show the amount of incremental progress. In the event of a dispute over something on the site, take photos to show the condition at the site. He should take photos that show the beginning of an operation. He should take photos of accidents and mishaps as evidence of what happened. The photos should be stamped on the reverse side of the photograph and the date, time of day, location, and description recorded on the special stamp. These should be stored in an album or other booklet so that they are in sequence and can be kept together as a project record.
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From these photos the Resident Engineer will select the ones for the monthly report. Utility Coordination - The Resident Engineer will, after discussion with the Deputy Project Director-Construction, arrange a pre-construction utility meeting between the Contractor and the various public agencies involved in the project. The intent of this meeting is to establish cooperation among all parties and to coordinate activities and schedules. During the meeting, the interested parties may be encouraged to communicate with each other directly for day-by-day general planning and implementation. It is the Resident Engineers responsibility to keep in regular touch with each of the concerned parties to be aware of progress and future plans. Site meetings with the relevant utility agencies shall be conducted monthly or as decided by the Resident Engineer in consultation with the Utility Coordinator. The meetings are to be documented and the minutes distributed. Utilities - Most of the TRIP construction projects are affected by utilities including the preservation of existing utilities and/or installation of new or relocated utility services. Existing utility locations shown on the project plans are approximate only. The exact location of existing utilities is determined as follows. Record Drawings - The Contractor is responsible for obtaining all available as-built or record drawings of existing utilities within the project limits from the appropriate government departments, utility agencies, and designated utility consultants. The Contractor should also request assistance in the field location of the services and discuss issues relating to safety, protection, and condition of the facilities. Shop Drawings - The Contractor will prepare shop drawings showing the existing utility locations relative to the proposed works. The first step in this procedure is to develop a grid or network of proposed hand excavation trenches as necessary to uncover all existing utilities shown on the record drawings. The grid will be submitted to the Resident Engineer for approval. Manual Excavation - Manual excavation of the approved trench locations is initiated by the Contractor in coordination with the various utility owners. Data information sheets are prepared for each trench that indicates the location of each utility by station and offset from the appropriate survey control line. Utility type, diameter, pipe material, and elevation are determined for each utility.
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The inspector should ensure that the information is complete for each trench. He should direct modifications to the trench alignment, depth, or length as necessary to suit field conditions. Additional trenches may be authorized to provide enough data to accurately plot the existing utilities on drawings. The Contractor is responsible for the protection and safety of existing utilities throughout the project. The requirements for protection, relocation, and new services will be determined in coordination with the various utility departments using the completed existing utility shop drawings developed from the hand excavation as the basis for decision making. Service Reservations - The Contract drawings include identification of service reservations for accommodation of existing and proposed utilities. The Contractor will prepare service reservation shop drawings following an assessment of the existing utility locations, relocation requirements, and layout of proposed utilities. Modification to the reservations shown on the Contract drawings is often necessary to effectively accommodate a service facility. Revisions must be approved by the Town Planning Department and then copies of the approved shop drawings are distributed to all concerned Departments, Utility Agencies, and their consultants. Control of Materials - The Municipalitys approval is required for all materials incorporated in the Works. All materials except electrical and mechanical items will be subject to the review and approval by the Municipalitys materials approval committee. Review and approval of the electrical and mechanical materials will be by the Chief of the Electrical and Mechanical Division of the Abu Dhabi Municipality. Prior to recommending the approval of materials to the Municipality, the review of the Contractors submittal by the Chief Soils and Materials Engineer, other relevant Section Managers, and the applicable Utility Agencies should be completed. Approval of materials will be controlled and documented by Form No. AM-1 and Form No. AM-2 included in Appendix.II.3-1. The procedures as indicated in the Flow Charts for Materials Submittals and Approvals in Appendix.II.3-2 and as stated herein shall be followed for approval of materials to be incorporated in the Permanent Works. 1. The Contractor shall submit for the approval of all concerned parties a complete description with details of the materials together with the names of manufacturers/suppliers from whom he proposes to obtain such items. In addition to the above, the Contractors submission shall include: SM-29 form duly completed with all relevant details. Material Approval forms duly completed for use of the Department and the Consultant.
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Table of comparison listing the specified properties of the material vs. the actual properties of the proposed material. Original catalogues, where applicable. Sufficient samples for testing or inspection. Current inspection report by an acceptable Independent Laboratory stating that the materials comply with the requirements of all Contract Documents, or Material specification compliance statement explaining any deviations in the specified and providing justifications for the deviations and an evaluation of the materials superiority or deficiency as compared to the specified item .
2.
Upon satisfaction with the Contractors submission, the Consultant shall recommend the Contractors submittal to the concerned Agency for approval. Upon receiving the Agency approval, the Consultant shall recommend the above and other materials (not requiring an agency approval) for approval of the Department. Upon receipt of the Departments approval, the Consultant shall notify the Contractor of the basis for the approval.
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Test requests - The recommended procedure for submitting samples for testing is as follows: 1. Each sample submitted to the laboratory shall be accompanied by a Request for Testing from the Resident Engineer. A sample tag shall be attached to each sample. All samples shall be entered into the Sample Receipt and Testing Book with relevant details. Concrete cubes shall be numbered consecutively and entered at the back of the Sample Receipt and Testing Book. The columns shall be revised to show 7-day and 28-day testing dates and other appropriate information. The applicable standard should be referred to for the testing procedure. Copies of these standards and the actual testing procedure shall be supplied to each field laboratory and to the central laboratory.
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6.
The tests shall be carried out promptly based on priorities established by the Soils and Materials Engineer. All electrical and mechanical samples shall be tested jointly by the Chief Soils and Materials Engineer and the Electrical/Mechanical Engineer. The test results shall be issued and signed by the Soils and Materials Engineer. Municipality Materials Engineer will review test results. Finally the test results are forwarded to the Resident Engineer with comments.
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Quality Control Procedures - Sampling and testing to ensure compliance with the Specifications involves a joint cooperative effort among the Department, Resident Engineer, Contractor, Manufacturer or Supplier, and the Materials Engineer. The Department or Resident Engineer can order additional testing as thought necessary, at any time. General quality control procedures are described for the basic components used in local highway and bridge construction. Testing Records - The Testing Forms numbers SM.1 through SM.39 (sample forms are included in Appendix II.3-3) are used in the laboratory to calculate the results of the test whose subject title the individual form refers to. Results, where specific, are normally given at the bottom of or on the extreme right hand side of the forms. Relevant forms of specific use to the Resident Engineer are: SM-1, 3, 3A, 5, 5(A), 5(B), 5(C), 7, 8, 9, 15, 18, 23, 24A, 24C, 24G, 25, 26, 27, 28, 29, 29A 32 and 34. SM.1: Moisture Content Test The percentage of moisture in the soil is determined by this test. SM.3: Gradation Test The percentage distribution of grain sizes present in the soil sample is determined by this test.. SM.3(A): Aggregate Sub-base Gradation Test The percentage distribution of grain sizes in the aggregate sub-base is determined by this test. SM.5: Gradation Distribution Curve The percentage distribution of soil grain sizes in the test sample and whether the soil is graded well, uniformly graded, or poorly graded is visually apparent by observation of the test data plotted on this form.
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SM.5(A): Gradation Distribution Curve, Type V The percentage distribution of the various size rock and soil particles in the type V pervious material is determined by this test and the results as well as the specified limits are plotted on the form as a visual comparison aid. SM.5(B): Gradation Distribution Curve for Type III The percentage distribution of the particle sizes in the type III pervious material is determined by this test and the results as well as the specified limits are plotted on the form as a visual comparison aid. SM.5(C): Gradation Distribution Curve for Type II - The percentage distribution of the particle sizes in the type II pervious material is determined by this test and the results as well as the specified limits are plotted on the form as a visual comparison aid. SM.7: Compaction Test - The maximum dry density and optimum moisture content of the soil sample are determined by this test. SM.8: Field Density Test (Sand Replacement Method) - The percentage of compaction achieved at the depth of the sample is determined by this test.. SM.9: Bulk Density of Sand - The bulk density of sand, which is used to ascertain the volume of the tested hole in the Field Density Test (Sand Replacement Method), is determined by this test. SM.15: Concrete Strength Test - The compressive strength of the concrete is determined by this test. SM.18: Concrete Core Test The apparent cube strength of a concrete sample taken by coring is determined by this test.. SM.23: Request for Testing of Construction - The first part of this form is filled out by the Contractor on completion of a section of work considered ready for testing. Approval to carry out such testing as requested is given by the Resident Engineer after checks for acceptable workmanship, level, and any other requirements the Resident Engineer may have are fulfilled. Results are given on the individual test forms and on the Daily Summary (SM-26) to enable work to proceed. These forms are completed and signed by the Soils and Materials Engineer on a weekly basis. SM.24: (A) (C) & (G) - Asphalt, Concrete, and Soils Aggregates Testing Books - These books give in a condensed form the relevant results of tests carried out on the various samples tested in the site laboratory.
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SM.25: Asphalt Core Testing - This form gives all the data representing the taking, the thickness, and the relative density of asphalt cores. SM.26: Daily Summary of Laboratory Test Results - The field laboratory technician completes this form when all the results of the previous days testing are known and presents one to the Resident Engineer each day. The form contains condensed results of tests carried out with the type and location of such tests and comments where necessary. SM.27: Materials Approval Book - Use of this book and completion of the entries ensures close control of the processing and status of materials approvals. SM.28: Materials Record Book - Use of this book ensures that site checks of deliveries and storage of approved items are done and that cross reference is made to the Materials Approval Book. SM.29 & 29A: Submittal of Materials for Approval - Materials to be incorporated into the permanent works should be supported by acceptable documentation and a recommendation for approval from the Soils and Materials Engineer for all materials except electrical and mechanical items. Recommendations of the Electrical and Mechanical Section Managers should support the approval of the electrical and mechanical materials. Prior to issuing the materials approval letters to the Contractor, the Resident Engineer should make sure that the review processing has been completed satisfactorily and the Municipality approval is received. Final materials approval is the responsibility of the Resident Engineer. Also, copies of all documents, including the Resident Engineers Check List, and correspondence related to materials and materials approvals shall be sent to the Chief Soils and Materials Engineer. To assist in ensuring that materials submissions are supported by the pertinent correspondence, Form SM-29, Submittal of Materials for Approvals and Form SM29A, Resident Engineers Check List, should be used. The completed forms are transmitted to the Municipality for final review and approval by the Department under cover of the Municipality Approval of Materials Form. This procedure ensures that the Central Laboratory has all the necessary correspondence and documentation on file and that a uniformity of acceptable materials is achieved for all construction projects. SM.32: Site Laboratory Work Output Report - This report documents the daily work output of the site laboratory. SM.34: Prime/Tack Coat Application The application rate of the prime or tack coat applied at site is determined by this test..
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Site Instructions At any time during the course of the construction, it may be necessary or desirable to send a site instruction to the Contractor. The Resident Engineer and the Assistant Resident Engineer are the only ones authorized to send such a document to a Contractor. Typical purposes of a site instruction are to: 1. Cite the Contractor for operations that are contrary to sound construction practices or that violate the intent or the letter of the Contract. Communicate to the Contractor that the construction material being used doesnt meet the specifications. Confirm oral instructions to the Contractor. Give support to an inspector and his advice to the Contractor regarding any infraction of the Contract. Redress safety or maintenance of traffic problems.
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3. 4.
5.
The site instruction format is designed to be used quickly. They can be hand written, preferably so, especially in an emergency situation when a delay could be detrimental to the project. All site instructions shall be confirmed by official correspondence to the Contractor jointly signed by the Resident Engineer and Deputy Project Director or Project Director. Corrective Action Directives and Nonconformance Reporting Generally speaking the Inspector will be the first one to detect nonconformance. He should so advise the Contractors Foreman orally and then immediately report the situation to the ARE or the Resident Engineer. The ARE or the Resident Engineer will bring the matter to the attention of the Contractors management then follow that with a corrective action directive in the form of a site instruction or a letter. The site instruction or letter should be followed with an entry in the daily diary indicating the resultant corrective action taken by the Contractor. In every case the matter should not be left hanging. If the records dont show that the nonconformance has been corrected then it could be assumed that the nonconformance remained so. The potential liability associated with such a situation could be a problem. REFERENCES: Construction Manual, Chapter 1, Sections1000.08, 100.09, 100.10
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2.4 Construction Operating procedures

Materials Control Since 1980, a number of events and circumstances have emerged that have defined new procedures and policies. One that has been in evolution is the approval process for basic materials and manufactured products. Many of the suppliers and manufacturers are repeat performers, yet each Contractor must submit test results, certificates of compliance, and other documents as required by the Department. The number and type of supporting documents required by the Department continues to increase over time.
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APPENDIX LIST - SECTION - II

Appendix II.1-1 Delegation of Authority (Portion of Agreement between Municipality and De Leuw Cather) Client/Consultant Relationship (Letter Ref. RS/ CONSULTANTS/95/401 dated 20 March 1995) Format for Confirmation of Client Instructions Interim and Final Payment Certificate Excavation Works Lighting Works Monthly, Bi-Monthly and Financial Status Reports Street Naming and Numbering Signs Materials Resulting from Excavation Works in Road Projects Pressure Testing of Irrigation Lines Preliminary and Final Handing Over of Projects Typical Contractors Organization Chart Contractors Schedule Approval of Materials Documentation Forms Flow Chart for Materials Submittals and Approvals Materials Testing Forms SM.1 through SM.39
Appendix II.1-2
Appendix II.1-3 Appendix II.1-4 Appendix II.1-5 Appendix II.1-6 Appendix II.1-7 Appendix II.1-8 Appendix II.1-9 Appendix II.1-10 Appendix II.1-11 Appendix II.2-1 Appendix II.2-2 Appendix II.3-1 Appendix II.3-2 Appendix II.3-3
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Section 3.0
Project Control
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3.0 PROJECT CONTROL 3.1 Contract Administration

Incoming\Outgoing Correspondence: -- Correspondence Between the Resident Engineer and Municipality These letters can be informational, can confirm instructions, request action, or transmit other material. Such correspondence can be prepared by any member of the staff, but shall be signed by the Program Director, Project Director, or Deputy Project Director. Distribution: Original - Municipality 1 Copy - Department Site Representative 1 Copy - Staff Members as appropriate Correspondence Between the Company and other Agencies, Local or Non Local - These letters can be informational, can confirm instructions, request action, or transmit other material. Such correspondence can be prepared by any staff member, but shall be signed by the Program Director, Project Director, or Deputy Project Director. Distribution: Original - Local Agency 1 Copy - Department Site Representative 1 Copy - Staff Members as appropriate Correspondence with the Contractor - All such correspondence shall be between the Resident Engineer and the Contractors representative. Letters to the Contractor shall be used to issue instructions, transmit other materials, convey approvals, impart information, or confirm oral discussions. Responses to the Contractors letters should be prompt and should fully and concisely address themselves to the issue. Whenever possible, clear references should be made to the Contract Documents. Any correspondence of a relatively serious nature, such as that concerning claims and interpretations of obscure parts of the Specifications and Plans, should be discussed with the Department Representative. Distribution: Original - Contractor/Resident Engineer 1 Copy - Department Site Representative 1 Copy - Municipality
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Regardless of the origin or content of a letter to the Contractor, the Resident Engineer and the Project Director or Deputy Project Director will be the signatories. The Resident Engineer must be able to determine the type of letter to be written and thereby to decide who in the organization should review the letter before it goes to the Contractor. In the case of its being on the margin, the Resident Engineer should lean toward having it reviewed according to the designations below. Letters to the Contractor can be put into four categories: contractual, instructional, informational, and transmittal. -contractual letters are those involving interpretation of the contract, disputes, claims, or issues of a legal nature. These should be reviewed by at least one of the following persons, depending on the nature and magnitude of the issue. -----Project Director Deputy Project Director Contract Administrator Chief of Surveys and Quantity Surveyors
instructional letters are those that clarify or confirm instructions to the Contractor regarding quality assurance, quality control, construction methods, and the like. These are items clearly and unequivocally spelled out in the Contract documents and that relate to sound engineering judgment. Depending on the magnitude of the issue or issues, these should be reviewed by the Senior Resident Engineer. informational letters are those that convey information to the Contractor, information that would be of value to the Contractors operations or that otherwise is essential for him to know. The Resident Engineer should use his judgment whether any of these letters should be reviewed by anyone. transmittal letters are those that transmit shop drawings, for example, or other documents. These would be strictly in the province of the Resident Engineer.
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Contract Meetings As noted previously, the Resident Engineer and key project staff will meet with the Contractors representatives. One day in advance of the meeting, the Resident Engineer will forward an agenda to the Contractor and concerned staff. The agenda will be based on input from the Contractor and project staff.
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The Resident Engineer will appoint one person to take the minutes of the meeting in the form at given in Appendix III.2-2. Once an issue is put on the table, if a conclusion is reached, it will be so noted and by whom action should be taken. The minutes will be written and distributed no later than the following day. If there is objection to any part of the minutes, it shall be discussed at the next meeting and corrected then if corrections are in order. The minutes should form a sequence of records such that all issues are disposed off in some manner or another by succeeding meetings if not the same one. The minutes will be distributed to all participants in the meeting, plus any others the Resident Engineer decides should have them. Minutes of Meeting - Minutes shall be taken of official meetings with the Contractor, the Municipality, and other agencies. Included in the minutes shall be: -Date and Time of Meeting -Location of Meeting -Participants -Purpose of Meeting -Subject Matter - listed in order, with concise information on decisions reached, issues discussed, and actions required. Distribution: Original - Individual responsible for conducting the meeting 1 Copy - Each Participant 1 Copy - Department Site Representative Memoranda - These should be addressed to a specific individual or to the file with copies to an individual or individuals as required. Memoranda can be used to convey information, confirm oral discussions, give instructions and recommendations, transmit other material, or establish policy. Distribution: Original - File or Individual 1 Copy - Author and other indicated recipients Variations to the Contract These can be administered in three ways: change orders, variation orders, and dayworks. Change Orders These can be implemented for additional work within the authorized Contract amount provided for each contract. The distinguishing policy on payment: 1. Pay by unit rates for construction items in the Contract if the added work is within the original construction limits.
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2.
Negotiate new unit rates for construction items when the added work lies outside the original construction limits.
The added work can originate from three or more sources: Municipality, Contractor, Consultant, or others such as utility organizations. Regardless of the origin, the final approval for doing the extra work rests with the Municipality. The following steps are to be taken: 1. The extra work is identified and the process started by the Resident Engineer using the appropriate resources: Quantity Surveyor, Chief of Surveys and Quantity Surveyors, Contract Administrator, and others, the Consultant prepares an estimate and explanation. The Resident Engineer reviews the estimate with the Contractor. If the work is such that new unit rates apply, then the Resident Engineer requests the Contractor to propose new rates based on the new plans and specifications, then he or his appointed representative negotiates with the Contractor. The Resident Engineer completes the change order form and, after a review by the Chief Quantity Surveyor and the Contract Administrator, he submits it to the Municipality through the channels previously described. The Municipality reviews and approves and sends a letter to that effect.
2.
3.
4.
Variation Orders These require Executive Council approval. Variation orders become the instrument of change when the involved extra work exceeds the authorized Contract amount. The consultant will maintain a running total of actual Contract value to gauge whether identified extra work exceeds that limit. 1. Once the work is identified as requiring a variation order, the Consultant notifies the Municipality that a particular extra work must be done by variation order instead of change order or day works. The Municipality then decides whether to proceed.
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2.
If the Municipality decides to proceed, then the Resident Engineer negotiates the variation with the Contractor and prepares a letter explaining the reasons for the new works and the associated additional costs and time extension requirement, if any. The letter will give the particulars and the content of the extra work, including the necessary attachments for internal review by the Chief Quantity Surveyor and the Contract Administrator. After review by the Municipality, the variation order goes to the General Projects Committee for action and then finally to the Executive Council for approval. It then will come in reverse order with a letter (similar to the sample in Appendix III.1-1) to the Consultant from the Municipality approving the variation order. The Resident Engineer will notify the Contractor that the variation order is approved. The Municipality makes the decisions on payment and price and whether a time extension is in order. By Contract, the Contractor must proceed with the extra work, as instructed by the Department pending resolution of the price and time. If an agreement is reached, then the matter is relatively simple; if not, there are other channels open such as handling the issue as a dispute or claim.
3.
4.
5.
Day works Day works are provided for in the Contract with unit labor, equipment, and material rates. Generally, for comparatively small items of extra work not covered by a specific B.O.Q. item, day works may be used at the discretion of the Resident Engineer with the concurrence of the Municipality representative on the job site. If it appears that the added work is mounting up and is to some extent open ended, then the extra work may be considered for a change order or variation order. As the work proceeds, the amount of labor, equipment, and materials are tracked and recorded daily; signed by the Contractor, Resident Engineer, and the Municipality representative. Sample day works forms are included in Appendix III.2-2. Disputes and Claims The possibility of disputes and claims is recognized in the Contract between the Municipality and the Contractor. There are some time phasing and milestones to be considered and adhered to strictly. The Resident Engineer and his staff must be constantly on the alert to avoid and prevent the advent of claims. This would involve:
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1.
Making sure that approvals of requests by the Contractor are given in a timely and complete fashion. Foreseeing and dealing early on with potential problem areas that could cause schedule disruption such as: utilities, physical obstacles, right-of-way, easements, access to the site, difficult contractual commitments, changed conditions, incomplete design, or design delays.
2.
The Contractor is obligated to notify the Resident Engineer of his intent to claim within seven days of the event causing the claim. The Resident Engineer should: 1. 2. Acknowledge the notification and begin to collect the records and documents pertaining to the claim. Receive the substantiation from the Contractor within 30 days and promptly begin reviewing the claim with the assistance of the Contract Administrator, Chief Quantity Surveyor, and others as needed. As many questions as possible should be resolved before submitting a recommendation to the client. Prepare a recommendation to the client with all the back up and supporting rationale. The recommendation package would go through the normal internal channels before reaching the Municipality.
3.
A decision will be forthcoming from the Municipality and conveyed to the Contractor. He then may choose to dispute the decision in which case every effort should be made to mediate. If a successful conclusion isnt reached, then the Contractor can go to the courts. Once the claim is submitted, the Resident Engineer must do everything to ensure that related elements of the claim are duly recorded and documented. The records and documents should be as impartial and analytical as possible, based strictly on the facts as we know them. Detours and Traffic Control The Contract drawings provide the details for staging, signing, alignment, and detour pavement structure for the project traffic control. The necessity for first rate traffic control and flow through or around the job site falls in the realm of public relations in addition to being related to safety and ease of operation.
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Any deviations from the planned traffic control plan shall be reviewed and approved by the Resident Engineer in consultation with the Municipality. The basis of the approval should rely on sound traffic flow practice, the Manual on Uniform Traffic Control as a guide, in addition to the Standard Specifications, and Contract documents. Any approval should assume that the detour, or other temporary arrangement to handle traffic, will be there long term. The Resident Engineer will designate one person to be responsible for inspecting and reporting on the condition of the detours and diversions. This person will check the condition of the facilities for traffic control twice a day at least and will file a daily report using the report form in Appendix III.2-2. Any nonconformance will be called to the attention of the Contractor immediately, by letter or site instruction if necessary. The Resident Engineer will monitor corrective procedures to insure they are done with due dispatch by the Contractor. As-built Drawings The Resident Engineer will be responsible for preparing the as-built drawings, as required in the Standard Specifications, in the same format and to the same detail as the Contract drawings. The Resident Engineer will assign one person to be responsible for putting the as-built information on a set of prints of the Contract drawings. One set will be provided for this purpose and will be used only for that purpose and will be kept in the site office. 1. 2. 3. 4. The engineer will mark clearly alterations to the Contract drawings on the prints provided for that purpose. If necessary for clarity, supplemental sketches and drawings will be clipped to the affected plan sheet. Shop drawings, utility and other drawings should be used to supplement the as-built plans. The prints shall only be marked up when the alteration has actually been constructed and not before. If there is a mistake, the corrections shall be initialed and revised in green rather than red. The Resident Engineer will review the as-built drawings weekly and direct the staff member responsible to make any necessary corrections. He will review the drawings with the Contractor at least once a month. A set of CADD produced drawings will be made available in the design office and saved under a different file name as that of the Contract drawings. As changes occur, the drawings can be altered accordingly, or at the discretion of the Senior Resident Engineer and
5.
6.
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Deputy Project Director-Design/Construction, the changes can wait until resources are available - but no later than what is necessary to meet the requirements of the Agreement with the Municipality. 7. The Engineer will submit the as-built drawings to the Municipality and Agencies as required by the Standard Specifications and as directed by the Municipality.
Accident Reports/Damage Reports There is an accident report form and a utility incident report form in the appendix. These should be used to report a Contractors accident or an incident involving utilities. The procedure should be: 1. The Inspector on the scene should immediately collect as much information as possible guided by the informational requirements given on the accident report form or the utility incident report form in Appendix III.2-2. The Inspector should, as soon as practicable, sit down with the Resident Engineer and review the details. The Resident Engineer will sign the completed form and distribute a copy to the Municipality.
2. 3.
Interim Payment - The procedure for documenting, preparing, and submitting interim payment applications is as follows. 1. The Contractor shall prepare and submit to the Resident Engineer a daily program of work. The Resident Engineer will provide a copy of the Contractors daily program to the Municipality Site Representative. The Engineers Surveyor will verify quantities by field measurements jointly taken with the Contractor and recorded in the survey field book. The Quantity Surveyor will allow the Contractor to make a copy of the field book and later certify his measurements by signing the Joint Measurement Sheets. The inspector will record construction progress, manpower, and equipment in the Inspectors daily report and later certify that the work conforms to the Contract requirements by signing the Joint Measurement Sheet.
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5.
The Contractor shall submit Joint Measurement Sheets for each completed item of work or portion completed each month. Joint Measurement Sheets shall be submitted with a location sketch or drawing, a copy of the relevant Quantity Surveyors field book page, calculation sheets if required, and any other necessary information attached. The Quantity Surveyor will review the Joint Measurement Sheets, check the calculations, sign certifying the calculations are correct and forward them to the Resident Engineer for approval. The Resident Engineer will review and finally approve the Joint Measurement Sheets. After the Resident Engineers approval, copies of the Joint Measurement Sheets will be distributed to the Contractor, Municipality Site Representative, and the Resident Engineer. The Quantity Surveyor will record the approved quantities in the Quantity Book and file the approved Joint Measurement Sheets. The Quantity Surveyor will also maintain As-Built Drawings on which all construction works with approved Joint Measurement Sheets will be recorded by highlighting completed portions and listing the quantities approved for payment. At the end of each month or beginning of the next month, the representatives of the Municipality, Contractor, and the Engineer will jointly verify the quantity of Materials On Site for inclusion in the payment certificate.
6.
7.
8.
9.
10. Based on the approved Joint Measurement Sheets and the Materials On Site, the Contractor will prepare the Interim Payment application and submit it to the Resident Engineer for checking and onward transmittal to the Municipality. 11. The Engineer will check the payment application, attach the following documents, and forward these to the Municipality for further processing. ----Municipality Payment Certificate. Statement of Overrun Quantities. Explanation of Overrun items. Statement of Underrun Quantities.
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Temporary Payment Statement. Temporary payment will be made for all new items which are not included in the BOQ. Approval of unit rates for the new items will be documented by the Municipality via letters of response to Change Orders as prepared and submitted by the Resident Engineer. Daywork sheets. Schedule of Materials on Site. Other designated Consultants approved payment documents with quantities and amounts included in the Payment Certificate.
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12.
The Interim Payment Summary will be signed by the Resident Engineer prior to transmitting it to the Municipality with the Contract Progress Payment Certificate.
Final Payment - the Procedure for documenting, preparing, and submitting the Final Payment Certificate is as follows: 1. The Contractor shall prepare and submit to the Resident Engineer a daily program of work. The Resident Engineer will provide a copy of the Contractors daily program to the Municipality Site Representative. The Engineers surveyor will verify quantities by field measurements jointly taken with the Contractor and recorded in the survey field book. The Quantity Surveyor will allow the Contractor to make a copy of the field book and later certify his measurements by signing the Joint Measurement Sheets. The inspector will record construction progress, manpower and equipment in the Inspectors Daily Report and later certify that the Works conform to the Contract requirements by signing the Joint Measurement Sheet. The Contractor shall submit Joint Measurement Sheets for each completed item of work or portion completed each month. The Joint Measurement Sheet shall be submitted with a location sketch or drawing, a copy of the relevant Surveyors field book page, calculation sheets if required, and any other necessary information attached.
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6.
The Quantity Surveyor will review the Joint Measurement Sheets, check the calculations, certify the calculations are correct and forward them to the Resident Engineer for approval. The Resident Engineer will review and finally approve the Joint Measurement Sheets. After the Resident Engineers approval, copies of the Joint Measurement Sheets will be distributed to the Contractor, Municipality Site Representative, and the Resident Engineer. The Quantity Surveyor will record the approved quantities in the Quantity Book and file the approved Joint Measurement Sheets. The Quantity Surveyor will also maintain As-Built Drawings on which all construction works with approved Joint Measurement Sheets will be recorded by highlighting completed portions and listing the quantities approved for payment. As soon as one work item is completed, all the approved Joint Measurement Sheets for that item will be verified against the As-Built Drawings. All surface finish work will be re-measured if necessary to verify the accuracy of the quantities.
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10.
When all Joint Measurement Sheets are finalized and the quantities are agreed, the Contractor shall prepare a Final Quantity Summary Sheet which will be signed by the Quantity Surveyor, Resident Engineer, and the Contractors Project Manager for final payment purposes. Based on the agreed quantities, the Contractor shall prepare the Final Payment application and forward it to the Resident Engineer for checking and onward transmittal to the Municipality. The Engineer will check and certify the final payment and forward it to the Municipality along with the following documents: -----Municipality Payment Certificate. Final BOQ item printout. Temporary Payment Statement for new items of work. Financial Affairs Report (English and Arabic). Contractors Maintenance Guarantee.
11.
12.
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Copy of Contractor Insurance Policies. Clearance letter from the Water & Electricity Authority. Other designated Consultants approved Final Payment documents.
Payment of Materials Stored on Site - The Resident Engineer must review the Contractors request for payment of materials stored on site. He must use discretion as to the percentage of each type of material he deems appropriate to pay relative to: --Actual job progress according to the CPM schedule. Where the material is stored, method of storage, and any deterioration. Length of storage time before the material is scheduled to be incorporated in the final product.
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Proper control of materials on site may be used as an effective tool to control many aspects of the project. In general the Resident Engineer should be guided by the following: 1. quantities shall be physically checked on site and documented in the progress payment support file. where the job site area is too restrictive, the Engineer may approve additional storage areas proposed by the Contractor. In this case, the Contractor must provide: ---Permission of landowner. Approval of Municipality. Letter certifying that all materials stored at the additional storage area are the property of the Municipality and will be used solely for that specific project.
2.
3.
in no instance shall payment be made for more materials than those required to complete the project and furnish any required spares. no payment shall be made for materials which are not approved.
4.
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5.
no payments shall be made for materials (not yet delivered) on the basis of letters of credit. unit rates for materials shall be based on the materials portion of the tender unit rate breakdowns or materials invoices, whichever amount for the specific item is less. Materials on Site payments are not to exceed 75% of the actual invoice value of the materials.
6.
DAYWORKS - for work that is to be performed under the daily works schedule, the Contractor shall be instructed to deliver to the Resident Engineer daily the following: -An exact list of all workmen employed on the work, their trade classification, and number of hours worked. A description and the quantities of all materials and plant used for the work.
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The Contractors statement should be verified and counter signed by the concerned Inspector and the Resident Engineer before inclusion of the item in the payment certificate. Performance of work on a Dayworks basis requires execution of the Daily Works Authorization form signed by the Resident Engineer and countersigned by the Municipality representative. The Contractor is required to submit a daily accounting of the labor, materials and equipment used on the work using the Dayworks form. It is important that the daily quantities are recorded on the form and agreed by the Contractor and supervision staff at the end of each days work. A number of supplementary forms are used in the documentation of day works and samples are included in the Appendix III.2-2. REFERENCES Construction Manual, Chapter 9, Sector 900.06, 900.07 Construction Manual, Chapter 10, Sector 1000.03, 1000.04
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3.2 Documentation
The required project documentation should be represented by the forms contained in the Appendix III.2-2. Except for attachments to these forms, no other forms should be used unless specifically approved by the Project Director. Letters will be done in the format shown previously. Official drawings, shop drawings, and utility drawings will have their own format depending on the requirements of the entity generating these drawings. Monthly Report the following outline gives guidance to the content of the monthly report. ----letter of transmittal - with highlights for the month, one page. table of contents project location plan - showing all the contracts under construction. project information tabulation - showing the names and descriptions with start and completion dates for all the projects under Abu Dhabi TRIP. projects under construction: -photos construction activities consultant activities
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charts with: - contract data - financial status - completed work status - work in progress by major item - pending items with action responsibilities
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central design office and test lab activities organization chart.
Financial Statement Reports the Consultant will submit a financial status report as the standard contained in the Appendix III.2-1. This report gives the final financial condition of the contract and serves as the final report.
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Construction Report Forms - ample construction and materials report forms are included in the Appendix III.2-2. Following is a list of construction forms:. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30. 31. 32. 33. 34. 35. Engineers Daily Project Diary Inspectors Daily Report Joint Measurement Sheet Computation Sheet Contract Progress Payment Certificate Interim Payment Summary Interim Payment Estimate Bill Summary Interim Payment Estimate Interim Payment Estimate (Materials on Site) Quantity Book Quantity Book (Summary) Recapitulation Computation of Earthworks Volume by End Area Progress Payment Schedule Routing of Progress Payment Certificate Furnished Materials Evaluation Statement of Overrun Quantities Statement of Underrun Quantities Schedule of Materials on Site Statement of Change Order Payment Daily Works Authorization Dayworks Daywork Summary for Authorized Work Schedule No. 1 - Summary of Labor on Site Schedule No. 2 - Summary of Materials on Site Schedule No. 3 - Summary of Plant on Site Resident Engineers Report of Contractors Accident Utility Incident Report Daily Report on Detour Maintenance Letter of Transmittal Approval of Sub-Contractors Site Instruction Shop Drawing Log Book Change Order Minutes of Meeting
These reports are the only ones used for construction reporting. No new forms shall be introduced unless approved for all contracts by the Project Director.
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Project Closing Out - this procedure provides the Resident Engineer with acceptable standards for closing out and transferring a project to the Government. Scope and Definitions - the closing out of a construction contract will include, but not be limited to, compiling the project's records and As-Built quantities and documents; scheduling the Contractor's completion of all unfinished field and administrative matters; arranging for the Government's Preliminary Handing Over Inspection; transferring the project and its records to the Government of Abu Dhabi; and arranging for the Governments Final Handing Over Inspection. Definitions - Preliminary Handing Over Inspection (PHOI) The Government's review, with the Engineer, of the completed Works and all materials incorporated therein for compliance with the Contract Documents. PHOI is held at the close of the project's construction activities and the starting of its maintenance period by members of the Municipality Projects Committee along with the Engineer and the Contractor. Final Handing Over Inspection (FHOI) - The FHOI is held at the end of the project's maintenance period (normally one year) by members of the Municipality Projects Committee along with the Engineer and the Contractor. It signifies the project's final handing over to the Government. Administrative Check List - A check list of administrative items which is prepared by the Resident Engineer for presentation to the Municipality Projects Committee on the day of the Preliminary Handing Over Inspection. It becomes part of the Committee's meeting minutes. Municipality Projects Committee (MPC) Municipality Inspection Committee (MIC) Partial Completion - The Government's policy is that NO partial completion of a project will be recognized prior to the whole of the Works being completed. Responsibilities - the Resident Engineer shall be responsible for the complete and timely closing out of the construction contract in accordance with the Contract Documents and this procedure.
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Procedure for Preliminary Handing Over Project Termination Report - not less than 60 days prior to the anticipated PHOI the Resident Engineer shall submit the Project Termination Report as shown in Appendix III.2-3. Its function is to provide a closing out status report while simultaneously furnishing a major item check list to the Resident Engineer. Revisions to the Project Termination Report are to be submitted as required but in no case shall be less than every 30 days. Prefinal Inspection - the Contractor shall submit a written Notice of Completion of Works which shall include, for the approval of the Resident Engineer, a proposed schedule for completing the below listed items. With the possible exception of supply only materials, all items shall be completed within one month of the PHOI. A reply to the Contractors Notice of Completion of Works as shown in Appendix III.2-4. ---Unfinished items of contract work. Agreement of final quantities. Delivery of outstanding supply-only materials.
Recommendation to Hold the PHOI - upon approval of the Contractor's Notice of Completion of Works the Resident Engineer shall submit a letter to the Government recommending that the PHOI be held as shown in Appendix III.2-5. The Municipality will establish the date and time for the inspection. The Resident Engineer shall, in turn, provide the Contractor with written notification of the PHOI as shown in Appendix III.2-6. Agency Notification - concurrent with the letter recommending the Government schedule the PHOI the Resident Engineer shall also notify the following agencies of the PHOI as shown in Appendix III.2-7: ------Sanitary Drainage Network Section Agricultural Section Etisalat W.E.A., The Director , Transmission W.E.A., The Director, Distribution Other agencies as designated by the Engineer.
Required Documents from Contractor - concurrent with the letter recommending the Government schedule the PHOI, the Resident Engineer shall also direct the Contractor to submit, no later than ten days after the PHOI, the below listed documents as shown in Appendix III.2-8. -a statement that subcontractor and supplier accounts have been settled and no outstanding accounts relative to the contract exist including any third party claims.
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an inventory, including storage location, of all spare items and/or surplus material which are the property of the Government. certification of the receipt of salvageable material which has been delivered to other Government agencies, i.e., W.E.A. This must also include the W.E.A. Materials Balancing Statement. delivery receipts for equipment supplied to the Government in conformance with the Contract Documents. receipts for office facilities, vehicles, or other Contractor-owned property which reverts to the Contractor at the completion of the Contract. receipts for the specified number of warranties, instruction manuals, guarantees of installed equipment, certificates, and services manuals. a written description of the arrangements which have been made for the maintenance and reimbursement of costs for vehicles supplied by Contractor to the Government for its use during the projects Maintenance Period
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Final Payment Certificates - the Final Payment Certificate will normally be processed upon completion of all works; the agreement of final quantities; administrative items; and the settlement of all disputes. The Preliminary Handing Over Inspection - members of the MPC (MIC), the Engineer, and the Contractor meet at the designated time to conduct the PHOI. Prior to the inspection, the Resident Engineer shall prepare the Minutes of Inspection of the Works which also includes the Attendee List as shown in Appendix III.2-9. Minutes of Inspection - a field inspection is made and the incompleted items are noted by the MPC(MIC) and the Resident Engineer. The Municipality notifies the Engineer of the incompleted items and the Resident Engineer instructs the Contractor to complete these items accordingly. Once the noted items are satisfactorily completed and reinspected by the MPC(MIC) and the Resident Engineer a date is established for the Preliminary Handing Over which then becomes the project's Completion Date and is so recorded in the Minutes of Inspection. The Minutes of Inspection are then forwarded to the Chief of Road Section establishing the date of Preliminary Handing Over and the start of the Maintenance Period as shown in Appendix III.2-10.
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MPC Minutes of Preliminary Handing Over - a copy of the MPC's Minutes of Preliminary Handing Over is obtained from the Municipality which confirms the Preliminary Handing Over Date of the project. As-Built Drawings - the Engineer is responsible for preparation of the As-Built Drawings as outlined in the Standard Specification. These drawings must be complete before the preliminary handing over. Various agencies require the as-built drawings prior to certifying the completion of their respective works. Agency Certificate - issuance of the Certificate signed by the Municipality, the Engineer and various agencies. Final Accounting - submit all of the project's final documents for the Chief of Road Section to use in preparing the Final Accounting. The minimum documents to be submitted are: ---Final Payment Certificate Final BOQ Item Tabulation Financial Affairs Report
The production of the Financial Affairs Reports shall use data furnished by the Resident Engineer as shown in Appendix III.2-11. Certificate of Preliminary Handing Over - issuance of the Certificate of Preliminary Handing Over. Resident Engineer's Inventory - prior to the PHOI the Resident Engineer's staff shall inventory, catalog, and box the project records in accordance with the Close-out Checklist described in Section E of the Construction Supervision Manual, Chapter 10, and the Disposition of Documents in Section F. Close-out Checklist For Use Prior to Processing The Final Payment Certificate: -Are the Site Office files complete and has duplication been eliminated? Have the specified number of copies of guarantees, warranties, certificates, and service manuals been received and then forwarded to and receipted by the correct individuals? Has the compilation of Materials Furnished by Others and Incorporated into the Works" been completed? Has the advance payment recovery been correctly calculated and at what point are the retained amounts recommended to be released?
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Revision No. & Date _________________
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Have the As-Built Drawings been reviewed, approved, and signed by the Resident Engineer prior to the specified number of print's being produced? Has the Contractor furnished the name, address, fax and/or telephone number of its representative to contact during the project's Maintenance Period?
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Disposition of Documents upon Preliminary Handing Over Project Files - the Site office records shall be packed in clearly numbered containers and an index of the files giving file numbers, descriptions, and dates shall be prepared. A copy of the index shall be furnished together with the storage location of the files. When activity on the project has ceased, all files relating to the project will be consolidated. The Document Control files contain copies of the Agreement between the Government and the Contractor and all subsequent actions by the Government which alter the time or financial aspects of the project. During the consolidation of the permanent records, all duplication shall be eliminated. The storage of "unique" documents in personal files will not be permitted. As-Built Plans - As-Built Plans shall be prepared by the Engineer as provided for previously. Final Quantity Computations and Completed Field Survey Books. - the Final Quantity Computations and completed field survey books are not duplicated and should be stored in a fire-proof location. Procedure For Final Handing Over Prefinal Inspection - upon the Contractor's written notice of the ending of the Maintenance Period, the Resident Engineer shall perform an inspection of the Works to confirm that all maintenance work has been performed in conformance with the requirements of Article (31) of the Arabic Agreement between the Government and the Contractor. If the inspection reveals the Works are not ready for the FHOI, the Resident Engineer shall prepare a letter so notifying the Contractor as shown in Appendix III.2-12.
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Revision No. & Date _________________
Recommendation to Hold the FHOI - when the Contractor has completed the outstanding items from the inspection, a letter shall be sent to the Government recommending the FHOI be held as shown in Appendix III.2-13. The Municipality will establish the date and time for the inspection. The Resident Engineer shall, in turn, provide the Contractor with written notification of the FHOI as shown in Appendix III.2-14. The Final Handing Over Inspection - members of the MPC(MIC), the Engineer, and the Contractor meet at the designated time to conduct the FHOI. Prior to the inspection, the Resident Engineer shall prepare the Minutes of the Final Handing Over Inspection which also includes an Attendee List as shown in Appendix III.2-15. Minutes of Final Handing Over Inspection - a field inspection is made and the items requiring rectification are noted by the MPC(MIC) and the Resident Engineer. The Municipality notifies the Engineer of these items and the Resident Engineer instructs the Contractor to complete the items accordingly. Once the noted items are satisfactorily completed and reinspected by the MPC(MIC) and the Resident Engineer a date is established for the Final Handing Over of the project and is so recorded in the Minutes of the Final Handing Over Inspection which are then forwarded to the Chairman, Abu Dhabi Municipality as shown in Appendix III.2-16. Certificate of Final Handing Over - issuance of the Certificate of Final Handing Over as shown in Appendix III.2-17 will only be made by the Municipality. Release of Performance Bond - if the project is accepted by the Government, the Contractor requests the Performance Bond be released by the Government and the Engineer prepares a letter recommending the Performance Bond be released as shown in Appendix III.2-18. Included with this letter is the Certificate of Final Handing Over.
REFERENCES Appendix, Section 3.2 Construction Manual, Chapter 10, Section 1000.04
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Revision No. & Date _________________
3.3 Financial and Cost Control

Cost Control System a budget is prepared for each contract with forecast costs and revenues. Information collected during the month feeds into a standard form and the cost control information is forwarded to Washington. Staffing Schedule given in tabular form in the corresponding section of the Appendix III.3-1. Budget Overhead and Other Direct Costs The budget is based on unit rates in our agreement with the client and the construction period for each contract. Billings to Client monthly in the format given in the Appendix III.3-2. Supplemental Agreement Procedures these are presented in a standard form. Once the need for a supplemental agreement is identified, the consultant - the Project Director or Program Director will discuss with the client and reach agreement if warranted. The consultant prepares the addendum reflecting the agreed rates and positions to be added. The Consultant submits this addendum to the Municipality for official approval.
REFERENCES: Appendix, Section 3.3
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Revision No. & Date _________________
3.4 Schedule Control

Contractors Schedules the official schedules, as a dated snapshot, are included in the Appendix III.4-1. Also included is a description of the scheduling method to be used Primavera with CPM according to the contract. As an abstract of this, the Contractor provides a one page S curve with supporting data. These are included in the monthly reports along with major milestone dates. Liquidated Damages/Bonuses the term applied in this case is delay penalty. The daily amount assessed for unjustifiably working beyond the contract completion date is 10 percent of the contract amount divided by 25 percent of the authorized execution time, in units of dirhams per day. The total amount assessed cannot be more than 10 percent of the total contract value. Clients Projected Time Schedule Keeps extending as more TRIP Projects are authorized. Progress Schedule Updating the schedule is updated when an event on the contract occurs that affects the schedule.
REFERENCES Appendix, Section 3.4
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APPENDIX LIST - SECTION - III Appendix III.1-1 Appendix III.2-1 Appendix III.2-2 Appendix III.2-3 Appendix III.2-4 Appendix III.2-5 Appendix III.2-6 Appendix III.2-7 Appendix III.2-8 Appendix III.2-9 Appendix III.2-10 Appendix III.2-11 Appendix III.2-12 Appendix III.2-13 Appendix III.2-14 Appendix III.2-15 Appendix III.2-16 Appendix III.2-17 Appendix III.2-18 Variation Order/Change Order Financial Statement Report Form Construction Report Forms Project Termination Report Reply to Contractors Notice of Completion of Works Recommendation to Hold the PHOI to Municipality Notification Letter to the Contractor PHOI Agency Notification PHOI Documentation Letter to Contractor Minutes of Inspection of the Work Transmittal of Minutes of Inspection to Municipality Financial Affairs Reports Notification Letter to the Contractor Recommendation to hold the FHOI to the Municipality FHOI Notification Letter to the Contractor Minutes of FHOI and Attendee List Transmittal of Minutes of FHOI to Municipality Certificate of FHO Recommendation for Release of Performance Bond
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APPENDIX LIST - SECTION III (Contd)
Appendix III.3-1 Appendix III.3-2 Appendix III.4-1
Staffing Schedule Monthly Billing of Client Official Schedules as a dated snapshot (S Curve)
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1.1 1.2 1.3 1.4 1.5

I-1 I-2 I-3 I-22 I-25

CONTROL OF THE WORK

2.1 2.2 2.3 2.4

Client Interface Contractor Interface Control of Work Construction Operating Procedures

II-1 II-2 II-9 II-19

3.1 3.2 3.3 3.4

Contract Administration Documentation Financial and Cost Control Schedule Control

III-1 III-14 III-22 III-23

Program Operations Plan Construction

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1.0 ADMINISTRATION 1.1. Introduction

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1.2 Project Description

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1.3 Project Organization

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Finance and Administration Manager Administration Manager is responsible for: --

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1.4 Project Office Administration

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C-N - Designates Contract Number 1-52 - Designates File Number

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REFERENCES: Construction Manual, Chapter 10, Section 1000.02

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1.5 Personnel Administration

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APPENDIX LIST - SECTION - I

Appendix I.4-1 Appendix I.4-2 Appendix I.5-1

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Control of the Work

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2.0 CONTROL OF THE WORK 2.1 Client Interface

Senior Resident Engineers, Resident Engineers

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2.2 Contractor Interface

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Project Name Contract No.

Shop Drawing No. Contractor