MONITORING CONTRACT

PERFORMANCE
WEEK 3 (Discussion)
LEARNING OUTCOMES (CO1-PO4)

• Understand the Roles of Administrator

• Understand the Monitoring Contractor Performance

 Teaching and Learning
• Students will be divided into 4 groups
• Lecture
• Each group will be given one topic to be
discussed and 1-2 presenter for each
group have to present the summarized
topic
• Marks will be by group
 Role of Contract Administrator
a. To represent the employer/client/owner in all project
meetings and other field matters relating to the
construction of the project.

b. To make periodic site visits to the project, record

observations and make a report all observations related
to status of completion, quality of workmanship and
compliance with the Contract Documents
c. To responsible for the comprehensive and
timely administration of all project related
documentation, transmission of paper
work and project information (project
name, project address, project number.

d. To cultivate a partnering relationship

between owner, contractor and consultant
(architect, engineers etc)to share same
goals into project’s success.
Monitoring Contractor Performance
a) Duration
 From date of possession of site /
commencement of contract up to issue of final
certificate
• Purpose
+ To ensure that the contract is completed within
time
+ to warn the contractor/employer on the need to
take remedial measures if delay occurs
b) Methods
+ through regular progress meetings
+ through proper site records
c) Basis
+ through the use of the contractor’s
program of work
+ every activity/sequence of activity is
compared against a base program to
identify any consequent delay
d)Frequency and nature of checks
+ as the work progresses, regular checks of at
least once a month (preferably at every monthly
site meeting) must be made of the actual
progress achieved against the programme of
work
+ if at any time it is discovered that the
contractor is behind schedule he must;
i. identify the cause(s) of delay
ii. Immediately speed up work
iii. Revise the work programme and resubmit
for approval
e) Meetings

+ Site Possession
+ Site Progress
+ Coordination/Project Management
+ Sub-Contractor’s
+ Ad-hoc
 Site Possession Meeting
a)Timing
+ on the date of commencement of site
possession
• Purpose
+ To officially handover possession of site to the
contractor
• Matters to Deal with
i) to explain the general requirements of the
Contract to the Contractor
ii) to introduce the various project team
members to each other
iii) To handover the various contract documents e.g.
a) the letter of delegation of powers
b) a copy of contract documents
c) a priced copy of the B.Q., a set of construction
drawings, etc
d) a copy of the Main Contractor’s Work Program to the
NSC

iv) To set out the procedures pertaining to:

a) document submittals and approval
b) sample submittals and approvals
c) inspection of work
d) Interim valuations
e) Claim procedures
 Site Progress Meetings
• Timing
+ Normally at least once a month
+ More frequent when situation warrants

• Purpose
+ To enable the contractor to:
i. present officially his progress report
ii. Present problems encountered in the
execution of the works so that these can
be discussed and resolved
iii) To permit progress of work to:
+ be reviewed on a regular basis
+ to identify the areas of delay
+ to establish the cause/s of delay
iv) To enable the Employer/Contract
Administrator to:
+ take appropriate action to remedy delay
caused by him
+ to keep a check on the money expended
and to be allocated
• Issues to be dealt with
+ only site issues or other issues dealing to the Contract
+ Financial issues pertaining to the Contract
+ Issues pertaining to 3rd Parties affecting the Contract

• Procedural Matters
+ Contract Administrator to chair meeting, prepare and
circulate minutes
+ Participants to include:
- Main Contractor
- NSCs(by invitation only)
- Consultants
- Employer to be observers only
 Coordination/Project Management
Meetings
• Timing
+ As and when necessary from time to time
+ usually it is held on a monthly basis

• Purpose
+ to enable the employer to discuss all matters pertaining to the
Contract with his project team – Design, Progress, Financial etc
+ to enable particular issues to be discussed without the Contractors
presence:
- Design matters affecting the contract with the consultants
- Administration matters with the Contract Administrator
- Matters affecting the Contract with 3rd Parties
• Procedural Matters
+ Employer/Employer’s representative chairs the
meeting, prepares and circulate minutes
+ Participants include
- Employer/Employer’s Representative
- Users
- Contract Administrator
- Consultants
- 3rd parties involved in the contract
Note: Neither the Contractor nor the NSCs are to
attend this meeting
 NSC Coordination Meeting
• Issues to be dealt with
+ Coordination problems – Design and Work
+ Site Problems – possession, access security etc
+ Financial issues – Payments, V.O.s, claims
+ issues involving 3rd Parties
• Participants to include:
+ Main Contractor
+ Nominated Sub-Contractor
+ Domestic Sub-Contractors
+ Others (by invitation only)
 Ad Hoc Meeting
• Time as necessary from time to time
• Purpose is to discuss specific issues e.g.
+ Emergency issues
+ Testing and Commissioning
+ Financial – Claims, Payments, V.O.s
+ Training, Defects, Maintenance etc
 Site Records
• Evidential value – all site records must be properly
prepared and endorsed/signed off immediately on
preparation by Site agent or Contract Administrator or
Sub-contractor’s representative

• Official Work records - submission on daily, weekly or

fortnightly information on
+ Work/Activities Carried out
+ Workers, Plant, Machinery etc
+ Weather
+ Instruction received/Carried out
+ problems encountered
• Site Duty – each and every site personnel
of the Contractor must keep an official
diary for work records
• Attachments – Site Diary must be
supplemented with As-built/As-installed
drawings, diagrams, sketched etc
• Day work records – to enable an
assessment to be made in the evaluation
of additional works carried out by the
contractor