For Supervisor PDF

PREFACE
This Manual is intended primarily for the

governnent officers use of
engageb in ah;'supervisi*n of aIKR
Road Contracts.
2. one of the probrens confronting anyone draftlng
Manual ls thg very r*ide such a
the dtfficulty range of lontract
-tt"-- valuee anrir
of makiig procedures and
reconmendations appLicabre to both large and emall
organieations site
rn order to make the Manuar as conpl.ete as possibre the
sorution generalry adopted ie tL cater for rargen
proJects. As a result, some of the procedures fon
example those dealing with the interaiiion of numerous
indlvidrfal staff .in i comprehensive elte organi.satfon
may be inappropriate to ctnt,racts which engage onry one
or two techniclans on site. rn such casea staff nust
use their judgement ae to applt""uifltv.
3. Irowever, ef f ective supervislon ie an essentlaJ.
requlrenent for every proJect
contract s|ze and even oi theregiroress
sfrafiegi,
of indivlduat
the englneer
officers who carrv resporisinlitiv-;;;; en'ure that the
lgportant duties- ar*- p."rormedl ir- -p"rticular
which _carry the "mandaiory,, t"g-in--thI Manual. those (see
rndex for listlng under "nandat5rv
""g"rrements..l,
4. Although the Manuar. hag been prepared for governnent
officers, nost of the proceduree are equally
appropriate to contracts supervieed by consurtancy
organiaatlons. rn order to achieve
consurtants' staff should compty a-*iir, uniiorm-ippr"r"t,
wherever poasibre. However, they shouldthe note
Manual
that
special supprementary regulatiois -ippry
conduct of matters lucn as variatlong. to their
authority, t'ime extension, f inancla.l
conpretion ino craime, etc.
5. Governnent instructions. circularsr rgulations and
standing ordere,
officers refe*ing are updated from itme to tlne and
to airy euch pubr.iciiionJ q"o["a in
the Manual- should ensure that ;h;t--i.r. the r,atesr
vergion.
Arahan Teknik ( ) are refe*ed to ln the
"laranTeknik
ManuaL sfmply as Arahan
COIISTRUCTION SUPERVISION HATSUAIJ FOR COXTRICT ROAI)SONTg
cot{TExT8
CHAPTER ONE GENERAIJ APPROACH
CHAPTER TI{O STAFFING ARRANGETIIEilTS
CITAPTER TIIREE T,EGAIJITIES
CHAPTER FOUR INCBPTION PROCEDURE
CHAPTER FIVE INSPECTION, TEFTIITTG AND APPROVAIJ
CHAPTER gIX INSTRUCTIONS
CIIAPTBR SFUEN MBASUREUENT AND FTNA$CIAIJ CONTROIJ
CHAPTER EIGTIT PROGhESS
CHAPTBR NTNE REPORTg
CHAPTER TEN DRAWTilGS
CHAPTER EIJEVEN UTIITfTIE8 e TRTFFIC
CHAPTER TTIEIJVB COIIPIJETION PROCEDURE
PRACTICAI, HINTS FOR SITE STAFF

Construction Supervision Manual
Chapter One For Contract Roadworks
CHAPTER ONE :GENERAL APPROACH
1.01 The conceptual and design stages of road 1.04 Numerous and diverse as these manage-
projects involve professionals from a variety of ment responsibilities are, the most important
disciplines - economists, sociologists, planners, aspects can be categorised under four main
engineers and surveyors, as well as financial and headings.
legal experts. When the projects enter their con- 1. Construction - ensuring that the works
struction phases and if implementation is effect- are constructed in compliance with the
ed under contract, responsibility for their admin- designers intent indicated in the
istration and control passes very largely into the Drawings and Specification and in accor
hands of site supervision teams. The prime func- dance with sound engineering practice.
tion of such teams, of course, is to ensure that the
2. Finance - ensuring that measurement
technical requirements of the projects are met,
and payment processes result in correct pay
and since the teams essentially comprise engi-
ments to the contractor in accordance with
neers and technicians it is natural that these
the terms of the contract and also that the
aspects should be paramount in the minds of
government's budgetary requirements are
their staff.
met.
1.02 However, there is more to the supervision 3. Progress - ensuring that construction is
of road contracts than engineering alone. To completed within the stipulated contract
varying degrees, staff additionally have to fill period or within the very minimum extra
the role of quantity surveyor, lawyer, production time that may be necessary to deal with
planner, progress chaser and public relations absolutely unavoidable delays.
officer. In a sense they are proxies for all the 4. Public Relations - ensuring that co-opera
people previously involved in the preparation of tion is obtained from the various govern
the scheme who have now relinquished their ment and private agencies and individuals
responsibilities and authority to the engineers whose interests and activities affect the proj
and technicians appointed to see the project ect; also that inconvenience and danger to
through its implemention phase to completion. the public are avoided or at least minimised.
The contractor is usually preoccupied with his
own problems of the day to day management of 1.05 Even quite small road contracts involve a
construction operations and with the profit number of individual supervisory staff engaged
motive. Accordingly, he is unlikely to be con- on inter-related duties. On larger jobs there may
cerned with many of the interests that the gov- be as many as 15 or 20 such staff and the super-
ernment has in the project. visory and administrative processes they engage
in can become complex. Because of this and
1.03 For all these reasons it is important that because there is a strong element of technical
site supervision staff and in particular those indi- and financial accountability involved in their
viduals appointed to Resident Engineer posi- work, sound control is essential to ensure that all
tions, see themselves in a total management role aspects of management are covered. That cannot
rather than solely responsible for engineering be achieved without a systematic approach care-
matters. They alone, are both suitably placed fully regulating, integrating and recording the
and appropriately authorised to exert any real various site functions and staff activities.
direct influence on the contractor's performance. Further, site teams operate in locations remote
Only they are close enough to the project to from the central JKR establishment, but that
watch and safeguard the various interests of establishment, carrying as it does the ultimate
government during construction. responsibility, needs to be able to monitor and
control what is happening on site. It can only do
Cawangan Jalan, Ibu Pejabat JKR, K.L Page 1

Chapter One For Contract Roadworks
so efficiently and effectively if there is a degree

of uniformity in procedure from site to site. 1.08 The purpose of this Manual is to assist
Similarly, contractors need to know, when they site supervision staff to achieve these objectives
prepare their tenders and. organise their opera- by,
tions, what to expect in the way of Engineer a) demonstrating the powers and resources
supervision. available to them under the contract,
There are therefore two cardinal rules for the b) defining their duties and responsibilities,
management of site supervision. and
1. Systemise c) detailing essential procedures and stan-
2. Standardise dard forms, and outlining good supervi
sion practice.
1.06 With a standardised system of site con-
Guidance on these points is to be found in the
trol, supervision teams are well equipped to
following chapters of this Manual. Much of it
meet their responsibilities but there are two fur-
deals with what amounts to recommended prac-
ther principles which must govern their work.
tice upon which individual officers responsible
Both are closely related. First, all site staff must
for particular projects can exercise a certain
adopt a critical approach to the contractor's con-
degree of discretion, depending on localised
structional performance and commercial moti-
requirements and conditions. However, a num-
vation. Second, they must establish and main-
ber of mandatory procedures are set down which
tain the initiative in matters which are intended
must be complied with. In these cases the
to be under their control.
mandatory nature of the provisions is noted in
If it were true that all contractors acted at all the text. Officers appointed as Engineers to
times in a completely responsible and ethical contracts and their Resident Engineers are
way there would be no need for independent responsible for ensuring that the mandatory reg-
supervision. The fact that the supervision team ulations are observed.
exists at all acknowledges that this ideal situa-
tion does not exist and cannot be expected to 1.09 One last point needs to be made in this
exist. Pressure of work combined with stringent introductory chapter. Emphasis has been
staffing limitations may tempt the team to abdi- placed on the need for strong control and a crit-
cate their supervision role to the contractor. He, ical approach. However, the intention is not to
probably better resourced, will usually happily encourage confrontation and contention on site.
undertake the additional workload because it Supervision staff should not interfere unduly
enables him to work the arrangement to his own with the contractor's direction of his own opera-
advantage at the expense of proper compliance tions or act in such a way as to unnecessarily
with the contract. Quality control/testing and obstruct his progress. Their concern should be
measurement matters are examples which the end-products of quality construction, timely
spring readily to mind in this connection and completion and correct payment. The contrac-
they are both activities to which supervision tor's site organisation and the supervision team
staff must devote adequate time and apply strict- can form an effective partnership for the success
ly independent control. of the project. Helpful co-operation on both
sides, combined with firmness from the
1.07 The objectives, then, of the supervision Engineer's staff, is the desirable mix.
of road contracts should be to bring the projects
to a completion which is satisfactory from all
points of view; realising the design intent and
providing, within the scheduled time and con-
tracted cost, soundly constructed, durable roads,
which will continue to give good service into the
future without excessive maintenance cost or
inconvenience.

Chapter Two For Contract Roadworks
CHAPTER TWO : STAFFING ARRANGEMENTS
CONTENTS erence to Form 203A Conditions of Contract

clauses.
2.01 "The Engineer" and
Resident Engineer ** Variants will also be found in practice for the
designation "Resident Engineer" which is
2.02 Composition of.Site intended here to apply to the officer immedi-
Teams ately subordinate in contract terms to the
2.03 Single-Contract RE's Engineer or S.O. and who carries direct respon-
2.04 Multi-Contract RE's sibility for the site staff organisation. He will
normally be the delegated "Engineer's
2.05 Technician Staff Representative" or S.O's Representative under
2.06 Job Allocations the Contract. The term "Resident Engineer"
2.07 Sectionalisation ("R.E.") is used throughout this Manual for such
officers regardless of their actual titles or
----------------------------------------------------------- designations.
2.01 "The Engineer" and Resident However, before turning to the details of the on-
Engineer. site organisation, the matter of its departmental
All road contract supervision organisations in links should be mentioned. To a major extent
the Department are formally headed by a senior these operate between the Resident Engineer
officer appointed as "The Engineer" or and the officer occupying the position of the
Superintending Officer (S.O.) under the Engineer, but the RE may, in addition, have
Contract*. Such officers rarely have a full time responsibilities for reporting and other aspects of
on-site presence and much of their responsibili- his job towards other senior officers in District
ty is delegated to subordinates in Resident or State JKR establishments, or in the JKR
Engineer** positions supported by staff primari- Headquarters in Kuala Lumpur; in particular the
ly engaged on site duties. Coordinator for the project. As a general rule this
The relationship between "The Engineer" and Manual uses the terms " JKR regional office or
the site team is dealt with in the discussion of JKR HQ" for such cases. It is a matter for each
legalities in Chapter 3; this chapter is concerned individual RE, in consultation with his immedi-
more specifically with the practicalities of ate superior, to establish which office or officers
staffing structures established for on-site super- he should deal with in connection with any par-
vision. ticular subject where this terminology is used.
*Either of these alternative designations may be 2.02 Composition of Site Teams

encountered depending on which Conditions of The make-up of the team depends very much on
Contract form is used. In order to avoid constant the magnitude of the contract. On contracts of
repetition of the alternatives the term "The larger value there is usually some scope for a
Engineer" is generally used throughout this degree of specialisation on the part of most
Manual to refer to the person holding the con- members of the team. Figures 2A and 2B show
tractual appointment - it is to be regarded as examples of staffing set-ups that might apply to
synonymous with "superintending Officer" contracts in the $15 - 20 million range and over.
(S.O.) in contracts where that term appears in Assistant R.E. duties are sectionalised and there
the definition clauses of the Conditions of are separate professional positions covering test-
Contract. Exceptions to the preference for the ing and Q.S. activities. A draftsman and a secre-
term "The Engineer" are cases of exclusive ref- tary/typist may also be provided.

Smaller contracts have inadequate staffing lev- and find housing as close as possible to the proj-
els to permit such specialisation, so that ect
Resident Engineers themselves, possibly aided
by one assistant engineer or technical assistant, 2.05 Technician Staff.
undertake all duties, except most works inspec- Technician staff allocated to site inspection
tion and field and laboratory testing work. The duties should, in particular, have a full time site
minimum staffing requirement for contracts up presence. If necessary, they must be prepared to
to a value of $5 million may be regarded as a work in excess of normal hours if the contractor
Resident Engineer with either one or two techni- is so permitted to operate, either during week
cians. In any event a technician capable of car- days or at week ends. In such cases Resident
rying out the essential site testing must be pro- Engineers should specifically instruct and autho-
vided. For contracts in the range $5 - 15 million rise their staff's overtime and arrange for addi-
additional assistant engineer and technician tional remuneration or "time off in lieu" in
positions should be provided. accordance with central or regional JKR regula-
tions. They should record the overtime hours
2.03 Single-Contract R.E.'s involved and ensure that the arrangement is not
The preferred arrangement regardless of size is abused by staff simply sitting on site watching
to have a separate R.E. organisation for each operations which could equally well be checked
individual contract with a staff fully and unique- out later during normal working hours.
ly engaged on the supervision of that contract. In organisations run by Resident Engineers from
The base should be an office established for the regional offices, site inspectors and other subor-
purpose either on site or close to it. In remote dinate staff should not be required to travel to
areas, living accommodation may be provided these offices for early morning job briefings or
in site compounds under the contract. day to day duty allocations. The RE's should
Where this is not the case, staff should find attend to such instructions during their regular
housing as close as possible to the site office or and frequent visits to site and give such discre-
nearest appropriate part of the project site. tion to their staff as is necessary for distributing
the workload during intervening periods.
2.04 Multi - Contract RE's.
2.06 Job Allocations.
The ideal of self-contained site organisations
cannot always be achieved, particularly where Whatever organisational arrangement is adopted
contracts are of low value and considerations of for any particular contract, staffing constraints
staffing economy and availability rule. In such are likely to exist and effective supervision can
cases, Resident Engineers are often appointed only result if staff are carefully allocated to the
with responsibility for several JKR contracts various duties and deployed efficiently. The
(not necessarily all roadworks). They have their detailed arrangement will, of course, depend to a
base in the regional offices of their superior offi- large extent on the size of job and staffing estab-
cers - usually State Directors JKR, or District lishment, the constructional content and the
Engineers JKR - and travel out regularly to competence and experience of the individuals
their various contracts. It is very important that involved.
Resident Engineers who operate in this way The allocation of staff to the various duties will
should regard themselves essentially as site peo- normally fall upon the Resident Engineer and
ple and consciously maximise the time spent before undertaking this task he should determine
in on-site administration and the inspection of what activities individuals are best suited to.
work in progress. As a general rule, gaps Having decided upon staff/duty allocations, it is
between visits to any individual contract in their important for the R.E. to ensure that individuals
care should not exceed two or three working are clear as to what their specific responsibilities
days. Furthermore, all subordinate staff, both are. The best way to do this is to set down in the
engineers and technicians, must be site based form of brief Duty Lists the functions each indi-

vidual will perform. In order to assist Resident Undertake any statistical analysis.
Engineers in the preparation of such instructions Check provision of listed equipment.
a schedule of activities which need to be coverd- Care, maintenance, replacement of equipment.
ed by one Duty List or another is given in Table
2/1. Where staff carry responsibility for work Instruction :
items delegated to subordinates, details of the Prepare, issue and/or sign each of following:
delegated duties should be included in the supe- Duplicate Book Memos
rior's list so that, for example, an Assistant RE's Site Instruction Forms
Duty List will show what Inspectors he is APP's
responsible for and the duties they in turn under- Certificates of Variation
take. and related sketches/drawings. Circulate to
In allocating duties to staff, Resident Engineers Draftsman, Q.S.
should bear in mind the limitations of contractu-
al authorisation or delegation. Whilst it may be Measurement :
quite acceptable for junior staff to prepare Site measure for prescribed items.
instructions, orders and drawings and draft cor- Measure from drawings for prescribed items
respondence to the contractor, all of these may Receive Site Instructions & APP's
prove ineffectual unless authenticated by the sig- and action for measure.
nature of an officer who has been formally Keep measurement/payment records.
authorised or delegated to act in this way (see Prepare interim certificates.
Chapter 3.06 - 3.07). Check Daywork Sheets.
Prepare Materials-on-Site Valuation.
Table 2/1 - Duty Check-list VOP Valuations.
Make regular Contract Sum predictions
Site Inspection :
a) Earthworks Progress :
b) Drainage Check contractor's initial and subsequent pro-
c) Major Structures grammes.
d) Minor Structures Check S curve and progress chart.
e) Culvert Update progress chart monthly.
f) Pavement Courses, Kerbing Organise Monthly Site Meeting.
g) Road Furniture, etc Minutes of Monthly Site Meeting.
Chainage limits, (or section areas) if appropriate Organise Progress Photographs.
Approvals : Reports :
Receiving Contractor's request for approval Prepare Two Monthly Report.
Checks by: Contribute specified items to T.M.R.
a) Technical Inspection
b) Survey Drawings :
c) Dimension
Keep original drawings, prints, negatives.
d) Testing
Receive Site Instructions, APP's, etc. and amend
Assess results of checks; Sign and issue
contract drawings.
approval or rejection chits.
Prepare supplementary drawings.
Keep drawings register.
Testing :
Issue revised and supplementary
Decide on day to day test programme and allo- drawings to appropriate staff & contractor.
cate testing staff to duties.
Decide auxiliary test programme. Services :
Record results.
Liaise with Service Authorities.

Locate underground services. neers.

* Site technicians will usually assist with actual
Land : on-site measurement.
Obtain Land Plans.
Liaise with land officers.
Accommodation Works.
Traffic:
Check and approve traffic diversion proposals.
Traffic safety - patrol traffic routes, check diver-
sion signs, barriers, warnings, etc.
Administration :
Office Accommodation & Equipment.
Despatch, receipt and filing of correspondence.
Vehicles - allocation, maintenance, logkeeping.
Staff attendance, leave, etc.
2.07 Sectionalisation
If the staffing levels of sub-professional staff
permit such division, it is appropriate to earmark
a number of technicians almost exclusively to
site inspection duties, the remainder being allo-
cated to survey, testing and office work such as
measurement preparation*, the keeping of
records and drawings, etc., and progress/pro-
gramming work.
The individual site inspectors are normally
made responsible for particular construction
operations, for example, earthworks, pavement
or structures, although on larger sites they may
still work within chainage limits and be respon-
sible to a particular Section Engineer. The previ-
ous experience and aptitude of staff will usually
be a guide as to who does what in the field of site
inspection, but Resident Engineers should bear
in mind the need to widen the experience of all
subordinate staff to cover as much of the super-
vision activity spectrum as possible.
Engineer staff may be deployed on the basis of
function, e.g. roadworks, structures, testing or
Q.S. work, or given overall responsibility for all
aspects of supervision for part of the site within
certain chainage limits. Only the largest sites
will normally have sufficient engineers to permit
such sectionalisation, but if it is possible, deci-
sions as to which system to adopt will depend
upon constructional content and the field of
competence and experience of particular engi-



Chapter Three
For Contract Roadworks
CHAPTER THREE : LEGALITIES
CONTENTS appointment is usually the subject of a separate

agreement with the Employer. There is no agree-
3.01 Employer-Contractor- ment between the Contractor and the Engineer
Engineer Relationship. and in legal terms the relationship between the
3.02 Constituent Contract two is bound solely by the terms of the works
Documents. contract.
3.03 The Importance of the The contracts under which roadworks are exe-
Conditions of Contract. cuted for government provide the Engineer and
his delegated staff with wide ranging powers;
3.04 Various Conditions of they also place strong obligations on those same
Contract Forms. officers.
3.05 Detailed Application of the
"Conditions". - 3.02 Constituent Contract
3.06 Authorisation of the Engineer Documents.
and Delegation - Engineer's The documents which primarily embody the
Representative. contract and the aspects they cover are:
3.07 Letters of Authorisation and 1. The Drawings .- Detailing the technical
Delegation. requirements.
3.08 Impartiality of the Engineer. 2. The Specification. - ditto
3. The Bill of Quantities - Dealing with the way
APPENDIX: The Application of the in which the works are to be measured for
Conditions of Contract to Site payment and providing estimated quantities
Supervision. and a Contract Sum figure.
4. The Conditions of contract - Providing a legal
------------------------------------------------------ regulation for the way in which the contract is
to be conducted and paid for.
3.01 Employer - Contractor - There are other constituents in most
Engineer Relationship. contracts such as the Tender, Forms of
Engineering contracts are Agreements between Agreement, Forms of Guarantee or Bond
two parties. On the one side "The Employer" and various attached schedules but the four
being the organisation or individual commis- sets of documents noted above are those
sioning the "Works"; on the other "The which site staff will most frequently
Contractor" who agrees to execute the "Works" encounter. A comprehensive listing of
in return for the consideration of the "Contract documents that may be contained in
Sum" payments. The two parties are nominated any contract :
in the "Conditions of Contract" and in the case
of roadworks undertaken for the Department LIST OF CONTRACT DOCUMENTS
"The Employer" is usually the Government of
Malaysia. 1. DOCUMENTS FORMING ACTUAL
CONTRACT
Also defined in the Conditions of Contract is the
a. Form of Tender
position of "The Engineer". He is not a party to
b. Letter of Acceptance
the Contract but acts as an agent appointed by
c. Articles of Agreement
the Employer (together with delegated and sub-
d. Conditions of Contract
ordinate staff) to administer and supervise the
e. Special Provisions to Conditions of
Contract. If he is not a government officer, his
Contract

Chapter Three
f. Appendix to Conditions of Contract lished by the Federation International des

g. Drawings and Schedule of Drawings Ingenieurs Conseills (generally known as the
h. Specification "FIDIC Conditions") have gained wide accept-
j. Bill of Quantities including Preamble ance in international practice. In Malaysia, JKR
k. Dayworks Schedule including Preamble Form 203 CEWI and the Conditions of Contract
for International Competitive Bidding (I.C.B.)
2. OTHER DOCUMENTS derive largely from the FIDIC "Conditions"
CONNECTED WITH CONTRACT & although there are some important detailed dif-
OTHER BOUNDIN-WITH- ferences. Form 203A, also employed by the
CONTRACT DOCUMENTS Department for a substantial number of road-
a. Instructions to Tenderers works contracts, is rather less comprehensive
b. List of proposed construction plant and differs widely in content and form from the
c. Programme submitted with Tender FIDIC Conditions. In the local forms (and par-
d. Proposed site staff ticularly in 203A) some provisions which
appear in FIDIC have been extracted and appear
3. BLANK FORMS USUALLY BOUND-IN- instead in the General Section of the
WITH CONTRACT DOCUMENTS Specification which should therefore be read
a. Bank Guarantee for Perfomance Bond carefully in conjunction with the "Conditions".
b. Bank Guarantee for Advance In the case of FIDIC "Conditions" the
c. Gerenti Perlaksanaan Department currently uses the Third Edition. A
d. Register of Workers Fourth Edition has been published by FIDIC but
has not been adopted by the Department and
3.03 The Importance of the FIDIC references in the main text of this Manual
Conditions of Contract. are therefore to the Third Edition unless other-
It goes without saying that anyone involved in wise stated.
the supervision of works must be fully conver-
sant with the technical provisions of the 3.05 Detailed Application of the
Drawings, Specification and Bill of Quantities "Conditions".
but the importance of the legalities contained in In order to encourage familarity and to give a
the Conditions of Contract may be less obvious. guide as to where to look for the contractual
However, works contracts are legally constitut- background to any particular problem, the
ed agreements and those who administer them, Appendix to be found at the end of this chapter
particularly the formally appointed Engineers is provided. It shows, by clause reference and
and Engineer's Representatives in Resident notes, the application of Forms 203A, 203
Engineer positions must be aware of the way in CEWI, the I.C.B. "Conditions" and the Third
which the "Conditions" regulate their activities and Fourth Editions of the FIDIC "Conditions"
and decisions. That is not to say that there should to practical supervision duties under the five fol-
be an excessive preoccupation with legalities - lowing headings.
many contracts run throughout their full term A. Authorisation and Delegation.
with very little recourse to the "Conditions" on B. General and Procedural Matters.
either side. The important thing for supervision C. Ensuring Acceptable Standards of Work.
staff is to know what legal back-up the various D. Measurement, Variation and Payment.
clauses give, should it be needed. E. Third Party Issues.
This list and the Appendix by no means deal
3.04 Various Conditions of Contract comprehensively with all legal provisions con-
Forms. tained in the "Conditions" but many of the issues
A complicating factor for staff trying to famil- not covered (for example some aspects of insur-
iarise_ themselves with the legal provisions cov- ance, subletting, forfeiture, termination, arbitra-
ering roadworks contracts is that several differ- tion, etc.) require a high level of legal expertise
ent forms are in use. Conditions of Contract pub-

Chapter Three
and staff should remember that they can and Section A3 of Table APP/3 in the Appendix but
should, in such cases, turn to the Department's it is emphasised here that the Resident Engineer
Legal Advisors for assistance. or other appropriate officer should ensure that he
is properly and formally appointed as the
3.06 Authorisation of the Engineer Engineer's Representative, that his delegated
and Delegation - Engineer's powers are clearly defined and that the
Representative. Contractor is informed of both in writing.
Two. of the most essential legalities with which It is not usual for the Engineer's Representative
supervision staff are concerned are the matters to make further delegation and he should not
of general authorisation and delegation of pow- permit subordinate staff to attempt to exercise
ers. authority they do not have.** For example,
It has been previously noted that the appoint- whilst inspectors or junior engineers may identi-
ment of the Engineer to the Contract is for- fy defective work they should leave the
malised in the Conditions of Contract. He is Engineer (or Engineer's Representative if dele-
either personally named or designated by the gated) to sign instructions for removal. T h e
governmental office he holds or, in the case of suspension (even petty suspension) of work is
supervision by consultants, the firm may be another example which should be left to proper-
nominated. Most of the powers required for the ly authorised staff.
supervision and administration of the Contract
and which are defined in the various clauses of * There are however a few clauses which do also
the "Conditions" are ascribed to the Engineer specifically empower the Engineer's
who in the words of Clause 2 of Form 203A Representative.
"shall be responsible for the overall supervision
and direction of the Works" and who is even ** The Fourth Edition of the FIDIC
more simply defined in Form 203 CEWI and the "Conditions", however, contains a clause (2.4 -
other "Conditions" as "appointed....to act on the Appointment of Assistants) which is something
Employer's behalf for the purpose of the of a departure from the previous edition and
Contract". other "Conditions".
The Conditions of Contract also establish the
3.07 Letters of Authorisation and
position of the "Engineer's Representative" or
Delegation.
S.O's Representative whose duties are "to watch
and supervise the Works and to test and examine The most practical way to arrange detailed dele-
any material to be used or workmanship gation is by reference to clauses of the
employed in connection with the Works". "Conditions" citing either those intended to be
delegated or exceptions from total delegation. A
The Conditions of Contract definitions which
typical letter of appointment and delegation is
have been quoted above cover the supervisory
given in Figure 3A on pages 3/7 - 10. Site staff
duties in only a very general way but there are of
will rarely be called upon to draft such letters but
course numerous detailed obligations and relat-
if necessary, guidance can be obtained from
ed powers additionally set out in the various
Circular KPKR 12/87 for Form 203A contracts,
clauses of the "Conditions". Many of the claus-
with suitable adjustment for clause numbers in
es only empower the Engineer* and because of
the case of other Conditions of Contract.
this, and because the Engineer himself is not
On a point of important detail, it should be noted
normally present on site, provision is made for
that under a special Appendix to Form 203A
delegation of;"any of the powers and authorities
some contract provisions (Clauses 40, 43, 51, 52
vested in the Engineer". However, the delega-
and 54), as well as Variation Limits under
tion is not a blanket one and it is necessary to
Treasury Instruction No. 202, may be excluded
specifically declare what powers are delegated
from the Engineer's powers and assigned to
and inform the Contractor accordingly. Further
other nominated officers.
notes on delegation matters can be found in
Resident Engineers should be prepared to

Chapter Three
prompt the "Engineer" to their contract on mat- tractual framework.

ters reserved for action by him. Officers autho- 2. Technical supervision of the Works is largely
rised as "Engineers" to a contract frequently are a matter of ensuring compliance with Drawings
responsible for several other contracts and other and Specification whilst measurement and pay-
duties and may not be able to keep fully in touch ment regimes are prescribed either in the Bill of
with their obligations on every job. Quantities or Specification. The organisation
required and the day to day activities involved
3.08 Impartiality of the Engineer. in the technical and financial control of the con-
Finally in this chapter, it is necessary to return to tract are dealt with in the various other chapters
the subject of the Employer-Engineer- of this Manual.
Contractor relationship as it exists under govern- 3. These arrangements have evolved largely
ment works contracts. In the classic relationship from the practical requirements of site supervi-
the Engineer has a strongly independent stance, sion and the legalities of the contract may rarely
even though he is remunerated by the Employer need to be invoked but there may well be times
and the service he provides is usually regulated when the Engineer (or his Representative) needs
by a separate agreement for employment or con- to have a clear understanding of what powers he
sultancy. In many JKR contracts, the Engineer has and their limits. Table 3/APP which appears
and all the supervisory staff are government offi- on the pages following this Preface demon-
cers whose loyalties are naturally towards gov- strates under five sectional headings the contrac-
ernment and the Department. The danger then, is tual back-up that the Engineer has at his dispos-
that the principle of strict impartiality on the part al to enforce compliance with the technical and
of the Engineer and his staff may suffer. other requirements of his project and ensure
It is a danger to be guarded against because, proper payment.
although the Engineer is given wide discre- 4. These powers are largely contained in the
tionary powers, he may ultimately have to Conditions of Contract and the Table provides a
defend the correctness and reasonable nature of precis of various clauses and indicates their
his decisions during arbitration or common law application to the Engineer's duties and powers.
proceedings. Although it is perfectly legitimate Not every clause is dealt with because many are
for government officers appointed to superviso- concerned with situations with which the site
ry positions to watch the interests of their staff will rarely be called upon to deal.
employer on any number of extra-contractual
matters (an approach encouraged in Chapter 5. In addition to the strict reference to the text of
One), on matters ruled by the contract, the the clauses of the "Conditions" occasional com-
Engineer must act impartially without favouring ment appears in the Table which is not specifi-
either of the two parties. His first loyalty must be cally so referenced. Such comment is contained
to the terms of the contract. within square brackets
thus: [ ]
APPENDIX TO CHAPTER THREE 6. In order to accommodate the various versions
of the Conditions of Contract which are in use
THE APPLICATION OF THE CONDI- by the Department (see Chapter 3.04) the Table
TIONS OF CONTRACT TO SITE has columns and notes for the following
SUPERVISION "Conditions"
1. Form 203A
PREFACE 2. Form 203 CEWI
1. Chapter One of this Manual sets out the four 3. FIDIC Third Edition
main aims of contract supervision. Whilst the 4. FIDIC Fourth Edition
Engineer (or his Representative) may adopt var- No separate column is provided for the I.C.B.
ious tactics in order toachieve these ends, in the "Conditions" because this recently introduced
last resort he has to rely on the powers which the version follows the Form 203 CEWI document
contract gives him and operate within the con- fairly closely.

Chapter Three
However, there are some differences between

the two and this is dealt with by providing an
Annex to the Table (on pages APP 3/30-31)
which gives details of some of the clauses in the
I.C.B. "Conditions" which differ from their 203
CEWI counterparts. The notes in the Annex are
correlated with ringed alphabetic references in
the 203 CEWI column of the Table. Where no
such references occur the notes in the 203 CEWI
column can be taken to apply to the I.C.B.
"Conditions" without adjustment.
7. Where notes extend across more than one col-
umn in the Table, clause references are given in
the order that the columns occur from left to
right.

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Chapter Four For Contract Roadworks
CHAPTER FOUR : INCEPTION PROCEDURES.
CONTENTS tle is expected of them. That is an erroneous and

dangerous notion. Although there may be little
4.01 The Urgency and Importance of work to supervise on site, there are many activi-
Inception Activity ties which demand attention and most of them
4.02 Staff Deployment need to be dealt with as matters of urgency and
importance.
4.03 Checklist
First, there are essential contractual procedures
4.04 a) Notice to Proceed. to be followed. Additionally, it is necessary to
b) Right of Way (R.O.W). establish supervision and administrative sys-
c) Insurances. tems, arrange for accommodation and trans-
d) Bonds. portation, attend to the planning and detailing of
e) Plant Mobilisation. constructional operations jointly with the con-
f) Plant Advances : Cash tractor and to assign staff to their long term
Advances. duties. If these matters are not dealt with before
g) RE's Office and Equipment. construction starts in earnest, the day to day
h) RE's Laboratory and pressure of work later on may make it impossi-
Equipment. ble to complete the preliminaries in an orderly
i) Approval of Materials., way, or catch up with all the work involved in
Products and Sources. them. As a result, the initiative for the control
j) Contractor's Programme. that should be exercised by the supervision team
k) Progress Chart and 'S' Curve. may pass to the contractor and never be recov-
1) Correspondence and Filing ered.
System; Drawing Register.
m)Supp1lies of Standard Forms. 4.02 Staff Deployment.
n) Agree Site Procedures with
It often happens that the supervision team is only
Contractor.
partially mobilised at the beginning of the con-
o) Staff Assignments.
tract and those individuals that have arrived on
p) Contractor's Staffing
site may therefore have to accept that they are
Organisation.
pressed into service for jobs they are not intend-
q) Initial Survey Checks. r)
ed to undertake in the long team.
Utilities.
The inception period, then, is a period for care-
s) Public Relations.
fully marshalling staffing resources and tackling
t) Site Safety.
a number of important duties in an energetic,
u) Assimilate Contract
resolute and systematic way. There follows a
Documents.
check list of items to be attended to during the
v) Design Check & Redesign.
inception period. it is intended primarily for
4.05 Conclusion Resident Engineers or other officers directly
responsible for on-site organisations.
------------------------------------------------------
4.03 Checklist.
4.01 The Urgency and Importance
a) Notice to Proceed
of Inception Activity.
b) Right of Way
It is easy to get the idea during the first few c) Insurances d) Bonds
weeks of a contract period that because few con- e) Plant Mobilisation
structional. operations are underway the period f) Plant and Cash Advances
is a slack time for the supervision team when lit- g) RE's Office and Equipment

Chapter Four
h) RE's Laboratory and Equipment Members of the supervision team may find that
i) Approval of Materials, Products and Sources the Right-of-Way has been demarcated prior to
j) Contractor's Programme their engagement for the project. In this case
k) Progress Charts and 'S' Curve standard pattern concrete markers as indicated in
l) Correspondence and filing system; Figure 4A are likely to have been used*. If no
drawing register boundary markers have already been established
m) Supplies of standard forms, etc. the Resident Engineer must obtain the land plans
n) Agree site procedures with contractor and supply the contractor with the necessary
o) Staff Assignments data for setting out the R.O.W. limits. For all
p) Contractor's staffing organisation projects implemented after the date of this
q) Initial survey checks Manual land acquisition plans prepared by the
r) Utilities Department will carry co-ordinates for the
s) Public Relations R.O.W boundary points.Although establishing
t) Site Safety the R.O.W on the ground (like all setting out
u) Assimilate contract documents activity) is a contractor responsibility it must be
v) Design checks and redesign carefully checked by the supervision team's sur-
The following sections offer guidance on how to veyor (see Chapter 5.04). The important danger
act under each of the individual headings or pro- to guard against at this stage is that the contrac-
vide reference to other relevant parts of the tor may clear or carry out earthworks on land
Manual. outside the highway reserve, resulting in com-
pensation claims from the owners. For some
4.04 projects the R.O.W limits are indicated on the
a) Notice to Proceed road layout plans. If copies of the land plans are
not immediately available, these can provide a
Most Conditions of Contract* require the
useful coarse check (by simple scaling) on areas
Engineer to order the commencement of work in
being cleared.
writing. Where there is such a requirement this
(See also notes under Site Clearance in Chapter
is an essential contractual preliminary since the
13, Section A)
whole contract time schedule has its origin on
the date of the Notice. The Notice is normally
* More often, the concrete boundary markers
issued by the Engineer or JKR HQ. The RE
are not established until the contract works have
should check that the Notice has been issued and
been completed
determine from it the date by which works must
start and be completed.
c) Insurances
The giving of site possession is an important
corollary and the R.E. should keep in close The contractor is required under the Conditions
touch with the land office and make urgent rep- of Contract to provide insurances for the follow-
resentations to it if there appears to be a danger ing:
that the possession dates prescribed in the con- i) Contractors All Risks (CAR)
tract may not be met. He should inform the con- ii) The Works, if not included in (i) ii)
tractor in writing of the dates on which individ- Public liabilities
ual parcels of land will be available and careful- iii) Workers Compensation, Socso, etc.
ly record dates of actual first occupation by the No work should be permitted to commence on
contractor. site until these insurances have been effected.
The RE should ensure that the originals of the
* In the case of form 203A contracts a "Date of policies, cover notes and premium receipts are
Possession" on which work is required to start is submitted by the contractor to the office which
quoted in the Letter of Acceptance. issued the Letter of Acceptance. Work should
not be permitted to start until the insurance doc-
b) Right of Way (R.O.W.) uments have been vetted in this way.

e) Plant Mobilisation
d) Bonds Most contracts require the contractor to submit a
The provision of a Performance Bond, Deposit list of plant he proposes to employ on the works
or Banker's Guarantee is also a contractual and the list (or any subsequent revision required
requirement. The original Bond or Guarantee or by the Employer) becomes part of the contrac-
the Deposit should be lodged with the State JKR tor's accepted bid. Under the terms of the con-
or JKR HQ who will obtain confirmation of the tract the scheduled plant is vested in the
validity of the bonds etc. from the issuing bank Employer. The RE should ensure that the con-
or insurance company. The RE should ensure tractor mobilises the plant that has been sched-
that all these requirements have been met before uled and inspect individual items to ensure that
allowing work to proceed on site. they are in reasonable working condition and

capable of providing the output required of them calculated values in order to arrive at realistic
throughout the works period. Although a few values in connection with the Advance.
items such as pavers, etc. may not need to be Additionally, the Engineer or Resident Engineer
mobilised immediately most plant involved in should collect from the contractor the following
roadworks contracts is required at an early stage. documents.
1. Original of the plant registration cards
In particular, the RE should urge the contractor
where applicable
to make early preparations for the installation of
2. Purchase Receipts
any heavy fixed plant he proposes to use such as
crushing/ screening plant, batching and concrete These documents, together with the authenticat-
plant and asphalt manufacturing plant. ed schedule of data and a report on the condition
Alternatively, the contractor must arrange for of individual items prepared after the inspection
supplies of bought-in products until such time as on site and the assessed current value are to be
his own equipment is operational. forwarded to the State QS or JKR HQ QS, as
If Variation of Price features in the contract, the appropriate. A Bank Guarantee is required for
RE should take note of plant capacities for the the Advance and the original of the bond must
V.O.P computations. be obtained from the contractor and similarly
forwarded before payment of the Advance is
f) Plant Advances ; Cash Advances certified.
When the Engineer is informed by JKR HQ of
If Plant Advances are provided for under the
the amount of the Advance to be made against
terms of the contract, further checking in con-
the committed plant, he or the RE will prepare
nection with the mobilised plant is necessary.
an interim certificate solely for the Advance
The contractor should be required to submit a
amount, separate from any other works pay-
comprehensive schedule including the follow-
ment. The RE will note the amount for reference
ing data on each item of plant against which the
in connection with repayments under future
Advance is to be made.
interim certificates.
i) Plant type, make, model and serial number Plant items included in the schedule must be
ii) Date of manufacture held in the contractor's own unencumbered
iii) Date of purchase by the contractor ownership - items under mortgage or forming
iv) Original cost price the subject of a hire purchase agreement must
v) Purchase price to contractor if not tiv) not be included.
vi) Claimed current value Cash Advances not secured by the plant are also
The details in the schedule should be carefully made under some contracts. They usually
checked against the items on site and the plant amount to 15% of the Contract Sum (excluding
should be seen to be in good, operable condition. Provisional Sums etc.)with a limit of $5.(l mil-
It is then necessary to assess the current value of lion and are made at the start of the contract peri-
each item in order to check the contractor's od. Payment for them should not be certified
claimed figure. One method is to take the new until the following have been provided by the
purchase price quoted by the contractor (and contractor:-
verified with local agents or distributors) and Contract Insurances (see c above)
apply accepted annual depreciations. The fol- Performance Bond (see d above)
lowing factors and residual values for different Bank Guarantee for Cash Advance.
plant categories may be useful in this connec- Details of the required Guarantee for either type
tion. of Advance are usually set out in the Conditions
Although this method enables a depreciated of Contract together with arrangements for
value to be determined, the over-riding criterion repayment of the Advance from monies due to
should be the current market value. State JKR the contractor under interim payment certifica-
Mechanical Engineers and dealers in second tion.
hand plant should therefore be consulted and the
prices they quote should be weighed against the g) R.E.'s Office and Equipment

RE to arrange for assistance with preliminary

If the-supervision team is to establish firm con- testing from JKR regional or other local JKR
trol from the outset it needs to have its office and laboratories. Alternatively arrangements can be
equipment provided at an early stage. made with commercial laboratories for tests to
ANNUAL
PLANT TYPE RESIDUAL %
DEPRECIATION %
Bulldozers 25 15
Tracktor Shovels 25 15
Wheeled Loaders 25 15
Graders 20 15
Hydraulic Excavators 25 15
Mechanical Excavator 25 15
Rollers 15 20
Pavers 15 15
Compressors 15 20
Pumps 15 20
Concrete Mixers 15 20
Trucks 25 15
Mobile Cranes 25 20
Static Plant - Crushers, Concrete and
25 20
Asphalt Plant
Almost invariably, the office is provided under be carried out at the contractor's expense.
the terms of the contract and the contractor As equipment for the laboratory is received from
should be urged and prodded to act quickly. In the contractor it should be checked against the
particular, telephone connection (or shortwave Specification schedule to ensure that it complies
radio if it is to be provided), electrical supply, with the requirements and is in suitable. working
water and sanitation should be pressed for. As a order. It should be carefully inventoried, quoting
government officer the RE may be able to give make, model and serial number and the data
the contractor some assistance that he needs in should be passed to the contractor for verifica-
these connections and in obtaining local govern- tion and confirmation.
ment planning consents, etc.
Detailed requirements for the site office are nor- i) Approval of Materials, Products
mally given in the General Section of the and Sources
Specification and shown on the Drawings. The
The contractor will require approval for materi-
RE should ensure that the specifications are met
als and manufactured products which he propos-
and that construction is sound enough to ensure
es to use in the early stages. Sub-base, crushed
that the offices are secure against weather and
stone for road base and concrete drainage pipes
unauthorised intrusion and will remain so
are examples. He will probably also ask for gen-
throughout the contract period.
eral approval of the sources from which items
come, that is, the quarries, factories and yards,
h) R.E.'s Laboratory and Equipment
etc. On receiving the requests the RE should
Again, provision of these facilities is usually a arrange as follows.
contractor responsibility, and is a matter of
1. Receipt of samples. A member of the
urgency because no work can be permitted to
supervision team should be present at the
start on site until testing facilities are available.
selection in order to ensure that the material
In the event of delay it may be possible for the
submitted is representative of the nominated

source and that material is available in suf programme within a specified period of the
ficient quantities from it. Quarries should be Notice to Proceed. The programme should be
inspected to ensure that material can be, and appraised for approval as soon as possible so
is being, recovered without contamination that the contractor can proceed with his planning
from overburden or other unsuitable materi- and allow for any amendments that may be
al and that equipment and methods will required by the Engineer.
result in the supply of consistent and accept See Chapter 8.06 for notes on programme
able material. appraisal, etc
2. Visit factories and yards from which manu-
factured products are to be supplied to k) Progress Chart and 'S' Curve
check that production and quality control The progress chart and 'S' curve are required to
methods will result in consistent and be prepared by the contractor but they must be
acceptable supplies. carefully checked by the RE or his staff. See
3. Undertake such tests* as are specified and Chapter 8.07 for further notes.
necessary for acceptance. If site testing
facilities are not available at this stage the l) Correspondence and Filing
alternative arrangements noted in (h) may System; Drawing Register
be adopted. As soon as any proposed secretarial or other
When the RE has satisfied himself on all these staff assigned to these duties are available and
points he should confirm the results of tests to appropriate office furniture is provided, the fil-
the contractor and issue written approval of the ing system for correspondence and records
material and source subject to subsequent regu- should be established.
lar site testing and the continuance of satisfacto- Arrangements for receiving and despatching
ry conditions at the particular quarry or factory, correspondence between the RE's and contrac-
etc. It should be noted that there is no contractu- tor's offices should be agreed. The system adopt-
al obligation on the contractor to have sources ed for dealing with correspondence will depend
approved, or for the Engineer to give approval, very much on the size of the project but should
but the arrangement is a sensible and practical provide suitable filing and, if necessary, distribu-
one which can be the subject of mutual agree- tion and circulation arrangements.
ment. The most important point is to ensure that corre-
With regard to products manufactured off - site spondence from the contractor is dealt with
the Department gives general certified approval promptly. If it is not it may result in delay to his
to some factories for periods of 2 -3 years at a site operations and to claims for extra cost.
time, subject to spot checks by the Central The Drawing Register should also be prepared
Laboratory. In such cases it is, of course, unnec- to record drawings made, issued and received.
essary for the RE to arrange for his own inde- Copies of'contract drawing prints in suitable
pendent testing. numbers should be obtained for site and office
The Resident Engineer may also be asked to use. See Chapter Ten for further details.
arrange at an early stage for approval of trial
mixes for cement concrete and job mix formulae m) Supplies of Standard Forms, etc
for asphaltic mixes. A number of standard forms are identified in this
Manual. Copies of those required for the partic-
* See "Guidelines for-Inspection and Testing of ular contract should be obtained at the outset
Roadworks" and the relevant sections of the from the State JKR office or JKR HQ in suitable
standard Specification for Road Works. number.
A list of standard forms likely to be required is
j) Contractor's Programme as follows:-
The contractor is obliged under all Conditions of i)Duplicate Memo Book}
Contract forms except 203A to submit a works ii) Site Instruction Form

(Triplicate Book } See Chapter Six: Instructions

iii) A.P.P. } Chapt. Chapter Seven: Measurement and Financial
iv) Certificate of Variation of Works/ Control
PPJHK Forms } Six Chapter Nine : Reports
v) Buku Harian Chapter Ten: Drawings (As Builts etc)
vi) Inspector's Daily Report Form
vii) Culvert Form o) Staff Assignments
viii) Interim Certificate (JKR Form 66) Although all site staff may not be mobilised at
ix) Standard Test Result Forms (as available) the start of the contract the Resident Engineer
x) Staff Leave Application Form will probably be given details of staff to be
In addition to standard forms it is necessary to engaged eventually on the supervision team.
design forms unique to each contract site. These The RE can therefore make staffing assignments
may include the following:- and prepare Duty Lists at an early stage. See
(a) Works Approval Forms Chapter Two for guidance on these points
(b) Weather Record
(c) Non Standard Test Result Forms p) Contractor's Staffing
(d) Measurement Forms (various) Organisation
Non standard forms can be locally typed and The contractor should be asked to provide
photocopied but if large numbers are anticipated details of individual staff to be employed in his
(say over 500) arrangements can be made with site organisation, the duties they will undertake
the JKR Printer. and the construction operations for which they
will be responsible. The Resident Engineer
n) Agree Site Procedures with should review the credentials of the Site Agent
Contractor and his deputy and assess the adequacy of the
As was seen in chapter Three the Conditions of whole contractor's site organisation, bearing in
Contract confer wide powers on the Engineer mind that the Engineer can ask for changes he
and his delegated staff for the administration and considers necessary, or demand the replacement
control of the contract. However, they do not go of contractor's employees considered unsuitable.
into detail, generally speaking, on procedures to
be adopted and these are very much a matter for q) Initial Survey Checks
discussion and agreement between the contrac- Basic survey information and setting out data for
tor and the, Resident Engineer. At the earliest road alignment, etc is usually given on the draw-
opportunity, the RE should meet with the con- ings but the RE should obtain any additional sur-
tractor's staff and reach agreement on practical vey data that may be available from the design
arrangements to be adopted. In particular, the team,or other officers engaged in pre-contract
provision of contractor's daily/weekly advance activity for the project. Armed with the data, the
programme and monthly progress report, and Resident Engineer should, jointly with the con-
procedures for site inspection, the use of an tractor's staff, locate and identify on the ground
approval chit system, site instructions, testing all survey marks and reference points estab-
and measurement (including the scheduling of lished earlier, including IP's, curve points and
payment of the "preliminary" items) should be bench marks.
agreed. The meetings should be minuted to
As soon as the supervision team's survey staff*
record the details of arrangements agreed or the
are posted to the site they should be engaged in
points should be recorded and confirmed in let-
checking by instrument the co-ordinated values
ter form.
and elevations of the marks to ensure that those
The Chapters of this Manual noted below are scheduled on the drawings (or elsewhere in the
relevant and may be consulted for guidance in contract) are correct. The values should then be
connection with these matters. agreed with the contractor after correction of any
Chapter Five: Site Inspection, Testing & errors that come to light. Any missing survey
Approval

stations or setting out marks should be re-estab- On the practical side, Resident Engineers have a
lished from such agreed data as then exists. All clear responsibility to watch the interests of local
checking work of this nature should be under- and travelling members of the public and ensure
taken by the Engineer's surveyors working inde- at all times that they are not put to unnecessary
pendently from the contractor, using separate risk or inconvenience. Particular points to note
instruments. are that the contractor should not intrude into
A further important early survey activity is the private land outside the Right of Way, create
recording of original ground levels. Again, the unreasonable noise, dust or other nuisance or
work should be done independently and the interfere with, or damage, access to public or
results agreed with the contractor and carefully private property. The matter of responsibility for
recorded. The importance of the exercise war- traffic and the effect of obstructions and diver-
rants close supervision by the RE himself. A dis- sions is also important (See Chapter 11.08 -
crepancy of only a few centimeters applied, 11.11).
either by genuine mistake or deliberate fraud, All of these responsibilities remain throughout
throughout the whole length of even a relatively the contract period of course, not only during the
short route can result in the incorrect payment of early stages.
many thousands of ringgit. Once the earthworks
are complete, verification of original ground lev- t) Site Safety
els is difficult. Although site safety is largely the concern of the
contractor, the Resident Engineer's total man-
* Seer Chapter 5.04 for alternative arrange- agement responsibility for the project make it a
ments if no survey staff are appointed to the site matter in which he must also take a hand. He
team. should ensure that agreed safety precautions are
observed so that both the contractor's workmen
r) Utilities and his own staff are not put at personal risk.
Contact should be made with utilities' authorities The inception period is the time to discuss with
at the earliest opportunity to work out arrange- the contractor's Site Agent what safety rules are
ments for dealing with their services, locate the to be applied and what arrangements should be
position of installations and detail diversions etc. established for obtaining urgent professional
(See Chapter :Eleven) medical assistance and transport to hospital in
the event of an accident. Additionally, at least
s) Public Relations one member of either the contractor's or the
It is natural that local residents, land owners and supervision team with suitable training should
others with local interests should be concerned be nominated as the person to render First Aid,
about the effect that any major civil engineering and a First Aid Kit should be maintained in a
project will have on their lives and livelihood designated place to which access can be
both during and after construction. obtained at all times.
If approached by members of the public, In drawing up further safety rules, the following
Resident Engineers should deal with enquiries points should be included.
in a helpful and courteous way, providing factu- (i) All staff engaged in, or supervising, site
al information about the project. Junior staff, operations should be required to wear
however, should not discuss project matters with protective boots and "hard hats".
the public but refer enquiries to their Resident (ii) Contractor's superintendents and
Engineer or regional chief officer. As a further supervision team inspectors should
word of warning no member of the site staff is carefully inspect scaffolding and
permitted to give interviews to the press or walkways for elevated sections of
media, or divulge any project information to structures to see that they are secure and
them without reference to the Project also that ladders are securely fixed at top
Coordinator or other senior officer in the region- and bottom.
al office or JKR HQ.

(iii) All lifting equipment, slings, hooks and Examples of design changes which are most
splices should be checked regularly for likely to arise include the following.
wear or damage and staff should be made i) Changes in vertical or horizontal
aware of the need to ensure that alignment to economise earthworks
attachment systems are suitable for the quantities, avoid rock etc. or to avoid
particular lifting job in hand_. underground services.
(iv) Staff should ensure that all machinery ii) Relocate and re-size drainage culverts to
guards and guardrails for static plant are ensure that they are appropriate to hydro
maintained in place at all times. logical conditions on site.
(v) All excavations and trenches in which iii) The additional provision or deepening of
men have to work must be suitably strut- side ditches or provision of sub - soil
ted against possible collapse. drains to deal with underground water;
general drainage re-arrangement to suit
u) Assimilate Contract local drainage topography etc.
Documents iv) Special provisions to deal with earth
This is a fairly obvious requirement and one works settlement or stability - removal of
which becomes easier to meet as the Department soft material below embankments, pre
increasingly adopts standard Specifications, loading, construction of stabilising
Drawings and Conditions of Contract. However, berms, benches etc.; provision of revet
Resident Engineers should search the documents, changes in length and cross sec
ments for special provisions or unusual details tion dimension of designed retaining
and see that these are noted by the appropriate structures and drainage of cut slopes.
site staff. v) Subgrade improvement or replacement
It may not be possible to provide each member or strengthening of pavement construc
of the supervision team with a full set of docu- tion to deal with weak subgrades in
ments, in which case- relevant sections should localised areas.
be copied and presented to each individual - an vi) The utilization of materials found in exca
activity which can be undertaken in conjunction vations on site which may be suitable and
with the preparation of Duty Lists mentioned in more economical than designed materials
Chapter 2.06. for pavement construction e.g. sands,
gravels or laterite for subbase, shoulders
v) Design Check & Redesign
etc.
It is necessary at the beginning of. the contract
for the Resident Engineer to review the details of vii) Changes in foundation arrangements for
the design as presented on the Drawings and to structures in accord with soil conditions
keep them under review as construction pro- different from those predicted at the
ceeds, giving better access to the site and reveal- design stage.
ing physical conditions which may not have viii) Changes in the layout or wording of
been apparent to the designers. If changes are direction or warning signs or road mark
found to be necessary or desirable the RE and ings to accommodate traffic patterns or
his staff can undertake redesign work or, if this conditions which are different from those
is beyond the competence or resource of the designed for.
supervision team, the JKR regional office or It is re - emphasized that careful consideration
JKR HQ should be contacted to arrange for must be given to the financial and contractual
redesign. In any case, no major new design effects of any proposed design changes. Where
should be introduced without reference to, and the changes constitute variations to the contract
approval of, the original design team and consid- the requirement of Departmental Circular
eration of the financial and contractual implica- KPKR BIL : 6/1988 for approval procedures
tions by the JKR regional office or JKR HQ. must be observed.

Chapter Five For Contract Roadworks
CHAPTER FIVE : INSPECTION, TESTING AND APPROVAL
CONTENTS The work of the Resident Engineer therefore, in.

his role as Engineer's Representative and as
5.01 Introduction assisted by his site staff, involves presence on
site, watching the contractor's operations in
INSPECTION progress, the visual inspection of completed
items of work, checking for correct positioning,
5.02 The various Inspection alignment and dimensional compliance of the
Duties works, arranging and conducting appropriate
physical tests and appraising their results.
5.03 Technical Inspection
These activities carry over logically into
5.04 Survey Checks approval measures which enable the contractor
5.05 Dimensional Checks to proceed with progressive or sequential opera-
5.06 Non-Routine Measurement tions with reasonable confidence that his work
5.07 Reporting will meet with ultimate acceptance. Similarly,
the Employer can then expect that acceptable
standards have been achieved throughout the
TESTING
progress of the works provided of course that the
whole process has been tackled in a systematic
5.08 The Role of Testing
and conscientious way.
5.09 Observance of Departmental
" Guidelines"
INSPECTION
5.10 Management of Testing
Activities 5.02 The Various Inspection Duties.
5.11 Monitoring Role of Testing Inspection duties can be regarded as falling into
Engineer the five categories indicated below.
5.12 Dealing with the Test Results Technical Inspection Survey Checks
5.13 Testing by Supervision Staff Dimensional Checks Non-Routine
Essential Measurement Reporting.
APPROVAL 5.03 Technical Inspection

Comprehensive information on the details of
5.14 General Considerations Technical Inspection activities is given in Part I
5.15 Approval Chit System of the Department's "Guidelines for Inspection
------------------------------------------------------ and Testing of Roadworks". This sets out the
nature of inspection duties for the various con-
5.01 Introduction. structional operations encountered in roadworks
The subjects of this chapter encompass what and makes recommendations for the level of
must be regarded as the most essential element surveillance in terms of proportional time and
of all supervision by the Engineer's staff. the class of supervision staff to be assigned to
The Conditions of Contract charge the Engineer the particular duties.
with the "...overall supervision and direction of It is not intended to reproduce these technical
the Works.." and his Representative's duties are recommendations here, but it is appropriate to
defined as "...to watch and supervise the Works comment on one or two staff management mat-
and test and examine materials and workman- ters in connection with them.
ship.." First, it is important that the operations and area

boundaries (denoted by drainage, etc.) subject to contract survey.

supervision by each individual inspector are Inception period survey procedures are noted in
carefully defined and that both the contractor Chapter 4.04 of this Manual but the following
and the inspectors themselves are clearly aware points are worth noting here.
of the detailed arrangements. Declarations on The first inspection survey task is to check that
this subject should be made in writing to the the primary control of main intersection and
contractor and can additionally form the basis curve points has been correctly established from
for Duty Lists prepared for each member of the the provided coordinated data, together with
staff as recommended in Chapter 2.06. T h e temporary bench marks for which the elevation
scheduling of inspection duties and their alloca- values have been determined. The work of set-
tion on the basis of staff classes detailed in the ting out the more detailed road alignment with
"Guidelines" should provide useful guidance to drainage intervals and major structure and side
the Resident Engineer when assigning duties to road intersections should follow.
staff and in preparing the Duty Lists. The site inspectors who carry out most of the
Second is the question of superior officer's Technical Inspection will, generally speaking,
responsibility. A. high proportion of inspection not be competent to deal with this basic survey
duties fall to the most junior staff on the supervi- work. It should therefore be undertaken by
sion team. However, as in all staffing relation- Surveyors or Survey Technicians. If the estab-
ships where superiors delegate work to subordi- lishment of the supervision team does not
nates, the senior officer carries the ultimate include such specialists, it will be necessary to
responsibility and in construction contracts there arrange for the checking of the basic setting out
is a strong element of technical and financial to be done by Surveyors from JKR regional or
accountability. In order to cover their own posi- other offices. Failing this Resident Engineers
tion and safeguard that of the departmental chief should seek departmental approval to engage the
officer for whom they work, Resident Engineers services of a Licensed Surveyor from a commer-
should themselves make regular and frequent cial firm. Even if Surveyors are included in the
visits to the works and ensure that their inspec- team, the aim should be to provide a basic set-
tor force is devoting sufficient time to on-site ting out system of pegs, pins and profile boards,
activities and is complying with the require- etc., from which individuals responsible for the
ments set out in this Manual and the Technical Inspection (who may be unskilled in
"Guidelines". Resident Engineers based on site survey) can apply simple measurement, sighting
offices should attempt to visit the major opera- or "boning" checks,.
tions every day and for "travelling Resident For example, road centre-line pegs should be
Engineers" based in regional offices the gaps established at say 25 metre intervals; profiles
between site visits should not exceed one work- and slope stakes should be set up for earthworks,
ing day unless a low level of contractor activity together with profiles for drainage run levels. At
on site clearly warrants a relaxation of the rule. major structures, pegs should be provided for the
end points of offset string lines for foundations,
5.04 Survey Checks walls, piers, etc.
The setting out of the works is a contractor's As a matter of general principle, checking of the
responsibility but errors can result in serious contractor's survey and setting out should be
embarrassement to all involved in the contract, done by supervision staff acting independently.
including the supervision team. it is therefore Although a common peg system has to be used,
important for the site staff to ensure that the con- separate chainmen, instruments, instrument set-
tractor's setting out is correct and accurate. ups, readings, recordings and calculations
No Departmental manual on site survey practice should be the rule in order to avoid the danger of
exists but Appendix A of Arahan Teknik 14/1'7 duplicated errors
"Model Terms of Reference, Detailed Ground As a practical precaution against the need for
Survey and Engineering Design of Roads" gives excessive repetition of survey work, it is sound
some guidance as to what to expect from pre- practice to reference, with triangulated or bear-

ing ties, all major control points and the more supervising. Further details on this subject are
important local marks likely to be damaged or given in Chapter 9.06 of this Manual.
demolished by construction plant.
TESTING
5.05 Dimensional Checks
These checks should be made by the individual 5.08 The Role of Testing.
responsible for the Technical Inspection of the The conducting of physical tests on materials
particular work item. They are important to and workmanship is a most essential part of the
ensure that design requirements are being met, quality control regime required to be applied by
and that what is being paid for is actually being the supervision team and from a management
provided by the contractor. point of view needs to be regarded as integral
Inspector staff must therefore be fully versed in with the Inspection and Approval site proce-
the dimensional requirements of the Drawings dures.
and Specification, together with specified toler-
ances. (The tolerances or permitted relaxations 5.09 Observance of Departmental
of dimensional requirements may have payment "Guidelines"
implications which require inspector's action - The subject of Quality Control testing forms
see Chapter 7.04.) Part II of "Guidelines for Inspection and Testing
Most of the dimensional checks which have to of Roadworks" which must be read in conjunc-
be made will be obvious to most inspection staff tion with this Manual. The "Guidelines" define
but the more common ones are noted under the the tests which should be carried out for the var-
various operational headings in Table 5/1 for ious constructional elements and operations and
Approval Chat requirements on pages 5/19 - 21. also establishes suitable levels or frequencies of
testing. It notes the discretion which can be exer-
5.06 Non-Routine Measurement cised in this latter respect dependent upon the
The whole subject of measurement for payment degree of inspection applied and the consistency
is dealt with in Chapter Seven of this Manual of results achieved.
and includes the involvement of inspection staff It is important that all staff engaged on inspec-
which arises to a lesser or greater extent depend- tion and testing duties and those officers respon-
ing on whether separate QS or engineer meas- sible for approvals are fully conversant with the
urement staff are engaged. However, it is to be technical requirements and recommendations of
noted here that even where special measurement the "Guidelines".
staff are employed, the inspector corps should
watch for the following. 5.10 Management of Testing
1. Special items which may otherwise slip Activities.
through the routine measurement net, e.g. the Turning to the management aspects of testing
removal and replacement of unsuitable material, activities, it is difficult to be categoric about the
the use of non standard pavement course thick- assignment of such duties to staff, because
nesses, etc. staffing establishments vary so widely from site
2. The use of Daywork which requires the to site. On the smallest jobs staffed with only
recording of plant, labour and materials one Technician or Technical Assistant, that per-
employed. son will have to undertake the required testsg-
probably assisted by contractor"s labour he
5.07 Reporting carefully supervises. on larger projects there is
In addition to the duties described in the forego- likely to be a Testing Technician ora Testing
ing four sections, staff engaged on inspection Engineer in charge of the site laboratory and
duties are also required to record not only their other testing staff. Even here, however, it is nec-
own activities, but also information in connec- essary to establish clearly who decides what test-
tion with those construction operations they are ing is to be done for approval purposes a fur-

ther item for the drafting of Duty Lists men- contractor for concrete and asphaltic pre-mix
tioned in Chapter 2.06. etc.
Inspection staff are, of course, closest to the
problem, but on larger contracts staffed with 5.12 Dealing with the Test Results
Section Engineers, or full time Resident The results of all tests undertaken in the site lab-
Engineers it is preferable that these more senior oratory must be carefully and systematically
staff (prompted by the inspectors and the raising recorded and filed in the laboratory for easy
of Approval Chits under the system described in retrieval and reference. The sectional headings
Chapter 5.14, etc.) should requisition the testing quoted in the Testing "Guidelines" provide a
services from the laboratory. If the laboratory useful basis for the filing system. Testing
has a substantial work load and is testing for a Engineers in charge of site laboratories have an
sectionalised site it is wise to keep a Testing obligation to review the results, assess the con-
Book in the laboratory in which requisitioning sistency being achieved, inform their Resident
staff note the tests and anticipated times in Engineers of requirements for improved control
advance, so that the Testing Engineer or in contractor's constructional or manufacturing
Technician can organise his working day and processes and to contribute a summary of all
allocate equipment and ovens, etc. results to the Two Monthly Progress Report (see
The results obtained from the requisitioned tests Chapter 9.07).
will be assessed for approval of the work item
concerned, and failure will be noted on the 5.13 Testing by Supervision Staff
Approval Chit and result in rejection. However, Essential.
as soon as failure of any test is identified, it
As a final and important comment on the subject
should be notified immediately (and in the first
of site testing, it is worth reiterating and stress-
instance verbally) to both the contractor's agent
ing a paint which is made in "Guidelines for
and the Resident Engineer and any other super-
Inspection and Testing of Roadworks" To quote
vision inspection staff concerned.
from the first paragraph of Part II on page 11,
"As far as practicable, all quality control testing
5.11 Monitoring Role of Testing
... should be directed and carried out by the staff
Engineer.
of the ... Engineer..."
In addition to the testing requirements raised by It is completely inappropriate to the whole con-
the Approval Chit system, engineers or techni- cept of Engineer supervision to establish a con-
cians appointed exclusively to testing positions trol regime and then leave it to the contractor to
should regard themselves as having a wider organise and conduct the individual tests him-
brief. The Section Engineer or Inspector will self.
require an answer to the "does it comply?" ques-
tion for each particular part of the works, as it APPROVAL
comes up for approval. The Testing Engineer is
concerned with the overall and continuing 5.14 General Considerations.
requirement for quality control of the works, all
What is under consideration here is approval for
the materials supplied and incorporated in them
the contractor to proceed with the next opera-
and the end result achieved. Accordingly, he
tion. Contractually speaking, final acceptance of
should regularly examine stockpiles of materi-
'the Works' or any part of it is not given until the
als, e.g. aggregates, cement, bitumen and manu-
Certificate of Making Good Defects or the
factured items, and select samples for test under
Maintenance Certificate is issued. However, in
his own independent programme and also patrol
order to meet the practical need for stage by
the site in order to determine whether tests addi-
stage control, a system of "approvals" tied close-
tional to those requisitioned by the site inspec-
ly to the inspection and testing regime must be
tion team are desirable. The Testing Engineer
established. Verbal approvals are not adequate
will also be involved in the testing of trial
because they can give rise to confusion or dis-
and job mixes submitted for approval by the

pute as to what has been approved and because date or chainage order.
they leave no record which ensures that all sec- The work items and stages to which the
tions and stages of the works have been system- Approval Chit system is to be applied are stipu-
atically included in the checking process. lated in Table 5/1. (Pages 5/19 - 21)
Further, whilst approvals noted and counter-
signed by the contractor's agent are appropriate 5.16 Notice Periods for Inspection
entries in the Daily Site Diary, they do not pro- and Approval.
vide a suitably convenient or complete record. It is necessary to establish periods of notice
which the contractor must give to the supervi-
5.15 Approval Chit System. sion team to inspect and test the work and with-
The method to be adopted for approval is the use in which it is reasonable to expect the Resident
of Approval Chits. Copies of typical blank forms Engineer or his delegate to return the form with
and examples of completed forms are given in approval or rejection. These periods in working
Figures 5A/12 and 5B/1-4 respectively on pages hours are also noted in Table 5/1. Regardless of
5/21 to 5/16. the notice periods quoted, the response period to
The Approval Chit is to originate with the con- the Chit (that is the time taken to start checking
tractor as a request for inspection and permission or other appropriate action) should not normally
to proceed with thesubsequent operation. It is to exceed 2 working hours.
be submitted in duplicate and;,be'dated and The notice periods quoted in Table 5/1 do not
timed at the time it is handed to the supervision include time that may be necessary for the com-
team member who will initial receipt. Boxes are pletion of developed strength tests. Examples
provided for initialling by supervision staff are cube results for structural and pavement con-
responsible for survey, technical crete and soil cement and soaked CBR's. In such
inspection/dimensional checks and testing, with, cases it will normally be necessary to add further
in the latter case, appropriate test reference num- time to the quoted notice periods to obtain test
bers. The particular work item and chainage lim- results before the Approval Chit is returned.
its or other defining data should be carefully However, in special circumstances, permission
recorded on the form and checked. When the to proceed can be given before test results are
boxes have been completed indicating compli- available, provided all other checks are satisfac-
ance, signature for approval must be added, torily completed and provided the contractor
preferably by the Resident Engineer who dates accepts the risk of demolition of the work
and times the form and returns one copy to the together with any subsequently built-on layers
contractor. (Completion of the boxes need not or parts if the tests eventually fail. Resident
necessarily involve signature by the technician Engineers or any member of their staff should
or engineer making the check. The box can be only make such a concession with the express
ticked by another member of the site staff permission of the Engineer or other superior
informed verbally that the check has been made officer. Permission will not be granted in cases
earlier e.g. an Inspector can tick for a Surveyor's which risk the demolition of cement or bitumen-
check on setting out made earlier.) bound pavement courses or important elements
If the work is found after inspection or test not to of structures.
comply with requirements, the Approval Chits If permission to proceed is given pending test
must be completed and returned in the same way results and on the basis of the contractor's risk of
but indicating non approval and the reasons for demolition, the Approval Chit should carry a
rejection. suitable acknowledgement from the contractor
The copy retained by the Resident Engineer is to and the test results that are outstanding should be
be carefully filed. It is suggested that the serial noted. Figure 5B/3 gives an example of an
number should be prefixed by the Bill of Approval Chit completed in this way.
Quantities section number of the completed item
being approved (not the subsequent operation) 5.17 Contractor's compliance with
and the chits filed accordingly by section and in the System.

Approval Chit system, applying little superin-

Although most Conditions of Contract give the tendence to their own labour engaged in the
Engineer the right to inspect work for approval preparatory work themselves, in the hope that
before it is covered up and to reject work which the supervision team will pick up any deficien-
in his opinion does not comply, and although in cies or errors during the latter's checking
general terms the contractor is required "....to process. If the contractor persistently adopts this
execute, complete and maintain the Works to the approach the thing to do is to issue a rejection as
satisfaction of the Engineer..." there is no specif- soon as the first fault is discovered and then
ic contractual basis for the application of the repeat the process for each single defect as the
Approval Chit system. It is therefore necessary Chits are successively presented for approval.
to come to a mutual arrangement with the con- Otherwise, however, the supervision team
tractor for the use of the system and its detailed should cooperate with the contractor's foremen
provisions. Most contractors will readily and tradesmen, drawing their attention to faults
agree because the arrangement helps them to as the work proceeds so that by the time the
ensure ultimate acceptance, but if the Resident Approval Chit is presented the item is accept-
Engineer or his site staff experience difficulties able and the subsequent operation can go ahead
in obtaining agreement or practical compliance without undue delay.
with it, the matter should be referred to the
Engineer, Co-ordinator or departmental Chief 5.20 Mandatory Nature of the System.
officer.
The use of the Aproval Chit system in so far as
it is defined in Table 5/1 and described in this
5.18 Signing of Chits.
chapter is mandatory for the Resident Engineer
Because of the mutual and non contractual subject to the contractor's agreement as dis-
nature of the agreement, the signing of the cussed in Chapter 5.17
Approval Chits for either rejection or acceptance
is not strictly restricted to the Engineer or his 5.21 Culvert Approval Forms
delegated Representative, but as previously
These are standard forms in general use on
noted, it is preferable that the Chits should be
many roadwork contracts. Their content cate-
endorsed by the Resident Engineer. If rejections
gorises them as record forms rather than
of a major nature are issued by subordinate staff
approvals, although they are used for acceptance
they should be followed by confirmation by let-
of founding conditions before the concreting of
ter, or the issuing of a further Chit, in both cases
bases etc. proceeds. They should be used in
signed by a delegated officer and marked
addition to, not as a substitute for, the normal
"Confirmation of Approval Chit No....
Approval Chits advocated in the earlier sections
(Rejection)"
of this chapter. A copy of a Culvert Form blank
Whatever arrangement is adopted for the sign-
is given in Figure 5C.
ing of the Approval Chits, all cases of non com-
pliance with the technical requirements of the
contract must be brought to the attention of the
Resident Engineer.
It is a wise precaution when coming to a gener-
al agreement for the use of Approval Chits to
make a disclaimer in writing to the contractor
that the issuing of such a chit does not constitute
final approval for the completed work item
involved. The model forms also carry a printed
note to this effect.
5.19 Contractor's Abuse of System.

It sometimes happens that contractors abuse the










Contruction Supervision Manual
Chapter Six For Contract Roadworks
CHAPTER SIX : INSTRUCTIONS
CONTENTS b) to order extra work rationally connected

with and necessary for the project;
6.01 Introduction c) to omit work originally included in the
contract but which is found to be unnec
6.02 Specific Grounds for
essary;
Instructions
d) to introduce changes in design (as pre-
6.03 Instructions for work; Circular sented in the Drawings or Specification)
KPKR 6:88 for technical, financial or progress
6.04 Various Methods of Instruction reasons;
6.05 Verbal Instructions e) to instruct work to be undertaken by
6.06 Normal Correspondence Daywork - see Chapter 7.08;
f) to indicate the applicability of a particular
6.07 Duplicate Memo Books unit rate to an original or added item of
6.08 Site Progress Meetings work;
6.09 Site Diary Entries g) to eliminate conflicts between the con-
6.10 Site Instruction Form tract's constituent documents;
h) to enforce the contractor's compliance in
6.11 Engineer's Instruction (A.P.P.)
cases of actual or potential non-compli-
6.12 Variation Order Form ance with the requirements of the
6.13 Drawings contract;
j) to order the removal and replacement of
------------------------------------------------------ defective or non-complying work;
k) to order the removal of contractor's staff;
6.01 Introduction. 1) to re-programme or accelerate the works;
If it were possible to devote unlimited time and m) to suspend the works.
resources to the preparation of contracts and if Instructions under all of these headings may be
contractors always complied strictly with their given legitimately within the terms of the con-
requirements, site instructions from the supervi- tract but those which constitute variations may
sion team would be unnecessary. However, such (and in most cases will) result in changes in cost.
a situation will never be realised. Contract doc-
uments are inevitably prone to error and inaccu- 6.03 Instructions for Work;
racy, or are less than fully comprehensive, whilst Circular KPKR 6:88
contractor's performance, at some time or anoth- Before any instruction for work is issued by any
er, is bound to be imperfect. The issuing of site method whatsoever, the requirements of
instructions to overcome these deficiencies is Circular KPKR 6:88 must be considered. If the
therefore a necessary and important part of the work involves a contractual variation, then the
supervision staff's duties. rules for obtaining financial approval operate
and the instruction cannot be issued without
6.02 Specific Grounds for Instruction. such approval. The Circular sets out the pro-
cedures which have to be followed and details
Some of the more specific reasons for the need
the make-up of approving committees in various
for site instructions can be categorised as fol-
circumstances. (See also Chapter 7.11
lows:
Certificate of Variation of Works)
a) to provide, clarify or amplify details of
work already explicitly or implicitly con-
6.04 Various Methods of Instruction.
tained in the contract;

Instructions may be issued to the contractor in a confirmation should quote the date of the
number of ways. Verbal communication and original verbal instruction (and time if
normal correspondence are of course obvious significant).
methods that feature in all site dealings and have
a proper place, but in order to achieve the sys- 6.06 Normal Correspondence
tematic control that is essential to proper site All normal correspondence letters to the con-
management, the use of standard forms is tractor must be typewritten on official letter-
strongly preferred for many instructions, partic- heads. They should be addressed to the contrac-
ularly those connected with the ordering of tor's agent authorised to receive official commu-
works. They save time and effort, eliminate con- nications in connection with the contract and be
fusion or doubt as to what is required and pro- signed by the Engineer or, if he is specifically
vide a convenient and permanent record of data delegated* with respect to the particular subject,
which facilitates not only the control of con- by the Resident Engineer. All instruction letters
struction operations, but measurement/payment, issued under delegated authority must be copied
progress and archival matters as well. to the Engineer. Since most R.E.'s offices are
The methods dealt with in the following sections located near the contractor's site offices, letters
of this chapter under.individual headings are can be passed by hand and it is a simple matter
Non Standard-Form Methods. to organise an acknowledged delivery system.
i) Verbal Instructions
Normal letter correspondence is of course
ii) Normal Correspondence
appropriate for dealing with matters of contract
iii) Duplicate Memo Books
administration, contractual issues and for stric-
iv) Progress Meetings Standard Form
tures or warnings in connection with the con-
Methods:
tractor's work performance. However, for
v) Site Diary Entries
detailed work instructions they are less suitable
vi) Site Instruction Form
because they do not provide data for the various
vii) Engineer's Instruction (A.P.P.)
site records in a convenient or manageable form.
viii)Certificate of Variation of Works
The standard forms (Site Instruction Forms
ix) Drawings
and/or Engineer's Instructions - A.P.P.'s) should
be used for this purpose.
6.05 Verbal Instructions
ordinary letters can usefully be employed as
Verbal communication between supervision and covering correspondence in cases where ampli-
contractor's staff is both natural and convenient. fication of the standard form details, or special
At the man to man level of works operations it is instructions as to how and when the work is to
essential and encourages good site relations. be executed, are required.
Instructions given verbally have the advantage
of immediacy and "discuss-ability". However, * See Chapter 3.06
they also have the serious disadvantage that they
can create confusion, or be disputed as to their 6.07 Duplicate Memo Books
content, or even as to whether they were given at
For urgent field instructions Memoranda hand-
all. For instructions which:
written in Duplicate Books can be issued. They
a) authorise or detail extra or
can be written and signed by Resident Engineers
variation works,
or subordinate staff and, unlike normal corre-
b) require measurement for payment,
spondence letters, can be addressed to.individual
c) concern potentially contentious or
members of the contractor's staff. They are par-
disputable issues, or.
ticularly useful on small sites which have no typ-
d) need to be recorded for any reason,
ing facility and for warning the contractor of
verbal instructions are obviously inade
unsatisfactory work, or for giving advance
quate and, if given, must be followed
warning of variations.
promptly by confirmatioy written
The pages of the Duplicate Memo Book should
instructions of one form or another. The

be serially numbered in duplicate and be pre- for any of the cases listed under items a) to f) in
fixed, when issued, with the writer's initials. If Chapter 6.02.
the time of issue is significant it should be added Common examples of clarification or amplifica-
to the date.Distribution of the copies should be tion which can be the subject of Site Instruction
as follows.Top Copy to the contractor's staff Forms include the following.
member or office. Second Copy (after coun- 1. Removal of unsuitable material below
tersignature by the top copy recipient) to the embankment or in cutting subgrade
Resident Engineer for his filing system. (giving chainage limits, widths, depths or
Staff issuing such Memos must pass the second other dimensions if possible).
copy promptly to the Resident Engineer who 2. Detailed position and invert level of
will decide whether the matter is sufficiently ditches, drains and chambers only gener
important to warrant endorsement of the instruc- alised on Standard Drawings.
tion with a typewritten version on an official let- 3. Details of pavement course thickness or
terhead or standard form signed by the Engineer width only generalised on the contract
for himself if appropriately delegated). drawings.
4. Location and dimension details of mass
6.08 Site Progress Meetings concrete or masonry retaining structures
Instructions can be conveniently passed on at given only in Standard Drawing form in
these meetings which have the advantage of dis- the contract.
cussion between supervisory and contractor's 5. Specifics of street furniture and fencing
staff. The item should be carefully minuted for details only generalised in the contract
circulation to the contractor and, if concerned drawings.
with an order for work, followed by a Site Copies of a blank Site Instruction Form and
Instruction Form, APP Form etc. - see Chapters of a completed example are given in Figures 6A
6.10 and 6.11. and 6B respectively.
The following further points apply to the prepa-
6.09 Site Diary Entries ration of Site Instruction Forms.
Instructions given verbally are often recorded in a. They are to be issued in triplicate. Pre-
the Daily Site Diary (see Chapter 9.05) and are printed books are the most suitable form
counter-signed by the contractor's staff member preferably with different colours for first,
receiving them second and third copies.
This provides an authenticated record and there b. They are to be serially pre-numbered in
is no reason why the practice should not contin- triplicate. on larger jobs it is desirable to
ue. However, the entries do not provide data keep one book for each section of the Bill
which can be conveniently disseminated sys- of Quantities and to prefix the serial num
tematically to the various site records, or which ber with the section number by hand in
can be readily retrieved. Nor do they necessarily order to facilitate filing and retrieval.
constitute instructions passed between formally c. They may be handwritten.
authorised officers on both sides. They should d. They can be prepared by subordinate
therefore not be regarded as a substitute for the staff but must be signed in triplicate by
use of Site Instruction Forms and/or Engineer's the Resident Engineer or an officer
Instructions (APP'S), which are dealt with in the authorised or delegated under the con-
following two sections. tract to issue instructions. Primarily the
intention is that the forms should be
6.10 Site Instruction Form signed by the Resident Engineer. They
must be addressed to the contractor's
This is the first of a three-tier system of standard
authorised site agent and delivered to him
work instruction forms which is an essential part
or his office. Attention is drawn to the
of operational and financial control for JKR
requirements contained in Departmental
roadwork contracts. The forms should be used
Circular KPKR BIL 6/1988 for approval

of any instructions which constitute be definitive at the time of issue) should

variations. be given. Explanation, conditions or
e. Distribution of the copies of the Form is other elaborations, if necessary, should be
to be as follows. reserved to be provided in covering
Top Copy : to contractor's site agent. letters.
He (or authorised subordinate) h) Simple sketches may be given on the face
must sign (in triplicate) on of the Form particularly to establish loca
receipt. tion and dimension but also to provide
constructional detail. If the matter is too
Second Copy: to Resident Engineer's filing
complex to be dealt with by a simple
system after circulation to:
sketch, supplementary or new drawing
i) draftsman or technician responsible for
numbers can be referenced. (Site
drawings who will note any amendments
Instruction Forms can be used simply as
on the Master Set of prints (see Chapter
covers for the issuing of new or
10.06) or other appropriate drawings.
supplementary drawings).
ii) to site QS or officer responsible for
The use of Site Instruction Forms for the purpos-
measurement who will note requirements
es detailed in this chapter is a mandatory
for measurement.
requirement which must be observed by
Third Copy: promptly to the Engineer, accom- Engineers and ,Resident Engineers, except in
panied by an estimate, prepared by the Resident cases where Engineer's Instructions (APP'S) are
Engineer, of the cost of the work raised by the prepared and issued promptly to cover the par-
Instruction ticular item. Even then, the use of Site
f) There is provision on the Form for the Instruction Forms preparatory to APP'S is
method of payment to be declared as: strongly recommended because of the way they
i) Bill of Quantities Item No. ...., ii) Rate to contribute to systematic site records and con-
be agreed, trols.
iii) Daywork, or,
iv) No additional payment. 6.11 Engineer's Instruction
One or other of the methods must be (APP - Form JKR 203U/82)
selected by striking out the other three. If The Site Instruction Forms provide a convenient
there is doubt as to whether an original method of issuing instructions to the contractor
Bill of Quantities item applies, or quickly from the site base. The second stage of
whether a new item is appropriate, the the process is the issuing of an Engineer's
first method should be selected and the Instruction (A.P.P.). An example of a completed
matter negotiated with the contractor,if so Form is given in Figure 6C.
raised by him. The following points apply to the preparation of
If there is doubt as to whether the work the APP Forms.
involved in the instruction is covered by a) The printed standard forms should be
an existing rate, the last method should be completed by typewriting and prepared
selected. in triplicate.
In the case of Daywork the word should b) As their name suggests, they are to be
also be added prominently in capitals to signed by the Engineer (except as
the text section of the Form. (Site required in c) below).
Instruction Forms must be raised for all c) Under contracts subject to Form 203A
Daywork operations - see Chapter 7.08). Conditions of Contract with a completed
g) The text of the instruction should deal Appendix to the Conditions, only officers
exclusively with the work item to be per nominated in the Appendix* can
formed and kept as simple as possible but authorise and issue A.P.P. Forms which
the maximum of dimensional and loca raise variations (Financial authorisation
tion detail (and/or quantities if they can limits for each nominated officer are also

set in the Appendix). See also the last valuation, extra cost and time extension referred
paragraph of this Section with regard to to in the "'Special Notes" on page 3 of the Form
Circular KPKR 6:88. should therefore be carefully considered before
d) Reference is made in Paragraph 1 of the the APP is finally issued.
printed form to Clause 5 of the Again, it is necessary to draw attention to the
Conditions of Contract which gives the requirements of Circular KPKR 6:88. Approval,
Engineer the power to issue instructions as required by the Circular, must be obtained
and also provides a blank for the insertion before issuing any A.P.P. Form which constitutes
of other authorising clauses. a variation to the contract, or is otherwise subject
e) Paragraph 2 of the Form provides for the to the Circular's provisions.
statement of reasons for the instruction.
In the case of instructions for the removal * See C1. 3(a)(ii) of the Form 203A Conditions
of defective work the reasons can be of Contract.
stated here. It is not essential to quote
practical reasons for extra, omitted or 6.12 Certificate of Variation of Works
varied work except as being ".....required (JKR 203V - Pin 4/83)
(not required) in connection with the
Site Instruction Forms and Engineer's
Contract..."
Instruction Forms do not necessarily create vari-
f) Paragraph 3 of Form makes provision for
ations to the contract, neither are all variations
reference to the Site Instruction Form,
the result of either or both of these forms being
Drawings or Specification covering the
issued. However, where the subject of these first
APP instruction.
two stages in the instruction process are varia-
g) The Forms for each contract are to be
tions, the next step is to raise a Certificate of
numbered (3 digit) in consecutive
Variation of Works, Form JKR 203V Pin 4/83 -
sequence as issued.
It is a standard printed form (see Figure 7/G) and
h) Distribution of the Form is to be as
is signed by the Engineer.
follows.
Certificates of Variation are a formal acknowl-
First Copy to the contractor, who com
edgement by the Engineer and the contractor
pletes the acknowledgement section in
that an instruction which constitutes a variation
triplicate and retains one copy.
under the relevant clause of the Conditions of
Second Copy to Resident Engineer's file.
Contract has been issued and accepted for exe-
Third Copy to the Engineer.
cution. Although the standard printed forms con-
By photocopy to the further officers
tain (on the first page) space for detailing the
noted at the foot of Page 2 of the Form.
work involved, they are less important for that
j) In cases where the APP Form is issued
purpose than they are for valuing the work and
without a preliminary Site Instruction
establishing an agreed amendment to the
Form the Resident Engineer must ensure
Contract Sum. since their purpose is primarily
that the APP is circulated in his site
concerned with the financial aspects of the con-
organisation for action similarly as
tract, notes on their preparation and use are
detailed in Chapter 6.1.0 e M and (ii).
given in Chapter Seven: Measurement and
The APP Forms provide a formal confirmation Financial Control - see Chapter 7.11.
of instructions given on site in one form or
another, but as previously noted, will most usu- 6.13 Drawings
ally follow a Site Instruction Form. Unlike Site
The issuing of additional or supplementary
Instruction Forms, which are normally signed
drawings by the Engineer or his Resident
by the Engineer's Representative, the APP
Engineer constitutes instruction to the contractor
Forms are not subject to review by the Engineer
to undertake work which may or may not be
under clauses of the various Conditions of
variations to the contract. In order to formalise
Contract, since they are already formally autho-
the procedure, however, it is necessary to issue
rised by him. The implications, with regard to

such drawings under covering letter or Site plementary drawings is dealt with in Chapter
Instruction Forms, normally simply informing 10.08.
the contractor that he is to carry out the work
detailed on the drawings.
The preparation and issuing of additional or sup-
FIGURE 6A
JABATAN KERJA RAYA, CAWANGAN JALAN

SITE INSTRUCTION
CONTRACT : JKR/PERS/IP/39/91
NO. /
Contructions of Bandar Baru to Kampong lama Rd.
From : Resident Engineer JKR
To: Site agent, Syarikat Bina Suprim
You are instructed to carry out the following work

omit
Method of Payment Signed

Resident Engineer
1. Bill of Quantities
Date: / / /
2. Rate to be agreed
3. Dayworks Received by
4. No additional payment Date: / / /




FIGURE 6C
Continued
CATITAN-CATITAN KHAS
SPECIAL NOTES
(a) Jika arahan ini menjadikan perubahan kepada Kontrak is hendaklah dinilaikan mengikut Klausa
25 Syarat-Syarat Kontrak.
If this instruction constitutes a variation to the Contract, it shall be valued in accordance with
Clause 2.5 of the Conditions of Contract.
(b) Jika pematuhan arahan ini meiibatkan perbelanjaan atau kerugian lebih darigada yang dijangka
munasabah menurut Kontrak, maka tuan hendaklah dalam tsmpoh satu bulan selepas
menerima arahan ini, memberi notis secara bertulis tentang cadangan tuan hendak menuntut
perbelanjaan atau kerugian itu kepada P.P. berserta dengan anggaran amaun perbelanjaan dan
atau kerugian tersebut.
If in compliance with this instruction involves expense or loss beyond that reasonably
contemplated by the Contract, then you shall within one month of receipt of this instruction, give
notice in writing of your intention to claim such expense or loss to the S 0. together with an
estimate of the amount of such expense and/or loss.
(c) Jika pematuhan arahan ini meiibatkan kelambatan dan lanjutan masa terhadap penyiapan Kerja-
Kerja di bawah kontrak ini tuan hendaklah dengan serta nlerta memberi notis bertulis kepada
P.P.
If in compliance with this instruction involves delay and extension of time for the completion
of the Works under this Contract, you shall forthwith give written notice to the S. 0. .

Chapter Seven
CHAPTER SEVEN : MEASUREMENT AND FINANCIAL

CONTROL
CONTENTS agents, the supervision staff have clear obliga-

tions to the Department for the second.
7.01 Measurement Obligations The work involved in meeting these obligations
7.02 Staffing for Measurement is dealt with in the following sections of this
7.03 Elements of Measurement chapter under the following headings:
7.04 Routine Items Staffing for Measurement
Elements of Measurement
7.05 Extra Work Items Routine Items
7.06 Prime Cost Sums Extra Work Items
7.07 Provisional Sums Prime Cost Sums
7.08 Daywork Provisional Sums
Daywork
7.09 Progressive Measurement; Progressive Measurement
Progress/Measurement Interim Valuation and Certification
Drawings Certificates of Variation of Works and
7.10 Interim Valuation and Adjustment of Contract Sum
Certification Rate Fixing
7.11 Certificate of Variation of Variation of Price Claims
Works; Certificate of Final Account and Certification
Adjustment of Contract Sum. Budgetary Control
7.12 Rate Fixing
7.02 Staffing for Measurement
7.13 Variation of Price {Escalation}
In large supervision teams, it is normal and
7.14 Claims
desirable for all measurement matters on site to
7.15 Final Account and Certification be handled by a Measurement Engineer or
7.16 Budgetary Control Quantity Surveyor supported by Measurement
7.17 Mandatory Duties Technicians, all of whom devote their time sole-
ly to those duties. On smaller projects however,
7.18 The Importance of Independent
the work is likely to be undertaken by the
Control
Resident Engineer, with site measurement and
----------------------------------------------------------
computation attended to by technicians engaged
primarily on inspection duties and with support
7.01 Measurement obligations
from the QS Section of the JKR regional office
It was observed in the introductory chapter of or HQ, particularly with variation documenta-
this Manual that the financial aspects of supervi- tion, certification of payments and budgetary
sion work entailed control.
"ensuring that measurement and payment proce- Even where the site team has its own separate
dures result in correct payments to the contrac- measurement section, it is important that there is
tor in accordance with the terms of the contract good liaison between the measurement staff and
and also that the government's budgetary those primarily concerned with construction -
requirements are met." Section Engineers, Site Inspectors, etc.
The first of these responsibilities the Engineer If this is not observed, details of work - particu-
and his team carry for the Employer and the larly "extra work"* which does not come within
Contractor alike; as government officers or

Chapter Seven
the orbit of routine measurement - may fail to be and operation of workworks contracts. It is
properly recorded. Accordingly, the duties of based largely on the I.C.E. (U.K.) Civil
Site Inspectors must be defined to include the Engineering Standard Method of Measurement
measurement (or reporting) of "variation" work, (2nd Edition). In the contract documents, the
whether those Inspectors deal with routine "Method" is formulated in Preambles to each
measurement or not. Section of the Bill of Quantities. setting out rules
Resident Engineers, whatever the staffing for the way in which each item is to be measured
arrangement for measurement, must themselves and its quantity calculated for payment. Every
exercise control over the activity. They need to member of the supervision team involved in
ensure, not only that the detailed accounting is measurement activity must familiarise himself
accurate, but also that every item included in the with the Preambles
measurement is properly payable under the Further, it is necessary to determine and agree
terms of the contract. Most important, however, with the contractor how the actual dimensions of
is the R.E.'s accountability for the work of his the measurement will be determined: either
subordinate staff. It is easy for error or fraud to a) by physical measurement on site, or
creep in and, in order to b) taken from the Drawings or Specification
guard against this, R.E.'s should make it clear as standard.
that everyone's work will be subject,. at the least, The aim should be to use standard dimensions
to random detailed checks. and measure "from the Drawings" wherever
possible. This approach is facilitated by the prin-
* ciple that it is an inspection staff responsibility to
See-Chapter 7.05 for a definition of "extra ensure that designed dimensions are achieved in
work" used in this context. construction. If they are not, the routine remedy
should be to reject the work, not to measure sub-
7.03 Elements of Measurement standard dimensions. If, exceptionally, substan-
dard dimensions are accepted, it is the
Almost all roadworks contracts for the
Inspector's job to see that the details are record-
Department have payment systems based on a
ed for payment adjustment. Items may be
Bill of Quantities (B of Q) and it is contracts of
encountered which quote standard thicknesses
this type that are dealt with here. Under this sys-
with specified tolerances and where volumetric
tem, payments are determined from the follow-
or weight units are quoted - for example,
ing constituents.
asphaltic bases and surfacings. Clearly these are
i) Routine items with unit rates included in the also cases requiring on-site determination of the
original B of Q and detailed in the Drawings "as constructed" quantity involving the inspec-
and Specification. tor.
ii) Extra work items for which instructions are
Centre line chainage, accurately established by
issued during the construction period - Site
site survey, also facilities "from the Drawings"
Instructions, APP'S, Supplementary
measurement and is usually adopted for longitu-
Drawings, etc.
dinal dimensions. Non-parallel features (e.g.
iii)P.C. Sum items.
some drainage runs), of course, require site
iv) Provisional Sum items. v) Daywork.
measurement.
vi) Variation of Price Adjustments.
vii) Advances paid / repayed (Plant, Cash or The site-measured or "from-the-Drawings"
Materialson-Site. dimensions should be recorded on forms pre-
viii)Retention witheld / released. pared for the purpose. The Department does not
ix) Other Deductions. prescribe standard measurement forms and the
Resident Engineer or his measurement staff
7.04 Routine Items must therefore design forms suitable for each of
the items covered by their contract. Each form
A standard method of measurement has been
should accommodate the following.
adopted by the Department for the preparation
i) Form Serial Number.

Chapter Seven
ii) B ofQ Item No. and Brief Description. outlined for routine items in Chapter 7.04 but,
iii) Date of Measurement. because of the danger that they may be over-
iv) Required Dimensions. looked, it is important that officers raising the
v) Signature of supervision staff member. Site Instruction Form or A.P.P. warn the appro-
vi) Signature of contractor's representative. priate Inspector of the requirement for measure-
Examples of some typical measurement forms ment and ensure that a copy is circulated to the
are given in Figures 7A - 7D. measurement staff as stipulated in Chapter 6.10
(e) and 6.11 (j).
Where computation is simple, the measurement
form can also show the extended quantity; oth- As far as payment is concerned, where the
erwise separate calculation sheets must be nature of the extra work is the same as that
appended, serially numbered and cross refer- covered by existing items in the B of Q the rate
enced to the measurement form. in that original item must be adopted for the
new work. If the extra work is not exactly the
Generally, measurement should be a monthly
same, but similar, the original rate should be
routine with covered-up dimensions recorded
used as a base and be suitably adjusted. If no
during the month as each section is executed and
similar rate exists in the B of Q it is necessary for
with remaining data obtained during a single
the Engineer to agree or fix a new rate - see
joint exercise with the contractor, at a regular
Chapter 7.12. Alternatively, if there is real diffi-
date agreed between the Resident Engineer and
culty in establishing a new rate, payment can be
Site Agent. When the measurement forms and
made on Daywork basis providing the work was
computation endorsed by the contractor are
instructed at the outset as Daywork - see Chapter
available, they must be summarised for the peri-
7.08.
od for each item. The measurement forms, any
calculation sheets and the summaries are then to There is provision on the prescribed Site
be filed together and in date order in the Instruction Form (see Chapter 6.10) for identify-
Measurement File(s), which should have a sep- ing the proposed payment method.
arate section for each B of Q item. A record of Where new B of Q items are required, they
the work executed and measured should be kept should be allocated numbers in the appropriate
on a set of Progress/Measurement Drawings - section of the Bill, following consecutively after
see Chapter 7.09. the last item in that section in the original Bill
and should appear in this sequence in the month-
7.05 Extra Work Items ly valuations. Provisional or "Star Rates" may be
This term covers work which is not specifi- used to value work under new items pending the
cally defined in the contract documents but fixing of final rates as prescribed in Circular
which is specially instructed by the Engineer KPKR 6:88. They should be clearly marked as
or his supervision staff on Site Instruction such in the Interim Certificate account.
Forms, APP's or one of the other methods out-
lined in Chapter Six. The instructions may con- 7.06 Prime Cost Sums
stitute contractual variations as defined in the Prime Cost (P.C.) Sums do not feature in road-
Conditions of Contract but this is not necessari- work contracts as strongly as in many other of
ly so. They may, for example, be clarifications or the Department's work contracts, but items do
amplifications covering work originally intend- occur which require the specialist input of
ed to be included in the contract and for which a Nominated sub-Contractors or Suppliers and
B of Q item already exists. (See Chapter 6.03 in which call for the inclusion of P.C. Sums.
connection with authorisations which have to be Examples are special piling systems, prestress-
obtained by the Engineer and his site staff under ing, ground anchors, street lighting, traffic sig-
Circular KPKR 6:88 before instructions for nals, road signs and other street furniture, special
some "Extra" items are given.) types of fencing and hydro seeding.
The procedures for taking and recording meas-
The specification and other technical detail for
urements for such items are the same as those
work executed under P.C. items should be

Chapter Seven
obtained from the JKR design office or co-ordi- raised for work to be charged against
nator responsible for the project. For values Provisional Sums, but the instructions do not
exceeding $50,000 tenders must be called and need to be regarded as variations subject to the
the work executed under a formal Nominated approval procedures set out in Circular KPKR
Sub-Contract, arrangements for which are nor- 6:88 unless the estimated, or actual incurred
mally handled by the appropriate JKR QS cost, exceeds the value of the charged
office. Advice on the Departmental regulations Provisional Sum, as recorded in the original Bill
governing such sub-contracts can be obtained of Quantities.Payment is made after measure-
from the same office. ment in the normal way through the interim and
For values less than $50,000 the Engineer final certificates and the Contract Sum is even-
should call for quotations and obtain committee tually adjusted by issuing a Certificate of
approval for acceptance of the selected offer. Adjustment of Contract Sum (see Chapter
Instructions should then be given for the work to 7.11e) omitting the original Provisional Sum and
be executed under normal variation procedure substituting the actual incurred cost.
(subject to Departmental regulations for Contractual provisions are contained in Clause
approval, etc) without resorting to formal sub- 30 of the 203A Conditions of Contract form and
contract arrangements. in Clause 58 of the 203 CEWI and FIDIC/I.C.B.
"Conditions".
Payment for work executed under Nominated
Sub-Contracts is made through the main con- Provisional sums should not be confused with
tractor's interim and final certificates but the items marked as having Provisional Quantities.
Engineer is required to inform the Nominated The latter form an important element of road-
Sub-Contractor or supplier of the amounts paid. works contracts executed under 203A
Conditions of Contract, which stipulate that all
Contract Sum adjustment is necessary for P.C.
original quantities not marked "Provisional" are
items by issuing a Certificate of Adjustment of
to be entered in the account without re-measure-
Contract Sum (see Chapter 7.11), omitting the
ment.
Bill of Quantities P.C.Sum and substituting the
value of executed work.
Contractual provisions for P.C. items are con- 7.08 Daywork
tained in Clause 30 of the 203A Conditions of Daywork is work instructed and paid for on the
Contract and Clauses 58 & 59 of the 203 CEWI basis of the cost of plant, labour and materials
and I.C.B. forms. The term is not used in the actually used, plus an allowance for overhead
FIDIC forms but Clause 59 covers the subject of and profit. Daywork instructions cannot be
Nominated Sub-Contractors. Regardless of the given for work covered by unit rates in the orig-
Conditions of Contract form used, no expendi- inal Bill of Quantities but can (subject to the
ture should be incurred under P.C. items except reservation in the following paragraph), be used
by express instruction of the Engineer. for extra work items for which no B of Q rates
already exist, or for work covered by Prime Cost
7.07 Provisional Sums or Provisional Sum items.
Provisional sums are included in the Bill of Whilst Dayworks are useful for work for which
Quantities for work which at the time of tender, it is difficult to establish a unit rate, they should
is of uncertain necessity, magnitude, definition, only be used as a last resort. Wherever possible,
or detail, but which is regarded as being within ordinary work instructions should be given and
the capability of the main contractor, without unit rates determined - see Chapter 7.12
recourse to specialist Nominated If it is decided that work is to be undertaken on
SubContractors, or Suppliers. All Conditions of a Daywork basis, special conditions apply both
Contract forms stipulate that Provisional Sums to supervision of the operation and it's measure-
are to be expended only if, and as instructed by, ment. First, site staff must exercise control over
the Engineer. Written instructions (i.e. Site the type and numbers of plant used and general-
Instruction and/or A.P.P.) should therefore be ly ensure that the operation is conducted eco-

Chapter Seven
nomically. Second, they must carefully record 7.10 Interim valuations and
and agree with the contractor the working peri- Certification
od of the plant and labour actually devoted to the All Conditions of Contract provide for the con-
operation and the quantities of any materials tractor to be paid progressively for the value of
used. Rules for the recording of Dayworks data work done and materials on site during the
are given in Clause 52 (3) or (4) of the Form 203 progress of the work. Such payments are neces-
CEWI/FIDIC/ICB versions of the Conditions of sary to provide the contractor with the necessary
Contract and Clause 25 (d) of Form 203A. A cash-flow to finance his operations.
copy of a model Daywork Form is given as Although corrections and adjustments can be
Figure 7E. made in subsequent certificates, all interim val-
The quantities obtained from the recorded data uations should be as accurate as possible.
are extended by the appropriate rates contained Overpayment resulting from an excessive valu-
in the contract Daywork Schedule to produce ation may be impossible to recover in the event
the developed cost of the operation. These are of bankruptcy or default of the contractor. On
charged against new items, Provisional Sums or the other hand, underpayment may affect the
Daywork Section sums provided in the original contractor's cash flow to such extent that it
B of Q. delays the progress of the project.
The Form 203A Conditions of Contract require
7.09 Progressive Measurement; the S.O. to value completed work on a monthly
Progress/Measurement Drawings basis. The 203 CEWI Conditions allow for the
The Measurement Files, in addition to the sheets contractor to present a statement of completed
mentioned in Chapter 7.04 must contain a work value at the end of each month whilst the
cumulative record of quantities updated month FIDIC Conditions provide for the contractor to
by month, so that when completion is reached, attend for measurement and valuation, as and
total quantity figures are available. However, the when required by the Engineer. However,
figures obtained from progressive measurement regardless of which "Conditions" apply, it is nor-
must be re-computed in a final measurement mal for interim measurement activities to be
exercise for the whole completed works for all undertaken jointly with the contractor.
work items, where this is practicable. The exer- After joint measurement and agreement of com-
cise should be based either on site measurement pleted quantities, a statement is prepared, signed
or the "As Built Drawings", depending on the and presented by the contractor, usually on a
items involved (See Chapter 7.15). monthly basis. This must be checked against the
In order to assist the progressive measurement agreed recorded quantities and signed by the
of the works, a comprehensive set of R.E. or member of the site team responsible for
Progress/Measurement drawings should be measurement. The contractor should be
maintained in the site office. These are prepared informed of any amendments or deletions made
on paper prints of the road layout and structural to the statement at this stage. An Interim
general arrangement drawings. Several sets are Payment Certificate is then to be prepared by the
required to accommodate the various items Resident Engineer for signature by the Engineer,
although colour coding can enable several simi- or other officer authorised to issue payment cer-
lar items to be recorded on the same sheet (e.g. tificates. Certificates are to be prepared on JKR
subbase and base together and binder and wear- Form 66, a copy of which is given in Figure 7F.
ing course together). The boundaries of each Before being presented to the issuing officer for
month's completed work are edged in colour and signature, they should be endorsed as correct by
the month and measurement sheet reference are the officer actually responsible for preparing or
marked. The use of these plans eliminates the checking the valuation. Full supporting details
risk of duplication or omission of sections of of the statement should be appended.
completed work in the measurement. Contractual requirements- for the preparation of
the statements and certificates are set down in

Chapter Seven
Clause 47 of Form 203A Conditions of Contract odic checks should be made to ensure
and in Clause 60 (8) and (9) of the 203 CEWI that they remain on site and have not
Conditions. In the FIDIC Conditions, Clause 60 deteriorated in quality before succes
and the Part II Conditions carry the details whilst sive certificated payments are authorised.
in the ICB version final payment arrangements (c) Payment to Nominated Sub-
are dealt with in Clause 60 (10) and (11). In Contractors/Suppliers is dealt with in
addition to the value of complete work executed Chapter 7.06.
under the main contract, JKR Form 66 provides (d) No retention is held on contracts with are
for the following. subject to form 203A Conditions of
Payment/repayment of Plant or Cash Contract but deductions for retention
Advances, Payment of Advances for must be made in accordance with 203
Materials on site Nominated Sub- CEWI and I.C.B. "Conditions" (Clause
Contractors/Suppliers Accounts Variation of 60.9), the percentage and limiting
Price Adjustment amounts being quoted in the Appendix to
the Form of Tender. In the case of FIDIC
Deduction for Retention Various other
contracts, retention requirements are
Deductions
detailed in Part II of the "Conditions".
The following further points should be noted in (e) In cases where assignment arrangements
connection with the preparation of interim cer- have been made for direct payment to
tificates. Pernas Trading Sdn Bhd for materials
(a) Procedures for establishing the value of (cement and reinforcing steel) supplied to
Plant Advances are dealt with in Chapter the contractor by that company, deduc
4.04 (f). Repayment terms for these tions of the same amount must be
Advances are prescribed in the allowed for in the certificate. Details of
Conditions of Contract. The amounts of the arrangement are given in Treasury
Cash Advances, if they are a feature of Circular 11:1983 which contains copies
the contract, and the repayment terms are of the standard forms to be used. Similar
also both established in the Conditions of arrangements are provided in Treasury
Contract. Circular 5:1986 for the supply of cement
(b) Advances for Materials on Site are paid to roadwork projects by manufacturing
in the interim certificates against claims companies. In either case, the provisions
presented by the contractor. The claims are usually contained in the Conditions of
must be checked by the supervision Contract (or Special Provisions).
measurement staff to ensure that they are (f) Payments may be included on an interim
in accord with material actually existing basis for work executed as a variation
on site and not incorporated in the works before the Certificate of Variation is
at the effective end-date of the certificate issued, provided the work hasbeen
period. Clause 60 (6) of Form 203 CEWI authorised by the Engineer (ona Form
and I.C.B. Conditions of Contract and A.P.P.) after approval as required by
Clause 47 (c) of Form 203A "Conditions" Circular KPKR 6:88 (see Chapter 7.11).
set out the terms under which Plant If new rates are required, provisional or
Advances are to be made - both forms 'Star' rates can be determined by the
allow for payment of 75% of the accred Engineer for valuation of the work pend
ited value.Under FIDIC contracts provi ing approval of unit rates under the
sion is made in Part II of the Circular KPKR 6:88 rules.
"Conditions" under Clause 60. However, care should betaken to-ensure
If materials are delivered to site substan that. nopayment is included for variation
tial ly in advance of their incorporation work undertaken on the contractor's ini
into the works and are admitted for inclu tiative, without formal instruction.
sion in the Advance Payments, peri (g) It is necessary to determine how the

Chapter Seven
general or preliminary items in the Bill of statements. Any corrections must be

Quantities are to be paid - what propor signed by the issuing officer and in no
tion and at what time. Unless the details case is correcting fluid to be used.
are already specified in the contract doc
uments, the break down into initial, peri 7.11 Certificate of Variation of Works;
odic and final elements, or any other Certificate of Adjustment of
appropriate arrangements, should be Contract Sum
agreed with the contractor, if possible Certificates of Variation must be raised for the
before the first interim certificate is pre following:
pared. Many items can be paid month by
1) Work instructed on Site struction Forms or
month in the proportion of permanent
A.P.P.'s (or by any of the other methods
work completed. Other items however,
noted in Chapter 6.04) and which is not
such as those covering insurance premi
explicitly or implicitly included in the
ums, can be paid in full - at the time and
works indicated in the contract documents.
to the extent that costs are met by the con
2) Changes-:in 'rate or price-consequent upon
tractor.
change in quantity or total Contract Sum,
(h) If a Certificate of Non-Completion has
such as is_ provided under Clause 25(b) of
been issued (see Chapter 8.15) deduc
the 203A Form Conditions of contract, or
tions must be made for 'Liquidated and
Clause 52(2) & (3) of the 203 CEWI and
Ascertained Damages in accordance with
FIDIC versions, or in Clause 52 (2) of the
the amounts set out in the contract - in the
I.C.B. "Conditions".
Appendix to the Conditions of Contract
in the case of Form 203A Conditions, and Although Certificates of Variation incorporate
in the Appendix to the Form of Tender for formal confirmation of instructions, they are less
Form 203 CEWI, and FIDIC and I.C.B. concerned with instruction than with authorisa-
"Conditions." tion and it is important to realise that two autho-
(j) Minimum payment values are stipulated risation aspects are involved. First is contractual
for interim certificates issued under Form authorisation which legitimises variation under
203A and 203 CEWI Conditions of provisions contained in the Conditions of
Contract (see Clauses 47(a) and 60 g). Contract; second is financial authorisation by
If such provisions are entered in FIDIC Government which enables it to control and pre-
contracts, they are usually contained in dict expenditure on the project.
the Part II Conditions, and the minimum The Engineer's powers for varying the works are
value for I.C.B. contracts is given in the given in Clauses 5'and 24 of the Form 203A
Appendix to the Form of Tender. In all Conditions of Contract and in Clause 51 of the
cases, if the valuation of the interim pay Form 203 CEWI, FIDIC and I.C.B. versions.
ment covering value of work executed The Engineer has no authority to order variation
and materials on site does not reach the except as these clauses provide. Further detail
stipulated minimum, payment is held and comment on these powers is given in
over until the next interim certificate is Section D 3 etc., of Table APP/3.
due or requested, as the case may be. The regulations governing financial authority
(k) Resident Engineers should consult the for ordering and valuing variations are contained
Engineer or their Project Co-ordinator as in Departmental Circular KPKR 6:88. The
to the distribution of copies of interim Circular's requirements, particularly those for
certificates and supporting data. In all approval by committee, must be understood and
cases, however, one copy is to be for complied with when Certificates of Variation of
warded to the contractor together with a Works are prepared and issued.
copy of the amended detailed statement. Both aspects of authorisation, contractual and
(1) All certificates must be typewritten. financial, must, of course, be observed when the
Print-outs are acceptable for supporting instruction is first contemplated on site, long

Chapter Seven
before the certificate is issued. previous adjustments, the value of the

Points to note in connection with the preparation current variation and thus the New
and issuing of Certificates of Variation of Works Contract Sum. A copy of a blank form is
are as follows. given in Figure 7H on Pages 7/25 - 26
a) The Certificates must be prepared (type and regulations governing its use are con-
written) on form JKR 203V - Pin 4/83 - tained in Circular KPKR 9:88.
Certificate of Variation of Works. An f) Copies of originating instructions e.g.
example of a completed Site Instruction Forms, A.P.P.'s, etc.,
Certificate is given in Figure 7G on Pages should be attached to the Certificate.
7/22--24. g) The Certificate should be dated the day of
b) The forms are to be consecutively num signature by the Engineer.
bered for each contract and where h) The form should contain no typing or
appropriate should quote the other corrections - in particular correcting
number(s) of the A.P.P.(s) on which they fluid should not be used.
are based - they can aggregate up to three It has already been noted that Certificates of
separate originating instructions. Adjustment of Contract Sum have to be
c) The forms must be signed by the attached to Certificates of Variation of works.
Engineer and are to be acknowledged by Certificates of Adjustment of Contract Sum are
the contractor on the last page. Although also used for other arrangements which give
the Engineer signs the Certificates, he rise to a change in Contract Sum including,
must observe the requirements for (i) work which is included in the original
obtaining authorisation and the financial contract but for which no unit rate is
limits, all contained in Circular KPKR given; eg. work chargeable to original
6:88. Daywork, P.C. or Provisional Sum items,
d) The Certificates value the work and show (ii) changes in quantities between those quot
the effect on the Contract Sum but do not ed in the B of Q and those actually
quote the New Contract Sum. required which do not arise as a result of
The valuation of variations is based either variation instructions noted in 1) on page
on estimated or completed work quanti 7/19,
ties and on existing or agreed new* unit (iii) awards made in response to
rates as appropriate. Rules for the appli contractorsclaims and (iv) final meas
cation of existing rates, or the adoption of urement determining the Final Contract
new rates, are given in Clause 25 of the Sum to be paid.
form 203A Conditions of Contract and As previously notedlCertificates of Adjustment
Clause 52 of the 203 CEWI, FIDIC and of Contract Sum are prepared on standard forms
I.C.B. versions. (PPJHK) a blank copy of which is given in
For the purpose of interim payment, pro Figure 7H on pages 7/25-26 and regulations
visional or "Star" rates determined by the governing its use are contained in Circular
Engineer can be used, providing the vari KPKR 9;88.
ation has been authorised in accordance In connection with item (ii) above, it may be
with Circular KPKR 6:88 and pending noted that Clause 51(2) of the FIDIC Conditions
the approval of finally adopted rates, also of Contract, exempts simple changes in quantity
in accordance with the Circular. from the requirement for written variation
e) The Resident Engineer or other officer instruction. However, whilst this is the contrac-
preparing the Certificate of Variation of tual position, the requirements of governmental
Works is also required to prepare and financial control demand that the changes must
attach a Certificate of Adjustment of be formalised and this is done on a Certificate of
Contract Sum (P.P.J.H.K.). When com- Adjustment of Contract Sum. Strictly speaking,
pleted, the form indicates the original it is not necessary to prepare the certificate until
Contract Sum, the total net value of all the-executed quantities exceed the Billed quan-

Chapter Seven
tities, but from a practical point of view, it is labour offices. The payroll rates are subject to
desirable to do so as soon as it is clear that the additions to allow for EPF, SOCSO, insurances,
Billed quantities will eventually be exceeded. annual leave, sick leave, bonus, overtime and
Whichever Conditions of Contract form is used, severance benefits. The all-in hourly rate is then
approval under the Circular KPKR 6:88 regula- applied to the estimated output to arrive at the
tions is not required for simple changes in quan- labour element of cost per unit quantity of the
tity which do not otherwise constitute a varia- item.
tion. For materials which contribute significantly to
Once the Certificate of Adjustment has been the makeup of the rate, the Resident Engineer
duly authorised, signed, issued and endorsed by should obtain at least two quotations together
the contractor, the New Contract Sum indicated with the contractor's actual invoices, all of which
on the form can be regarded as formally adopt- should preferably include delivery to site and
ed. It should be quoted in place of the original which must show the trade discounts obtained.
Contract Sum on payment certificates and used To these prices must be added allowances for
for the determination of progress data, etc. unloading, handling and reasonable wastage.
To the toal of the three main elements of cost
7.12 Rate Fixing dealt with above must be added overhead and
For work executed as Variations and for which profit. The contract itself may specifically quote
no applicable unit rate exists in the original B of a percentage figure for this, or it may be indicat-
Q, it is necessary for the Engineer to agree or fix ed in figures required as oncosts to P.C. Sums.
new rates (unless Daywork is instructed). Generally speaking, the figure should range
Except in the case of large contracts which have between 15-25% depending on the nature of the
their own Measurement Engineer or QS and project and the risks involved.
supporting staff, rate fixing work is likely to be For further detailed guidance that may be
prepared for the Engineer by the QS Section of required on the subject of first-principle rate fix-
the JKR regional office, or HQ. However, the ing, site staff should consult the QS Section of
following notes are provided for the benefit of the JKR regional office or JKR HQ.
site staff who may be involved in any rate fixing It is widely acknowledged that first-principle
activity. methods tend to provide rates which are higher
Unless rates for nearly similar work exists in the than those resulting from competitive tender.
B of Q, which can be adapted for the new item, The calculated rate should therefore be checked
it is usual to prepare a new rate valuation from against any similar rates found in other JKR
first principles, as a first step. The make up of contracts undertaken in the same area.
rates is based on the cost of:
Plant, 7.13 Variation of Price (Escalation)
Labour, Some roadwork contracts, particularly those of
Materials, and protracted duration, contain Variation of Price
Overheads and Profit. (V.O.P.) provisions to allow for increases or
For plant, it is necessary to establish the hourly decreases in the prices of materials etc., from
output of individual machines and the normal those ruling at the time the tender was prepared.
number of operational hours achieved per If such allowance is made, it is contained in spe-
annum. Annual owning and operating costs are cial Provisions annexed to the Conditions of
determined and the plant cost per unit quantity Contract in the case of Form 203A and 203
arrived at. Plant manufacturer's handbooks, sales CEWI contracts, and in the case of FIDIC and
organisations and standard reference works I.C.B. contracts in Part II of the "Conditions". It
should be consulted for the data involved. is important that all staff responsible for assess-
For labour, contractor's payrolls can be consult- ing V.O.P. payment should carefully study the
ed for rates actually paid, which should be provisions for their particular contract and
checked against data released by government ensure that only payments in accord with those

Chapter Seven
provisions are processed. deductions for V.O.P. They should therefore

The provisions usually concern the submission, ensure that the contractor submits regular
checking and recording of data, the limitation of returns for the operating hours and fuel con-
quantities by scheduled estimates in the contract sumption of plant and for the procurement of
and the computation of the V.O.P. sum due to the materials, even though he is making no claim for
contractor. V.O.P. payments.
V.O.P. practice adopted by the Department
for roadwork contracts uses the base rate 7.14 Claims
method as opposed to index systems, and mate- Although the careful preparation of contract
rials to which V.O.P. provisions apply are nor- documents and effective site supervision can do
mally limited to: much to reduce the number and value of con-
(i) mild steel and high tensile steel tractors' claims, it is unlikely that they will ever
reinforcing bars, be entirely eliminated. Much of the work
(ii) cement, involved in the assessment and settlement of
(iii) diesel and fuel oil, and claims is handled, not by site staff, but by spe-
(iv) bitumen cialist officers working in regional JKR offices
V.O.P. adjustments are not admissible on any or JKR HQ.
materials not specifically included in the con- However, there are a number of essential steps
tract provisions. which need to be taken by site staff when the
Current rates for all materials quoted in (i)-(iv) contractor notifies his intention to claim, or
are published in the Statistic Department's when it becomes obvious that a claim situation
Special Release No. 1 (for Civil Engineering is developing. The more important of these are
Works). The V.O.P. adjustment to the contract listed below.
price is usually determined on a monthly basis a) Keeping comprehensive records of claim
and generally computed as the product of the events and circumstances.
quantity of material delivered to the site multi- b) Recording relevant data e.g. dates, times,
plied by the difference between the Special weather and plant, labour, materials and
Release rate for. the month in which the tender overhead items involved.
closed and the Special Release rate for the c) Checking records presented by the con-
month of delivery. tractor and refuting any found to be
erroneous or inaccurate.
V.O.P. adjustments are usually evaluated by the d) Deciding on any steps that will mitigate
Engineer and checked by the JKR regional the on-going effects of claim situations.
office or HQ QS Section, but the member of the e) Reporting to superiors on the submission
site supervision team responsible for measure- of claims or situations arising.
ment work must obtain the required monthly f) Assisting with the preparation of
returns, invoices and delivery notes from the evaluation reports.
contractor and verify them by site checking, or Guidance on all these points is given in a sepa-
other appropriate means. rate Appendix to this manual - "Dealing with
V.O.P. payment adjustments are made in interim Claims under Roadwork Contracts".
certificates but overall checks should be applied Additionally, the Appendix contains information
periodically, and ultimately for the Final in con nection with grounds for claims, their
Account, against measured work items etc, with contractual basis, procedures to be adoped and
suitable allowances for wastage and temporary the principles of, and detailed approach to, the
work - all, of course, subject to the limits estab- evaluation of various classifications of claims.
lished in the V.O.P. regulations contained in the Settlement of the agreed values of claims is
Supplementary Provisions or Part II Conditions. effected by issuing a certificate of Adjustment of
Staff responsible for measurement work should Contract Sum (see Chapter 7.11e) for the
bear in mind that prices can go either up or amount on Form 203V. The whole process of
down, so that it may be appropriate to certify

Chapter Seven
determination and payment is subject to the have been paid to, or for, the contractor's work-
approval requirements, etc., contained in men. The Final Certificate must not be issued
Circular KPKR 6:88 and these must be careful- before the end of the Defects Maintenance
ly observed by all officers involved in the Period nor before the date of the Certificate of
process. Site staff should make no commitment Making Good Defects, but the penultimate or
as to acceptance of a claim or its evaluation until prior payment certificate may be issued as
approval under the terms of Circular KPKR 6;88 soon as possible after the submission of the
has been given nor should they make any prior Contractor's final account. Any such certificate
provision for interim payment, or adjustment of shouldbe subject to adjustment for any outstand-
quantities, or sums, in connection with claims ing, defective (or potentially defective) work at
presented by the contractor. the time it is issued.
In the 203 CEWI and T.C.B. Conditions final
7.15 Final Account and Certification certification and payment arrangements are
Although progressive measurement throughout dealt with in Clause 60 (10) and (11). They
the construction period, together with compre- allow for release o one half of the retention
hensive and accurate interim valuation is money when the Certificate of Completion for
encouraged, it remains necessary to undertake a the whole of the works is issued and subject to
thorough and separate final measurement exer- confirmation of payment of wages and statutory
cise for the whole completed works, under contributions to workmen. The contractor may
which the total quantity for each item is re- apply for full release of retention at this stage in
examined and re-computed. The exercise should exchange for the provision of a bank guarantee.
be based on actual site measurement or the As Within four months of the date of the Certificate
Built Drawings. When taking measurements of Completion, the contractor is required to sub-
from As Built Drawings, it should be remem- mit a complete and detailed Final Account and
bered that they may show dimensions construct- the Engineer prepares a Final Certificate releas-
ed in excess of those indicated on the original ing the outstanding half of the retention (or the
Drawings, or subsequent instructions, and that Retention Guarantee) when the Maintenance
the excess quantity should not be paid for by the Certificate is issued.
Employer. In the case of the FIDIC Conditions, final certi-
The procedure for preparation of the Final fication and payment arrangements areet out
Account varies, according to which Conditions in Part II of the Conditions (Clause 60), cover-
of Contract form is used, the most important dif- ing retention release and the period for issuing
ference being the fact that the form 203A the Final Certificate after submission of the con-
Conditions have no requirement for the holding tractor's Final Account. It should be noted that in
of retention as in the case of the 203 CEWI, the FIDIC case, the release of the outstanding
FIDIC and ICB versions. retention at the end of the Maintenance Period is
not conditional upon the granting of the
Provisions covering the Final Certificate in the
Maintenance Certificate - see Clause 62(l).
Form 203A Conditions are contained in Clause
48 of the document. The clause requires the con- For 203 CEWI, ICB and FIDIC contracts,
tractor to submit his final statement together penultimate certificates should be prepared as
with all supporting documentation not later than soon as possible after receipt of the contractor's
3 months after the date of Practical Completion. Final Account. The certificate should be based
The Engineer is required to issue the Final on the Engineer's "estimated final sum" allowing
Certificate within three months of the date of for all payments and deductions due but, (if nec-
expiry of the Defects Liability Period, or of the essary) excluding all unsettled or disputed con-
date-of the Certificate of Making Good Defects tractor's claims.
whichever is the later. There is also a require-
ment for a declaration or certification confirm- 7.16 Budgetary Control
ing that all wages and statutory contributions Certificates of Variation of Works and

Chapter Seven
Certificates of Adjustment of Contract Sum pro- ensure are undertaken by his staff, are as fol-
vide financial authorisation and control by lows:
establishing the New Contract Sum. However, i) Familiarisation with the B of Q and its
because preparation (involving, as it often does, Preambles.
rate evaluation) may be protracted, and because ii) Routine monthly on-site and "from-the-
non-variation increases in quantity may not be Drawings" measurement.
dealt with until the original quantities are actual- iii) Special "Extra Work Item" measurement.
ly exceeded, they do not provide a very current iv) Preparation of standard
or accurate projection of ultimate cost, which measurement/computation forms.
both the Department and the Treasury require. v) Recording of measurement/computation
Accordingly, the Resident Engineer for every on standard forms.
roadwork contract must prepare at the end of vi) The keeping of progressive measurement
each month, a Schedule of Predicted Final Cost. files.
The Schedule must show, in the sequence indi- vii) The keeping of Progress/Measurement
cated: Drawings.
a) the New Contract Sum recorded in the viii)Final Measurement computation.
P.P.J.H.K. Form attached to the last previ ix) The recording and agreeing of Daywork
ously issued Variation Order (See data.
Chapter 7.11), x) The checking of V.O.P. accounts.
b) the estimated value of each Site xi) Preparation of Interim Certificates*.
Instruction Form or APP involving xii) Preparation of Certificates of Variation of
increased or decreased cost not already Works/Adjustment of Contract Sum or
covered by a Variation order, separate Certificates of Adjustment of
c) the value of any other anticipated Contract Sum. xiii) Fixing of unit
increase or decrease in quantities, rates*.
d) the estimated net value of any other xiv) Preparation of Schedule of Predicted
anticipated variation, and thus: Final Cost.
e) the Predicted Final Cost. * -------------------------------------------------------
The Schedule of Predicted Final Cost is to be Unless taken over by the QS in the JKR region-
presented in the Resident Engineer's Two al or HQ office.
Monthly Progress Report for the appropriate
month (see Chapter 9.07). 7.18 The Importance of Independent
The Schedule of Predicted Cost is concerned Control
only with construction cost but Standard As a conclusion to this chapter, it is necessary to
Detailed Abstract returns are made by the stress an important point of principle. It is cus-
Department which additionally cover items such tomary for the contractor to be strongly involved
as land acquisition, consultancy service and util- in measurement matters. He collects and pres-
ities costs. The revisions to the standard Detailed ents physical measurement data, produces
Abstracts which become necessary from time to Daywork records, prepares accounts and valua-
time may be dealt with off-site but the Resident tions and probably contributes to rate fixing
Engineer should consult the Engineer, Project exercises. Most of these activities are the ulti-
Co-ordinator, or other superior officer to deter- mate responsibility of the Engineer and his staff,
mine whether or not he is required to undertake or are at least intended to be undertaken jointly.
the revision or.provide data for it. It is vital that the role of the supervision team in
measurement does not become one of simply
7.17 Mandatory Duties "rubber stamping" work done by the contractor
and that the Resident Engineer and his staff
Measurement and Financial Control. duties as
exercise full and careful control and checking of
described in this chapter which are mandatory
all the processes leading to payment..
for the Resident Engineer, or which he must

Chapter Seven
* Unless taken over by the QS in the JKR region-

al or HQ office. FIGURE 7A
JABAT AN KERJA RAYA, CAWANGAN JALAN SIT E MEASUREMENT FORM NO: /
CONT RACT NO: / /
IT EM NO DESCRIPT ION LOCAT ION DAT E MEASUREMENT
FO R CO NTRACTO R: FO R JABATAN KERJA RAYA
.. DATE.. .DATE.
..DATE. .DATE.
SITE AGENT RESIDET ENGINEER

Chapter Seven
FIGURE 7B
JABAT AN KERJA RAYA, CAWANGAN JALAN SIT E MEASUREMENT FORM NO: 4 /
CONT RACT NO: / /

EART HWORKS:
4/3 Roadway Excavation/
4/6 Embankment
CHAINAGE C.S.A AVERAGE C.S.A LENGT H OF VOLUME CUMULAT IVE VOLUME
CUT /FILL (M3) (M3)
(M) (M2) (M2) (M) CUT FILL CUT FILL
.. DATE.. .DATE.
..DATE. .DATE.

Chapter Seven
FIGURE 7C
JABAT AN KERJA RAYA, CAWANGAN JALAN SIT E MEASUREMENT FORM NO: 4 /
CONT RACT NO: / /

PAVEMENT
6/3 Sub-base
CHAINAGE WIDT H NOMINAL CHECK REMARKS

VOLUME
T HICKNESS MINIMUM
T HICKNESS
(M) (M) (MM) (M3)
.. DATE.. .DATE.
..DATE .DATE.

Chapter Seven

Chapter Seven

Chapter Seven
FIGURE 7F

Chapter Seven

Chapter Seven

Chapter Seven

Chapter Seven

Chapter Seven

Chapter Seven

Chapter Eight
CHAPTER EIGHT : PROGRESS
CONTENTS 8.02 Engineer Responsibilities

Progress matters are not essentially* a contrac-
8.01 The Importance of tual responsibility of the Engineer and his staff,
Progress Matters but the whole supervision team does have a clear
duty to its employer, the Government, to bring
8.02 Engineer's
the project to timely completion. This is one of
Responsibilities
the important aspects of the total management
8.03 R.E.'s Aids to Progress concept advocated in Chapter One. So, although
8.04 The Monitoring and there may be numerous causes of delay which
Control of Progress neither the contractor nor the Engineer create
(for example late land release, protracted servic-
8.05 Contractor's Programme
es work, financing problems or national materi-
8.06 Programme Approval als shortages), the supervision staff must active-
8.07 Progress Chart and 'S' ly do all they can to help overcome delays and
Curve encourage progress. It goes without saying that
when it comes to progress matters over which
8.08 Regular Review of
the team does have direct influence, such as the
Progress provision of drawings and instructions etc,
8.09 Progress Meetings inspection, the giving of approval and the certi-
8.10 Action in the Event of fication of payment, the team must maintain a
Delay continuing sense of urgency.
8.11 Extension of the Contract * But see the Table 3/APP, Sections B4, 5 & 6
Period with reference to some duties of the Engineer
8.12 Determination of prescribed in the Conditions of Contract in the
Extension Period event of delay.
------------------------------------------------------ 8.03 R.E.'s Aids to Progress.

Particularising the foregoing generalities, the
8.01 The Importance of Progress Resident Engineer should regard the following
Matters. duties as an essential part of his job.
There is a pressing need to improve and main- (1) Ensure through the early provision of Land
tain a better record of prompt completion of road Plans and close contact with the appropriate
contracts administered by the Department. Land Office that the site is made available to
Apart from social benefit aspects, substantial the contractor at the proper time.
economic losses can result from delays in com- (2) Provide instructions and drawings covering
pletion. The investment that Government makes variations or the necessary amplification or
in the form of interim payments during the con- clarification of the original documents
struction period produces no return until the road quickly.
(or at least part of it) comes into public use and (3) Ensure that site staff attend to inspection
failure to complete on time confounds the eco- and testing duties promptly and issue
nomic return figures on which the viability of approvals for sequential operations as soon
the project is based. More direct losses occur if as possible, or
the contractor successfully claims extra costs inform the contractor of necessary correc-
arising from delays not of his making. tions; warn the contractor in advance if defi-
ciencies in preparation are observed.

Chapter Eight
(4) Prepare interim certificates on time and pass

them on quickly for signature and 8.05 Contractor's Programmes.
processing. Programmes presented by the contractor should
(5) Use any departmental or other governmen take one of the following three forms.
tal influence to earmark, for the project,
1. operational Networks,
materials in short supply.
2. Vector Charts, or
(6) Liaise with service authorities and pre-plan
3. Simple Bar Charts.
service diversions.
(7) Monitor progress on a regular basis and take The Engineer may, in addition, ask the contrac-
corrective action where necessary. tor to submit simple calculations of material
(8) Report promptly to the Engineer delays to requirements and output in support of his pro-
the scheduled programme which develop. gramme.
(9) Examine with the contractor possibilities Most road jobs have a relatively simple opera-
for redesign or reprogramming which may tion train so that critical path networks are often
be helpful in overcoming delays which are unnecessary. However, if complicated services
affecting, or threatening, progress (but see or traffic diversions are involved (which is the
also last paragraph of Chapter 8.10) case in many urban schemes) network pro-
grammes can be valuable. They are also useful
8.04 The Monitoring and Control of for programming major structure operations.
Progress. Further, general networks are valuable for extra
Turning to the subject of practical measures time and cost determination in delay circum-
involved in the monitoring and controlling of stances.
progress, the most essential tool is the contrac- Vector Charts can be prepared for Bill of
tor's works- programme. In most contract forms Quantities sections for more detailed groups of
the contractor"-~is required to present his pro- items) using vertical time scales and horizontal
posals for the--'Engineer's approval within a chainage coordinates. They are particularly suit-
stipulated period of the Notice to Proceed. Since able for roadworks because many work output
the programme has both practical and contractu- requirements are proportional to chainage length
al significance it should be found to be realistic and adopt common vector slopes.
before it is approved. Simple Bar Charts, prepared for groups of Bill
The importance of the programme is threefold: of Quantities items on a horizontal time base
1. It is the basis for the whole day to day and with chainage or other location or structure data,
long term planning of the contractor's are suitable for uncomplicated contracts.
operations, procurement of materials and Whilst Vector Charts or Bar Charts are appropri-
commitment of plant and labour ate for the roadwork operations of many con-
resources. if it. is seriously impractical tracts, they give little scope for the detailed plan-
the contractor may find himself in a real, ning of major structures and the combination of
but previously undiscerned, delay situa- Vector or Bar Charts for roadwork operations,
tion late in the contract period, when he is together with network programmes for major
unable to recover the backlog. structures, can be a suitable approach.
2. It is the yardstick against which all Examples of the three types of programme are
progress is measured and against which given in Figures 8A, 8B and 8C on pages 8/12,
requirements for any necessary 8/13 & 8/14.
acceleration can be determined. In the case of small contractors with little pro-
3. In the event of claims for delay costs it is gramming experience, the RE may assist in the
the means of determining the effect of preparation of the programme which must, how-
obstructions, and the cost of non-delay ever, be presented formally as the contractor's
situation operations, against which the proposal.
extra cost of the actual delay situation
operations can be assessed.

Chapter Eight
8.06 Programme Approval. Manufacturing Plant may be as low as 60% of

In checking that the contractor's programme is the rated output.
practicable before approving it, the Resident If appropriate, the Engineer (or his
Engineer should include the following points in Respresentative) should require the contractor to
his examination. make any alterations that the examination of the
original programme has indicated to be neces-
1. Is the length of the mobilisation period sary. When the programme is acceptable in form
practical for establishing plant, offices and and content, the Engineer should give his
laboratory before the scheduled date of the approval to the contractor in writing. Obtaining
first operations, or are special alternative and checking the contractor's programme for
arrangments for temporary supply of materi- approval is mandatory for the RE.
als, hire of plant etc., practicable?
2. Is the scheduled sequencing of operations 8.07 Progress Chart and 'S' Curve.
suitable? Are any special specified sequence Once an approved programme is available, the
arrangements observed? Resident Engineer should ask the contractor to
3. Are the assumed quantities correct? A coarse prepare a detailed Progress Chart and from it the
ch eck on the Bill of Quantities should be financial progress 'S' Curve. Both should be
run. checked by the RE. These are mandatory
4. Is the output capacity of the proposed labour requirements.
force and mobile plant fleet adequate to meet
Figure 8D on page 8/15 gives an example of a
the scheduled rates of progress?
Progress Chart with which the 'S' Curve has
5. Are the acquisition rates of materials and stor
been combined. It is equally possible to pre-
age capacities adequate?
pare the two as separate charts, of course, pro-
6. Is the output of static plant adequate?
viding better clarity.
a. Quarry facilities - drilling, blasting,
loading, trucking. For the Progress Chart the work value of the
b. Crushing, screening, washing. programme month by month is assessed, broken
c. Concrete plant down at least into Bill of Quantities Sections, but
d. Asphalt plant preferably subdivided into the major operational
item groups. For example, the "Pavement" sec-
7. Has the effect of daily weather patterns and
tion will raise item groups for SubBase, Base
seasonal weather constraints been taken into
and Surfacing. The monthly figures for each sec-
account?
tion or item group are expresed as a percentage
8. Has the effect of major public holidays been
of the total for the whole contract period and
allowed for ?
inserted against the "Scheduled" bar for the par-
9. Has the disrupting effect of service diversions
ticular item.
and existing road traffic been taken into
account? As construction proceeds the percentage value
10. Has adequate float time for clearing up and of work completed month by month under each
contingencies been allowed? item group is determined, usually based on the
interim certificate measurements. An open bar is
In assessing the capacity of mobile plant, manu-
provided for each item group below the
facturer's literature, reference books or selling
"Scheduled" figure bar and the actual percentage
agents' organisations can be consulted. The
completion figure is written in each month., The
capacity figures obtained may need adjustment
open bar is then coloured in to the limit that the
for equipment which is old or in poor condition.
"Actual" completion represents on the
As far as static plant is concerned, hourly out-
"Scheduled" bar. In this way it is possible to see,
put ratings are usually quoted by the manufac-
at a glance, the extent to which any item group
turers but these are often highly optimistic. For
or section is behind, or ahead of schedule and it
example, the maximum output that can reason-
is a simple matter to express this as delay or
ably be achieved from an Asphalt
advance of so many months.

Chapter Eight
tional and contractual points which the local site

At the foot of the Chart, horizontal columns are staff have been unable to resolve during the
provided for "Scheduled" and "Actual" monthly month, but on which the more senior personnel
cumulative totals aggregated from completed attending may be able to give rulings, or reach
work values in dollars, for all the item groups. agreement.
In determining percentage completion figures in 'A site visit to the works should be undertaken by
assessments of progress or delay periods, the the members of the meeting on the same day.
Predicted Final Cost (see Chapter 7.16) should
be used, not the original contract sum. It will 8.10 Action in the Event o Delay.
therefore be necessary to update the figures on
It should be remembered that some Conditions
the Progress Chart from time to time, although
of Contract forms * give the Engineer the right
this is not considered necessary for changes less
to require the contractor to revise his programme
than 2%.
in the event o delay. If accumulated delay
exceeds say 20% in financial terms this right
8.08 Regular Review of Progress.
should certainly be exercised. As a further and
The progress situation should come under more formal step, Clause 46 of the CEWI,
monthly review by the Resident Engineer. The FIDIC and I.C.B. Conditions of Contract oblige
Progress Chart, if it is updated conscientiously, the Engineer to notify the contractor if, in the
will reveal operations which are subject to delay, Engineer's opinion, progress is "....too slow for
but it is also necessary to identify areas of poten- the completion of the Works by the prescribed
tial delay in critical operations, or sequencing time ..." The contractor must then take steps
problems which may arise in the future. If the agreed with the Engineer to expedite progress.
programmes consist of Bar or Vector Charts, Measures to expedite may well include the com-
these problems may not be very obvious and mitting of additional resources of plant and
will only be revealed after careful examination. labour. (See also Sections B2 and 4 of Table
Prints of the contract drawings which show pro- 3/APP)
gressive completion of the various items of work As noted in Chapter 8.03 (9) the Resident
by colour coding are helpful in illustrating the Engineer should co-operate with the contractor
current progress situation. They perform a joint to find ways of overcoming delay either through
function as Progress/Measurement Drawings re-design or reprogramming.
and are dealt with in Chapter 7.09.
However, on a point of contractual detail, if the
circumstances of delay can be shown by the
8.09 Progress Meetings.
contractor to be not of his making, but the result
The Resident Engineer should arrange for of some external influence or the Employer's
Progress Meetings to be held at his site office fault, then the contractor may be able to claim
with the contractor at monthly intervals. It is extra costs for the measures he takes in order to
desirable that the meetings should be attended accelerate progress. Resident Engineers should
by the Engineer and a director of the contracting therefore give no instruction, nor make any
company. In the case of supervision by consult- agreement with the contractor, without first
ants a principal of the firm (preferably the informing their superior officer and discussing
Project Manager) should attend. Where consult- the implications with him.
ants are involved in design only, representatives
may also be asked to attend in appropriate cir- * 203 CEW1 and I.C.B. C1.14.(2); FIDIC
cumstances. At the meeting, the overall progress C1.14.2.
situation should be discussed, detailed causes of
any delay should be identified and agreement 8.11 Extension of the Contract Period.
reached as to how they should be overcome. I n
In certain circumstances of delay it is necessary
addition to dealing with progress matters, the
for the Engineer to extend the construction peri-
meetings are a useful forum for raising construc-
od beyond that provided in the contract.

Chapter Eight
Generally speaking grounds for extension are delay.

external influences on the contractors operations 2. In spite of delaying factors the contractor is
or default on the part of the Employer. T h e still required to use his "best endeavours" to
contract period must not be extended under cir- avoid delays. These may include rescheduling
cumstances which are entirely the fault, or con- his operations but clearly, if he incurs extra
tractual responsibility of the contractor. expense as a result of measures he takes, he may
Grounds for extension are formalised (not nec- have a justifiable claim for reimbursement.
essarilly exhaustively) in the Conditions of 3. To qualify for extension the delay must be
Contract. In the case of the, 203 CEWI and such as to unavoidably extend some works
I.C.B. "Conditions" the major clauses to note activity beyond the end of the original construc-
are: tion period. It is therefore necessary to examine
a) Clause 12 Adverse Physical condi- the effect of the obstruction upon the most time-
tions or obstructions. critical train of operations. Network pro-
b) Clause 42 Employers failure to programmes can be particularly useful in identify-
vide the site. ing the critical elements. The procedure fol-
c) Clause 44 Various causes noted in lowed is to restart the critical path at the date the
sub clauses a-i. obstruction ceases and allow the same construc-
Similar provisions are to be found in the FIDIC tion periods for the remaining operations as the
"Conditions" except that whilst Clause 12 deals original programme allowed, unless some
with the extra cost of Adverse Physical redesign or reprogramming makes it practical to
Conditions, time extension on these grounds is reduce these periods. If there is no approved pro-
not mentioned specifically in the Clause. gramme network an attempt trust still be made
In the Form 203A "Conditions" there is no " to establish the effect on time- critical opera-
Adverse Physical Conditions or obstructions" tions.
clause (but this does not necessarily exclude
4. On no account should several delaying
claims for extension on these grounds). Clause
events or circumstances be simply aggregated to
43 of Form 203A has sub clauses similar to
give a total delay period, without assessing the
those of Clause 44 of 203 CEWI except that
critical effect as outlined in 3 above. The time
inability to secure materials and the employer's
allowed for the most critical delay may well
failure to provide the site on time are entered as
envelope the time consumed by another.
grounds for extension (extra costs connected
with land delays however are ruled out by 5. The granting of an extension" of the contract
Clause 38.d). period relieves the contractor of the liability for
Liquidated Damages and usually opens the door
A more comprehensive listing of the clauses in
to claims for extra cost which may be substan-
the various Conditions of contract which pro-
tial. Officers determining extensions should
vide grounds for extension are given in Section
therefore carefully ensure that there are genuine
B(5) and (6) of Table 3/APP.
and justifiable grounds before doing so.
Clearly it is important to consult the contract's
particular Conditions of Contract when consid- 8.13 Co-incident Delays
ering what grounds, if any, are appropriate for
It often happens that determination of the exten-
extension.
sion period is complicated by delays caused by
the contractor, which are either totally or partial-
8.12 Determination of Extension
ly coincident in time with those for which the
Period.
Employer carries responsibility.
The following points should be noted in deter-
In these cases, it is necessary to apportion liabil-
mining extensions.
ity between the contractor and the Employer
1. Delaying or obstructing influences do not in when determining an extension, which will, in
themselves constitute grounds for an award of turn, affect the contractor's liability for
extra time - there must an actual occurence of Liquidated Damages. It is difficult to formulate

Chapter Eight
general rules for apportionment which apply to

all circumstances and each case should be inves- 8.16 Extension of Insurances
tigated on its own merits. Site staff should In the event of extension of the contract period,
refer such cases to the Engineer or their Co-ordi- the Resident Engineer should ensure that all the
nator and ensure that the officer determining any contract insurances (see Chapter 4.4 c) are
extension is aware of all the facts affecting the renewed by the contractor, as necessary, at their
issue. original expiry dates. In the event of failure of
Even if the contractor's delays are adjudged not the contractor to effect renewal, the Engineer
to be a factor affecting the length of the exten- should arrange for renewal by the Department
sion period, they maystill be relevant to the and deduct the cost of the premiums from
assessment of costs awarded to the contractor monies due to the contractor.
for delay and extension.
8.17 Quality versus Progress.
8.14 Extension Certificate. One last word on the subject of progress. It has
The decision to extend the contract period already been said that supervision staff should
should not be taken hastily. The Engineer must encourage progress and make strenuous efforts
be convinced that the contractor is not able to to overcome delay. 'They should co-operate with
recover delay during the remaining part of the the contractor and give him their support to this
original contract period. On the other hand, if end. However, in doing so, no one in the super-
extension is denied or delayed when it is clearly vision team should ever relax specified stan-
justifiable and advisable, the Employer may face dards which their engineering judgement tells
an irrefutable claim for cost incurred by the con- them are essential, ignore the requirements of
tractor in accelerating his operations to complete good construction practice, or abandon neces-
within the original contract period. It is there- sary testing or other control techniques, in an
fore, a decision which requires careful and rea- attempt to short-cut the time required to provide
soned judgement. an acceptable result. The quality is remembered
If it is decided that an extension must be granted long after the completion date is forgotten.
an Extension Certificate should be prepared for
the Engineer's signature on Form JKR 203T Pin
4/83 "Certificate of Delay and Extension of
Time". The Form quotes the length of extension
and the reasons for it - a blank copy is shown in
Figure 8E on pages 8/16-17.
8.15 Certificate of Non-Completion.

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

Chapter Eight

Chapter Eight

Chapter Eight

Chapter Eight
FIGURE 8E
(JKR.203T Pin.4/83)
KERAJAAN...........................
JABATAN KERJA RAYA
PERAKUAN KELAMBATAN DAN LANJUTAN MASA No...............

(CERTIFICATE OF DELAY AND EXTENSION OF TIME No.............)
Rujukan................................. Pejabat............................
....
........
.
Tarikh............................. .
Kepada...........................
.......................................
(Kontraktor)
Berdaftar dengan JKR dalam Kelas ..................."
Kontrak No............................,............:..................... ........... .....................................
Kontrak untuk.............................................................................................................
Bahagian*................................................................................................................... Section*
Dengan ini saya memperakui bahawa kemajuan dan penyiapan Kerja-Kerja/ Bahagian Kerja
I hereby certify that the progress and completion of the Works/Section of the
Kerja* seperti yang tersebut di atas mungkin/ telah* terlambat melewati Tarikh Siap seperti
Works* as mentioned above is likely to be / has been* delayed beyond the Date for Completion
yang dinyatakan dalam Lampiran kepada Syarat-Syarat Kontrak atau melewati Tarikh
stated in the Appendix to the Conditions of Contract or beyond the extended Date
Lanjutan Siap yang telah dibenarkan sebelum ini, iaitu.........................................................

for Completion previously approved i.e.
dengan sebab/sebab-sebab berikut:

due to the following reason/reasons.
Sebab/sebab-sebab Klausa Tempoh Kelambatan dan Lanjutan Masa

(reasonlreasons) (Clause) (Period of Delay and Extension of Time)
..................................... ............................. .................................................................
.................................... ............................. .................................................................
.................................... ............................. ................................................................

Chapter Eight

Chapter Nine
CHAPTER NINE : REPORTS
CONTENTS (6) Special Non-Periodic Reports

(7) Weather Report (8) Completion Report
9.01 Introduction Comments on the requirements for each of
these reports are given in the following
9.02 Reports Required sections of this chapter.
9.03 Contractor's Daily / Weekly
Advance Works Reports 9.03 Contractor's Daily/Weekly
9.04 Contractor's Monthly Advance Works Reports
Progress Report The purpose of these reports is to keep the
Resident Engineer informed in advance of the
9.05 Daily Site Diary
contractor's detailed programme so that he can
9.06 Daily Inspection Reports organise the supervision activities of his own
9.07 Resident Engineer's Two team and prepare for necessary checking and
Monthly Progress Report testing and provision of required data. Whether
the reports should be presented on a daily or
9.08 Special Non - Periodic
weekly basis, or both, will depend on the size of
Reports the contract and the complexity of the works and
9.09 Weather Report the contractor's programming for them. The sub-
9.10 Completion Report ject should be a matter for discussion with the
contractor's agent during the inception period.
------------------------------------------------------ On small contracts (say with a value less than $2
million) a daily handwritten report by the con-
9.01 Introduction tractor's general foreman will probably suffice.
Reporting is regarded as a burdensome task by On the largest projects, typed-up reports present-
most site staff but it is a necessary duty both to ed on a weekly basis by the contractor's agent
provide essential recorded data and to ensure will probably be required in addition to the daily
that superior officers based away from the site report mentioned above. For both daily and
are adequately briefed. weekly reports the following information should
be given:
Promptitude is important. Information presented
a) under each Bill of Quantities heading,
long after it is current may be of little value to
details of completed work operations
those who have to take action on it. Further,
intended, quoting chainange limits,
early preparation when events are still clear in
particular structures or other location data;
the mind encourages accuracy and completeness
b) preparatory work to be undertaken in
and makes the job easier. The longer it is left the
connection with (a);
harder and more time consuming it becomes.
c) any special working hours or overtime
arrangements proposed;
9.02 Reports Required
d) any special test or other check requirements
The following reports are required. anticipated;
From the contractor to the Resident Engineer: e) major supplies or stockpiling of materials
(1) Daily/Weekly Advance Works Report anticipated;
(2) Monthly Progress Report By the f) any special operational arrangements for
Supervision Team: major plant items e.g. downtime for
(3) Daily Site Diary maintenance of crushers, asphalt plant, etc.,
(4) Daily Inspection Reports travelling of mobile plant.
(5) Resident Engineer's Two-Monthly Progress
Daily Reports should be required to be present-
Report

Chapter Nine
ed not later than 3.00 pm on the previous day from the supervision team staff. A single Daily
and Weekly Reports not later than 3.00 pm on Site Diary is to be kept on every contract site. It
Wednesday or Friday for the following week is to be written up by hand in the standard book
depending on which weekly calendar is adopted form obtainable from JKR HQ. The front pages
by the State concerned. of the book give instructions for use. An abstract
including these pages and the 2 page-a-day
9.04 Contractor's Monthly Progress sheets for the actual Diary entries appears in the
Report Appendix to this chapter.
This is an important provider of recorded data The daily completion and signature of the Diary
and as such needs to be carefully read and- is the responsibility of the Resident Engineer
checked by the Resident Engineer by reference except where RE's do not have a daily presence
to the reports from his own staff, or by visits to on the site but "travel", supervising a number of
the site. AnY points found to be in error or mis- sites. In this latter circumstance, the RE will del-
leading, unless trivial, must be repudiated by the egate one (or not more than two) on-site staff
RE in writing. members to make the entries and sign the Diary
The Report (which can, to a large extent, rely on each day. The R.E. will read and countersign the
tabular presentation) should contain =the fol- entries during his next visit to the site and note
lowing information. his visit on the appropriate day's page.
a) Monthly and cumulative percentage- The blank Site Diary pages copied in the
progress based on estimated total value of Appendix to this chapter give an indication of
work completed against current contract the information that is to be recorded in the
sum. Diary but it should be added that it is intended to
b) Details of major items of work completed show both the contractor's operational and
during the month, noting location and supervison staff's activity. Also, by means of
approx. quantities (this information may be countersignature by contractor's staff, it can be
presented graphically on A3 size drawings). used to confirm and record instructions and
c) schedule of plant operational on site. approvals given by the supervision team.
d) schedule of labour, operators and staff However, the preference 'for Daily Inspector's
engaged on site. Reports (see Chapter 9.06), for Site Instruction
e) Weather report and a note of days lost due to Forms (Chapter 6.10) and for Approval Chits
weather. (see Chapter 5.15) as opposed to Site Diary
f) Photographs of work under construction or entries for these various purposes, should be
completed. noted.
The Report should be received by the Resident Regardless of whatever other records are kept
Engineer by the fifth day of the succeeding however, the Daily Site Diary is an important
month providing this is compatible with the site document and its loss can be a serious mat-
dates fixed for progress meetings and prepara- ter. when not actually in use it should, like all
tion of interim payment certificates. The obtain- other records, be kept under lock and key. The
ing of the Report should be regarded by the R.E. keeping of the Daily Site Diary as outlined in
as a mandatory obligation although clearly this this section is a mandatory requirement.
requires the co-operation of the contractor who
has no. such contractual obligation. If the 9.06 Daily Inspection Reports
contractor persistently refuses to comply with It has already been noted that Resident
the requirement the R.E. must inform h i s Engineers (or delegated subordinates) have a
Engineer or departmental chief officer who will responsibility to keep and contribute to the Daily
decide what action to take. Site Diary. All other staff engaged on inspection
duties (see Chapter Five) also have a daily
9.05 Daily Site Diary reporting obligation. Where more than two
This is the first on the list of reports required supervision staff members with daily reporting

Chapter Nine
obligations are engaged on a site, the Diary iii) access roads and office location,
pages will have insufficient space for the pur- iv) contractor's plant compound and quarry
pose and all inspectors on that site should pre- locations
pare individual Inspection Reports every day. (3) Contract Data Schedule showing salient
This is a mandatory requirement. Even on small information such as:
sites engaging only one or two supervision staff i) Contractors name.
the use of daily Inspection Reports is preferred ii) Original Contract Sum.
either as an alternative, or an addition to, Site iii) Current Contract Sum.
Diary Entries. iv) Contract Period.
v) Original Start Date.
The Reports are to be made on standard forms, vi) Original Completion Date.
a blank copy of which is reproduced in Figure vii) Extended Completion Date.
9A. (4) Narrative - approx 2,000 words.
Figure 9B gives an example of a completed i)Introduction giving value of work
form. completed during month and actual
The vertical columns with numbered headings cumulative percentage completion against
provide a valuable check list for inspectors each scheduled figure and thus progress,
of whom should keep blanks of the form (delay/advance) in months; new work items
(together a copy of sections of the Specification or stages started; special problems
appropriate to their work) on a clipboard as they encountered; reasons for delay.
go about their site duties. ii) Construction Progress.
The forms can be prepared progressively Major work items executed during month
through-out the day and should, whenever pos- with approx. quantities, chainage, locations,
sible, be completed as the last of the working etc.
day's activity. In any case, the Reports are to be iii) Contractual Issues.
signed and lodged with the Resident Engineer or Dispute or claim issues raised, progressed
his office by noon on the following working day. or resolved during the month
iv) Conclusion.
9.07 Resident Engineer's Two- Noting prospects for completion on time or
Monthly Progress Report predicted final delay; Estimated Final
Contract Sum; assessment of quality
The preparation of this Report is the responsibil-
standards achieved and contractor's general
ity of the Resident Engineer but he should draw
performance.
contributions from his staff such as Assistant or
Section Engineers, the Testing Engineer and (5) Appendices
Q.S. Data submitted in the Contractor's Monthly i) Progress Chart for the end of the report
Report can also be used after suitable checking. period
Like the Contractor's Report, the RE's Progress ii) Diagramatic representation of completed
Report can rely largely on scheduled data in its work (see Chapter 9.04b)
presentation but should additionally carry a iii) Contractor's plant schedule
short narrative which summarises the most iv) Contractor's staff and labour schedule
essential information and provides subjective v) Cumulative Record of Payment Certificates
comment. Issued showing payment and completed
work values
The contents of the Two-Monthly Progress
vi) Schedule of Predicted Final Cost
Report should be as follows.
(see Chapter 7.16)
(1) Brief Description of Project vii) Schedule of Claims viii) Summary of
- approx 200 words. Testing showing number and category of
(2) Project Route Map showing: tests conducted, compliance and failure
i)route alignment, ix) Weather Record (see Chapter 9.09)
ii) topographical features,
(6) Progress Photographs

Chapter Nine
Approx. 10 in number showing typical exam- piled into a regular report prepared on a month-
ples of work under construction and completed - ly basis. The taking and recording of the read-
both satisfactory and unsatisfactory, if applica- ings and the preparation of the Report should be
ble. Prints of photographs presented with the made the responsibility of the Testing
contractor's report may be utilised for this pur- Engineer, Testing Technician or other member
pose. of the supervision team assigned to testing
For projects with a contract value less than $2 duties.
million, Appendix items 5 ii, iii and iv can be Only three items need to be featured in the
omitted and only the information listed in items Weather Report. They are:
4(i) and 4(iv) need be given in the Narrative. Daily Rainfall
Fifteen copies of the Two Monthly Progress Flood Occurrence
Report are to be prepared and forwarded to the Daily Temperature
Engineer or departmental chief officer by the Meteorological stations exist at a number of
fifthteenth day of the succeeding month. points throughout the country but they are too
The preparation of the Report as detailed in widely spread to be likely to provide data on
Chapter 9.07 is a mandatory requirement. localised weather conditions on most contracts
9.08 Special Non-Periodic Reports and it is therefore usually necessary to rely on
In addition to the brief accounts of special issues data obtained by the supervision staff at the site
and occurrences which can be given in the nar- itself.*
rative section of the Two- Monthly Progress If weather recording equipment is provided
Reports, it may be necessary for the Resident under the terms of the contract or is made avail-
Engineer to prepare more comprehensive able from central or regional laboratories it will
reports on special topics from time to time in consist of a simple rain gauge and a maximum/
order to keep his superior officers properly minimum thermometer.
briefed. Matters which may need to be dealt
with in this way include the following. * If meteorological stations do happen to be
1. Special design-related or constructional located within 20 kms of the site there is no rea-
problems such as weak ground, subgrade or son why data from them should not be quoted to
structure foundation conditions, piling test augment the site data.
or set problems.
2. Action required to be taken in the event of a) Daily Rainfall
test result failures or persistent poor quality The rain guage should be established in a secure
control or workmanship on the contractor's position in the vicinity of the laboratory but not
part. sufficiently close to any building or elevated
3. Contractual disputes concerned with structure which creates a rain "shadow" at the
instructions, approvals, interpretation of guage. If the project route is long it is desirable
documents, claim issues, etc. to establish additional guages at 15-20 km inter-
4. Redesign requirements for technical or vals. The guages are to be read at set times
financial reasons. approximating to the start and finish of the con-
5. Progress, programming and delay tractor's normal working hours. The data should
situations. be recorded in either simple tabulated or histo-
graph form. If no rain guage is provided the
9.09 Weather Report assistant responsible for the weather report is to
Weather exerts a significant influence on road record the hours during which rain falls with an
construction operations and their progress. assessment of its intensity ie. "light", "medi-
Exceptional weather conditions can be an um" or "heavy". In any case, the time and dura-
important factor in delay claims presented by the tion of rainfall should be recorded as accurately
contractor. it is, therefore, necessary to record as possible.
simple weather data. The data should be com- b) Flood Occurrence

Chapter Nine
Any incident in which rivers or other water

courses within or adjacent to the site overtop
their banks in such a way as to affect construc-
tion operations are to be recorded. The data
should include the date, time, duration, level and
extent of the flooding.
c) Temperature
The thermometer is to be fixed in a secure, shad-
ed position and read at the end of each working
day. Maximum and minimum values are to be
recorded. Readings should also be taken at other
times during the day in the event of the possibil-
ity of limiting air temperatures for concreting
work being exceeded.
d) Preparation of Weather Report
At the end of each month the assigned staff
member is to compile a Weather Report. It is to
be forwarded to the contractor who should be
required to confirm his agreement with the fig-
ures. The Reports are to be summarised as an
appendixed item to the Two Monthly Progress
Report. The preparation of the Weather Report
as detailed in this section is a mandatory require-
ment.
9.10 Completion Reports

The preparation of these reports is dealt with in
Chapters 12.08 and 12.09.
APPENDIX TO CHAPTER NINE
ABSTRACT OF DAILY SITE DIARY

BOOK
Page No.
Cover Sheet APP 9

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

Chapter Nine

Chapter Nine

Chapter Nine

Chapter Nine
CABUTAN BUTIRAN KONTRAK
Nama Kontraktor: .........................................................................................

Alamat.............................................................................................................
Harga Kontrak Asal........................................................................................
Tarikh Milik Tapak Bina . ..................................................................................
Tarikh M ula Kerja Sebenar...............................................................................
Tarikh Siap Bagi Kesemua Kerja........................................................................
Penyiapan Berbahgian-Bahagian:
Seksyen/Bahagian.................... Tarikh MilikTapak....................Tarikh Siap............
SeksyenlBahagian.....................Tarikh MilikTapak.....................Tarikh Siap..........
SeksyenlBahagian.....................Tarikh MilikTapak........ ............Tarikh Siap.........
Perakuan Kelambatan dan Lanjutan Masa

Perakuan Pertama ...................................................................................
Perakuan Kedua.......................................................................................
Perakuan Ketiga .....................................................................................
lnsurans/PERKESO:
Polisi................................................................................................
Tempoh Kuatkuasa Dari................................... hingga...................................
Tempoh Lanjutan Pertama sehingga ..............................
Tempoh Lanjutan Kedua sehingga..........:......................
Tempoh Lanjutan Ketiga sehingga.................................
Polisi................................................................................
Tempoh Kuatkuasa Dari............. ...................... hingga....................................
Tempoh Lanjutan Pertama sehingga...............................
Tempoh Lanjutan Kedua sehingga.................................
Polisi................................................................................................
Tempoh Kuatkuasa Dari................................... hingga...................................
Tempoh Lanjutan Pertama sehingga...............................
Tempoh Lanjutan Kedua sehingga.................................
Nombor Kod Kontraktor
(Skim P E R K ES O)...........................................................................................
A/2
APP 9/73

Chapter Nine
ARAHAN-ARAHAN UNTUK PENGGUNAAN
1. Buku Harian in! hendaklah digunakan setiap hari bekerja oleh

Penyelia Tapak Bina J.K.R. dari bermulanya projek hingga penyiapan
yang terakhir.
2. Catatan hahan yang dimasukkan dalam Buku Harian Tapak Bina

hendaklah ditandatangani oleh Pegawai Penyelia serta wakil
Kontraktor pada setiap hari.
3. Butir-butir berikut hendaklah dimasukkan setiap hari bekerja di bawah

tajuk perkara seperti: Bilangan pekerja-pekerja yang diambil bekerja di
Tapak Bina:
(a) Isikan petak-petak yang disediakan dengan jenis kerja utama

atau pekerjaan yang dijalankan den Kontraktor dan
Subkontraktor Dinamakan serta bilangan pekerja mengikut
pecahan kaum. Maklumat ini hendaklah diisi secara berasingan
bagi Kontraktor dan Subkontraktor Dinamakan. Isikan petak
bagi Jumlah Pekerja Tempatan dan juga ruangan untuk Jumlah
Pekerja bagi Kontraktor ban Subkontraktor Dinamakan.
(b) Catatkan masalah yang berkaitan dengan pekerja seperti
perselisihan pekerja, kekurangan pekerja, melakukan salah
laku, pemecatan pekerja, kemungkiran membayargaji,dan lain
lain yang mungkin mengendalakan kerja.
Kuantiti bahan-bahan yang diterima:

Catatkan dengan ringkas kuantiti bahan-bahan utama yang diterima.
Arahan
Pegawai Penguasa:
Catatkan semua arahan yang diterima secara lisan, melalui telefon
dan bertulis.
Kerja yang dibina hari ini:

Catatkan dengan ringkas kerja utama yang telah dijalankan pada hari
tersebutyang menunjukkan keadaan kemajuan.

Chapter Nine
Loji, alat dan kelengkapan Kontraktor, Subkontraktor,

Dinamakan, pekerjaan dan waktu kerja sebenar:
Catatkan semua loji, W at keiengkapan yang digunakan, pekerjaan serta waktu bekerja
sebenar di dalam petak-petak yang disediakan. Maklumat ini hendaklah diisi secara
berasingan dengan menandakan (K) bagi loji, alat dan keiengkapan kep-unyaan Kontraktor
dan (SKN.) bagi loji, alat dan'kelengkapan kepunyaan. Subkontraklor Dinamakan.
Catatan-catatan Lain:
a. Catatkan mana-mana perkara berikut sekiranya berlaku.
Jika ruang tidak mencukupi, sila gunakan muka surat kosong di akhir
buku harian ini.
i) Kekurangan bahan-bahan dan loji. alas dan keiengkapan di Tapak Sina:
ii) Menggantung perjalanan seluruh atau mana-mana bahagian- kerja
kerana perselisihan, kekurangan pelan/luki.san, Arahan Pegawai
Penguasa, "force majeure" , clan lain-lain;
iii) Kerja lebih mana:
iv) Penerim.aan pelanllukisan dan butiran;
v) Pengukuran semula dan penilaian ke atas kerb yang dliaksanakan;
vi) Arahan Pegawai Penguasa mengenai loji, alat dart keiengkapan yang
tidak digunakan dan juga menunggu arahan lanjut;
vii) Kuantiii bahan-bahan yang diterima dari PERNAS.
viii) Tidak mematuhi Undang-undang dari Syarat-syarat yang terdapat di
dalam kontrak;
ix) Percangcahan atau pemesongan yanc terdapat di dalam Dokumen Kontrak;
x) Penerimaan sampil, menguji bahan dan pemeriksaan kerja tertutup serta
butir-'butir ujian/ pemeriksaan tersebut;
xi) Semua lenls kemalancan a`au setaranc kejadlan Yang mekbatkan kerja: xii)
Masalan persekitaran(banjir, tanah runtuh dan lain-Iain) yang melibatkan kerja;
xiii) Lawatan Pegawai Penguasa;/Waklinya dan Pelawat.-pelawat yang dibenarkan;
xiv) Fosil dan lain-lain yang diternui di tapak bina:
xv) Permintaan olen "Pegawaf Penguasa/Wakilnya rnengenai sebarang
rekod seperti butir-butir yang telah dikorek atau digali dan lain-lain;
xvi) Perkara-perkara lain yang tidak dinyatakan di atas.
4. Semua kiub konkrit diuji yang telah diambil hendaklah direkodkan di dalam Jadual
Konkrit Kiub Diuji yang teodapat di akhir muka Buku Harian ini. Keputusan ujian,
boiehlah direkodkan dikemudian hari.
5. Sebagai tambahan kepada merekod hasil-hasil pengujian kiub konkrit. hasil terakhir
ujian bagi C.B.R disitu, ketumpatan, kandungan kelembapan, menggred, bitumen
recovery uiian Marshall dan lain-lain adalah juga perlu direkodkan dalam format
yang direkabentuk oleh pengguna-pengguna dengan menggunakan ruang-ruang
kosong yang disediakan dalam Buku Harian Tapak Bina ini.
6. Muka-muka suratyana kosong di akhir muka Buku Harian ini hendaklah juga
digunakan untuk membuat lakaran-lakararn dan laporan kejadlan-ke)adianiaktiviti-
aktiviti harian yang disediakan, disambung sekiranya halaman dalam muka surai
yang diperuntukan tidak mencukupi. Sebavang catatan hendaklah diberi fiarikh dan
mengikut aturan. .
A/4
APP9/5

Chapter Nine
Tarikh.Waktu kerja buruh dari pukul.hingga

Waktu hujan
Dari.hingga.
Dari.hingga.
Dari.hingga.
(Nyatakan samaada lebat atau tidak
Kerja-kerja tergendala kerana hujan:
..
..
..
Bilangan pekerja-pekerja yang diambil bekerja di Tapak Bina

Bil Kontrak/ Melayu Cina India Lain-lain Jumlah Pekerja Catatan
subkontrak + Tempatan
Jenis Kerja/Pekerjaan

...
..
Jumlah Pekerja
(i) Kontraktor.
(ii)Subkontraktor
Dinamakan
+ Sila asingkan rekod untuk

pekerja kontraktor dengan
pekerja Subkontraktor
Dinamakan
* Pekerja Mahir
**Pekerja Tidak Mahir
Kuantiti bahan-bahan yang diterima

A/5
APP 9/6

Chapter Nine
Arahan Pegaw ai Penguasa

.
..
..
Kerja yang dibina hari ini
..
..
..
Loji, alat dan kelengkapan Kontraktor, Subkontraktor Dinamakan, pekerjaan dan w aktu kerja sebenar.
Bil Loji, alat dan kelengkapan (K/S.K.N) Jumlah Pekerja Tempatan Waktu Kerja
Lain-lain

Tandatangan Kontraktor/ejen tapak Bina Tandatangan Penyelia JKR di Tapak Bina

Nama: Nama;
A/6
APP 9/7

Chapter Ten
CHAPTER TEN : DRAWINGS
CONTENTS management of drawings and drafting activities

is complicated by the fact that staffing, equip-
10.01 Departmental ment and office resources devoted to them vary
Gu1idelines for Drawings so much according to the size of the project.
However, for the purpose of this Manual the fol-
10.02 Site Facilities for Drawings lowing assumptions have been made.
10.03 Assignment of Drawing 1. Dyeline printing facilities are not available
Staff on site nor are they sufficiently accessi-
10.04 Drawing Register ble to make day to day use practicable.
Dyeline plan printing therefore, has to be
10.05 Categories of Drawings
undertaken on an irregular basis in regional
10.06 Original Contract Drawings or other JKR offices or at commercial
and Master Set of Prints outlets.
10.07 Amended Contract 2. Photocopying is available on site or is
Drawings sufficiently accessible for practical day to
10.08 Supplementary Drawings day use elsewhere.
3. Plan filing chests or racks for
10.09 Contractor's Works
approximately 150 Al sheets (in five
Drawings compartments or divisions) are available on
10.10 Contractor's Temporary site.
Works Drawings
10.11 Programming Drawings 10.03 Assignment of Drawing Staff.
10.12 Progress / Measurement If a draftsman or suitably qualified technician is
Drawings included in the team, he should be made respon-
sible for the safeguarding and management of all
10.13 As Built Drawings drawings, the drafting of additional drawings,
receiving and issuing drawings and maintaining
------------------------------------------------- a Drawing Register. If no such individual is
included in the team the RE must assign the
10.01 Departmental Guidelines for most suitable member of his staff to undertake
Drawings. these duties, except of course, the actual drafting
Arahan Teknik 6/85 "Guidelines far of drawings for which he must make arrange-
Presentation of Engineering Drawings" regu- ments in his regional JKR office, JKR H.Q. or
lates the preparation of drawings for roadworks other nearest JKR facility.
in the Department and site staff will find that the
Drawings which form part of their contract doc- 10.04 Drawing Register.
uments comply with it. The "Guidelines" are A Drawing Register sectionalised under the cat-
also generally applicable to the additional site egories indicated in Chapter 10.05 is to be main-
drawings which inevitably become necessary as tained on every contract site, recording the num-
construction proceeds and all officers reesponsi- ber and title of every drawing held, issued and
ble for the preparation and keeping of such received. Further, the Register should record,'
drawings should be conversant with the provi- for issued drawings, the following information.
sions of the "Guidelines". a) Date of issue.
b) Number of copies.
10.02 Site Facilities for Drawings. c) Whether in paper print or negative form.
The preparation of hard and fast rules fort h e The keeping of a Drawings Register as

Chapter Ten
described in this section and as detailed in design or extra or omitted work authorised on
the subsequent sections of this chapter is a the various instruction forms described in
mandatory requirement. Chapter Six. (copies of the instruction forms are
to be circulated to the drafting staff for this pur-
10.05 Categories of Drawings. pose). The changes to the negative are to be
The drawings prepared and used in connection recorded in the amendment box on the negative
with the contract include the following. and progressive alphabetic suffixes added to the
drawing numbers to indicate amendment, all in
A WORKING DRAWINGS accordance with Arahan Teknik 6/86.
The Master Set of prints is also to be progres-
1. Original contract drawings.
sively updated to ensure that site staff have cur-
2. Amended contract drawings.
rent contruction details readily available.
3. Supplementary Engineer's drawings.
As far as the actual drafting work for the amend-
4. Contractor's works drawings.
ments is concerned the contractor should be
5. Contractor's temporary works drawings.
required to make the alterations to the negatives
6. Programming drawings.
as part of his contract responsibilities for the
preparation of As Built Drawings. However, the
B RECORD DRAWINGS
member of the site staff responsible for
1. Progress/Measurement drawings. Drawings should attend to alteration (or annota-
2. As Built Drawings. tion) of the Master Set print as soon as the works
instruction is issued. He should replace the old
10.06 Original Contract Drawings print with a new one after revision of the nega-
and Master tive by the contractor.
Set of Prints. The original negatives of these The amendment and its suffixed number is to be
drawings are retained in JKR HQ or regional recorded in the amended drawing section of the
offices and remain unaltered. Drawing Reqister. Two prints of the amended
One set of copy negatives is to be obtained by drawing are to be supplied free of charge to the
the Resident Engineer at the start of the job and contractor and the date of issue recorded in the
held, together with a full set of paper prints, in Register.
the Site Office. The paper prints form the basis Minor amendments do not need to raise an
of a Master Set. Both the copy negatives and amended negative immediately - they can be
the Master Set of prints become subject to incorporated with a subsequent major amend-
amendment as described in Chapter 10.07. ment or a collection- of minor items. However,
A further two sets of paper prints are to be in this case, the minor amendment must first be
obtained from the original drawing negatives noted promptly on the Master Set print as previ-
and issued to the contractor free of charge. If ously described and the contractor must, of
requested, copy negatives may also be supplied course, be informed of the change without delay
to the contractor and charged to him. in one way or another-Site Instruction Form,
Books of half-size reductions of the Contract APP or A3 Supplementary Drawing (see
Drawings are useful and convenient for site Chapter 10.08)
work but it should be remembered during refer- If the negative becomes so heavily amended as
ence to them that they may be subject to unnot- to prevent legible reproduction it will be neces-
ed amendment for which staff must refer to the sary to prepare a retraced negative incorporating
Master Set of prints. The reduction process also all previous, and the current amendments, but
renders the half size drawings inaccurate for the previous amendment box details must
scaling purposes. appear on the new negative.
10.07 Amended Contract Drawings 10.08 Supplementary Drawings

The copy negatives held in the Site Office must As far as possible design changes, additions and
be progressively amended to show changes in omissions should be dealt with by amending the

Chapter Ten
original contract drawings as described in the not be accepted unless they relate to contractor's
previous section of this chapter. However, if alternative proposals that have been approved by
there is no suitable drawing in the original. set or the Engineer.
if it is otherwise impracticable to amend existing
drawings it will be necessary to produce a sup- 10.10 Contractor's Temporary
plementary drawing under signature of the Works Drawings
Engineer. Drawings are more often raised by the contrac-
Arrangements for drafting, printing and register- tor for temporary works such as structural form-
ing Supplementary Drawings and issuing them work and temporary traffic diversion layouts
to the supervision site office and the contractor and details. Acceptance or rejection of the draw-
should be as described for Amended Contract ing's proposals must be confirmed to the con-
Drawings in Chapter 1.0.07 but a separate sec- tractor in writing and, if accepted, the negatives
tion of the Drawing Register should be opened or prints are to be filed separately from the other
for them. The numbering system should be the categories of drawings and recorded in the
same as that adopted for the original contract appropriate section of the Register under the
drawing and be in' accordance with Arahan contractor's number reference. If the drawings
Teknik 6/85. are reproduced from original contract drawing
The "Guidelines" stipulate that all road works negatives or drawn on prints of original draw-
drawings are to be prepared in Al format but an ings the contractor must be required to strike out
exception to the rule can be made as follows. For the original number and substitute his own.
supplementary site drawings which do not rely
on accurate scaling in use and which fit conve- 10.11 Programming Drawings
niently on to the smaller size frame, A3 format
Prints of original layout drawings are frequently
can be used. No other size variations are per-
used by both contractor and the supervision
mitted. Prints may be produced from the A3
team for the indication of construction
negative by photocopy process but in this case
sequences with the help of colour coding. They
must be immediately and prominently over-
are to be numbered, registered and filed sepa-
stamped "Do not scale". (For the "As Built" set,
rately from the other catergories. The numbers
A3 size drawings must be converted to Al for-
used are to be those of the negative of the base
mat)
drawings but with the alphbetic references in
The original negative of the supplementary
spaces 9 and 10* substituted with PG and serials
drawing (whether A1 or A3 size) should be sent
starting at 01 in space 11.
to the JKR Regional Office or JKR HQ to be
held with the original negative of the Contract
* See Appendix 1 of Arahan Teknik 6/85.
Drawings. A site copy negative is to be filed in
number order with those of the original contract
10.12 Progress/Measurement
drawings. Two prints are to be issued to the con-
Drawings
tractor and one is to be placed with the Master
Set or, if of A3 size, kept (single fold) in box or These are drawings prepared by the supervision
lever arch files. team for its own record purposes (see Chapter
7.09). They are drawn on prints of road layout
10.09 Contractor's Works Drawings and structure general arrangement drawings and
are to be numbered, registered and filed sepa-
Contractors, for one reason or another, some-
rately from other categories. The drawing num-
times produce working drawings for permanent
bers are to be formulated as indicated for
work. The prints or negatives should be sepa-
Programming Drawings in Chapter 10.11 except
rately filed and recorded in the appropriate sec-
that the alphabetic references are to be "P M."
tion of the Drawing Register under the contrac-
tor's numbering reference. Contractor's Works
10.13 As Built Drawings
Drawings which vary the content or detail of
works shown on the Contract Drawings should These provide a most important record for the

Chapter Ten
Department and other government agencies and, layering and

although the actual preparation of the drawings c) permanent diversion of services.
is required to be undertaken by the contractor, It has already been noted that the contractor
the responsibility for ensuring that an accurate is responsible for preparing and presenting
and comprehensive set of As Built Drawings is the full set of As Built Drawings. However,
produced, rests firmly with the supervision in order to ensure that he meets this
team. As their name implies, the As Built obligation in an adequate way, it is essential
Drawings are intended to show details of the for the supervision team to monitor the
actually constructed works in the form that they progress of drawing preparation and to care
exist on completion. As a result, there is often a fully note all the amendments that need to
tendency to leave their preparation until the end be shown.
of the construction period. This is not an accept- The contractor should be required to present the
able approach. By the time this stage is reached As Built Drawing for any particular sheet as and
many of the staff involved in construction on when the constructional ' work detailed on that
both sides have dispersed, and those who remain sheet is completed. He must be required to pres-
may have difficulty in recalling details from one ent for approval any such completed "As Builts"
or two years earlier and have little incentive, or at the Monthly Progress `Meetifgstogether with
interest, in completing the task at the tail-end of a list' of amendments made to those that are
the job. in the course of preparation. In order to ensure
The approach that must be adopted is to deal that no items are omitted the contractor's list
with the preparation progressively throughout should be checked against a record of amend-
the construction period. If the procedures out- ments and additional items kept for the purpose
lined in Chapter 10.07 for amending original in a special section of the Drawings Register.
contract drawings and for circulating works Negatives for the major proportion of the As
instructions to the drafting staff for recording on Built Drawings (those in categories 1, 2 and 3
the drawings as proposed in Chapters 6.10 Wand above) can be supplied (and charged) to the con-
6.11 (j) are observed, together with the further tractor by the Resident Engineer as copy nega-
procedures set out in this chapter, it should not tives of the original or Amended Contract
be a difficult task to make the few final additions Drawings and Supplementary Drawings.
and amendments to the As Built Drawings at the The drawing numbers of the base negatives are
time of completion. to be retained but the copy negatives produced
The As Built Drawings are to comprise the final for the purpose are to be prominently stamped
editions of the following. "AS BUILT DRAWINGS" in the bottom right
1. The Original Contract Drawings or, hand corner above the title box and any previous
where amended, the Amended Contract overstamping.
Drawings Copy negatives may also be similarly provided
2. Supplementary Drawings for the Special Drawings (category 5 above) if
3. Contractors Working Drawings that have suitable negatives are available. If not, the con-
been approved for use in construction tractor is to prepare negatives himself. If appro-
4. Final Land Plans priate, the base negative numbers are to be used
5. Special Drawings. or new numbers are to be provided in accor-
dance with Arahan Teknik 6/85. Again, the neg-
The last category is required because some atives are to be stamped "AS BUILT DRAW-
important record data is not raised automatically INGS" in the bottom right hand corner.
by drawings contained in the first three sets In addition to the preparation of full size nega-
named, or cannot be conveniently presented on tives the contractor must be required to present a
them. Examples of such items are: microfilm of every As Built Drawing. All full
a) removal and replacement of unsuitable size negatives of the As Built Drawings (includ-
material below formation, ing Supplementary Drawings orginally of A3
b) variation in pavement course thickness or size) must be presented in A1 format.

Chapter Ten
On acquisition of the negatives for the As Built

Drawings from the contractor, the Resident
Engineer is to prepare one complete set of paper
prints and then submit all the negatives (includ-
ing microfilms) to the Documentation Unit,
Roads Section, JKR H.Q. through the Engineer
or Project Co-ordinator.
The requirements set out in this chapter for
ensuring that the contractor properly prepares
and presents the As Built Drawings are manda-
tory on the. Resident Engineer.
Finally, in meeting these mandatory require-
ments the Resident Engineer should carefully
bear in mind that apart from the general record-
ing of the final form and detail of the project, the
As Built Drawings are required for the following
practical purposes.
(i) To assist with the measurement for the
preparation of an accurate final account.
(ii) To provide details for the instruction and
supervision of defects maintenance work by
the contractor and for the organisation of
subsequent routine and special maintenance
by the Department.
(iii) To record details of underground features
which may be encountered in any subse
quent excavation or load application opera-
tions within the Right-of-Way.
(iv) To provide details of both above-and-
belowground features for statutory and
commercial authorities when planning and
installing their services.
(v) To provide information which helps the
Department to assess pavement
performance and to decide what remedial
action to take in the event of failure.
(vi) To record land-take and ownership.

Chapter Eleven For Contract Roadworks
CHAPTER ELEVEN : UTILITIES AND TRAFFIC
CONTENTS lowing notes are intended to help the-team to

deal with work involving,
11.01 Introduction a) services of statutory and commercial
undertakers,
UTILITIES. b) road traffic and
c) the railways.
11.02 Service Authorities and Work
UTILITIES
Categories.
11.03 Arrangements for Utilities 11.02 Service Authorities and Work
Work Categories.
11.04 Liaison with Service The Authorities with which site staff may
Personnel become involved are those responsible for
11.05 The Safeguarding of the following services, Water, Electricity,
Installations Telephone, Sewers and Oil and gas pipelines.
11.06 Applications for New Services The work connected with any of these servic-
Routes es usually falls into one or more of the fol-
lowing categories. Permanent or temporary
11.07 Cost Implications of Services diversions Protection of existing services
Work. ROAD TRAFFIC New installations.
11.08 Responsibilities of the
Supervision Team 11.03 Arrangements for Utilities
11.09 ContrActor's Proposals for Work.
Traffic Control, etc. The arrangements for dealing with utilities on
11.10 Maintenance of Traffic road contracts varies according to service,
Arrangements authority and also from contract to contract.
11.11 Departmental Regulations for Any of the following arrangements may be
Traffic Control MALAYAN prescribed or adopted:
RAILWAYS - KTM a) Inclusion of the whole services operation
11.12 The Need for Care and in the roadworks contract with the supply
Liaison of materials and all. the work of construc-
tion and installation undertaken by the
11.13 General KTM Requirements main contractor.
11.14 Detailed Considerations for b) As in a) but with materials (eg. ducts,
Railway Work pipes, cables or covers) supplied by the
service authority
------------------------------------------------------ c) As in a) but with the main contractor
1.01 Introduction engaging specialist sub contractors either
Although neither of the subjects of this chap- registered with, or approved by, the
ter involve permanent work which forms part services authority
of the actual road facility both can have a d) The use of Nominated Sub-Contractors
strong influence on contract operations and and Provisional or P.C. Sums in the main
third parties -- particularly if the road is urban contract
in character. If that influence is not to be e) Combinations of a) to d).
strongly adverse it is essential that the super-
vision team plays a central role in coordinat- 11.04 Liaison with Service's
ing activities and providing liaison. The fol-

Personnel. hand-excavate trial holes for the purpose of

location. Instructions may also need to be
Although attempts are usually made to pre- given to
plan services work during the design stage, a) specially protect services with concrete
many arrangements cannot be finalised until or other surrounds or coverings,
the contractor's detailed roadworks program- b) provide sheet piling or strutting to
ming is available. As soon as it is, the prevent damage from earth movement, or
Resident Engineer must take the initiative to c) provide bridging or support for cables,
make contact with the utility authorities and ducts or pipes themselves.
the personnel concerned. It is necessary to Close liaison with utilities authority person-
ensure that the utilities people are fully aware nel is clearly important for all these activities.
of the proposals by supplying them with
drawings, details and programmes so that 11.06 Applications for New Services
they can determine, or review, what diver- Routes.
sions and protective measures are necessary. Re-aligned or new Right--of-Way reserves
Thereafter, there is a continuing need to provide routes which are attractive to service
involve services personnel in the planning authorities for new installations. Applications
and execution of the contract works. If the for such proposals are usually dealt with by
roadwork contract is large and the impact of State JKR offices or JKR HQ but if Resident
services work substantial, it is desirable to Engineers become involved they should
arrange meetings, say at monthly intervals, to acquaint themselves with the recommenda-
plan operations, discuss progress and deal tions of Arahan Teknik 4/85. - "Application
with problems arising. The meeting should be for the Installation of Public Utilities
attended by the appropriate R.E. staff*, the Services within the Road Reserve".
main contractor, sub contractors and repre-
sentatives of the utilities authorities. All serv- 11.07 Cost Implications of Services
ice organisations involved should attend at Work.
the same time because the activities of one There are particular cost implications of serv-
are often affected by another. ices work which need to be observed. First,
when approving general works programmes
* It may be desirable to assign one engineer the Resident Engineer should guard against
or technician to take special responsibility any tendency to incur unreasonable costs to
for utilities work. the Employer for temporary services diver-
sions, proposed solely or primarily for the
11.05 The Safeguarding of contractors own convenience,- or to mitigate
Installations. his own costs.
On site, supervision staff must remember that Second is the question of the cost of trial pits
any services work executed under the main opened for the purpose of underground serv-
contract must meet the authority's standards. ices location. Generally speaking if no blan-
Also, whatever the contract arrangement, ket lump sum item is provided in the contract
damage to existing installations must be for this,the excavation should be measured
avoided. Damage can result from the cutting and paid for unless the location work is nec-
of service lines, removing support or by load- essary because of some fault on the part of
ing from earthworks, traffic or construction the contractor.
plant.
The actual positions of underground installa- ROAD TRAFFIC
tions are often inaccurately plotted on draw-
ings and in cases of doubt or high potential 11.08 Responsibilities of
risk the contractor should be instructed to Supervision Team.

Not all roadworks contracts have to contend present and in the case of urban authorities
with existing traffic but even those located on their traffic committees will usually wish to
completely new alignments may have termi- be represented. The R.E. should minute the
nal connections or intersections with existing meetings and arrange for formal approval of
routes where construction and traffic interests the proposals or confirmation of any required
conflict. on road improvement or rehabilita- amendments to be sent to the contractor. It
tion projects where work is almost continu- should be noted that there is a statutory obli-
ously subject to existing traffic those con- gation under the Road Traffic Act to notify
flicts can present difficult management prob- the highway authority of any traffic diver-
lems. sion. In the case of closures, those exceeding
The importance of the responsibility of the 30 days duration must be gazetted and those
Resident Engineer and his team for these of lesser duration must be advertised to the
matters cannot be overstated and is not public.
diminished by the legal indemnities which
the contractor has to provide for the 11.10 Maintenance of Traffic
Employer. If serious or even fatal accidents Control Arrangements.
result from the contractor's lack of attention
to traffic safety, or if there is serious disrup- As far as the regular maintenance of diver-
tion of traffic flow, these all counter the ben- sions and traffic aids, such as temporary
efits that the completed project provides and warning signs, barriers and lighting is con-
reflect adversely on the Department. cerned, the contractor must be required to
Therefore, all members of the supervision provide regular patrolling and inspection to
team, without exception, should be made to be followed up by quick and effective action
feel that they share responsibility for traffic for repair and replacement. Routine cleaning
matters. They should be required to report of warning and direction signs must also be
urgently to their R.E. any unsatisfactory situ- provided.
ations they observe during their daily jour- The regular patrolling of existing t r a f f i c
neys to and from the site office and around routes affected by construction should also be
the site. But in spite of this general involve- a feature of the supervision team's activities.
ment of the whole team, where staffing levels
permit, it is desirable to assign one assistant 11.11 Departmental Regulations for
with special responsibility for traffic matters. Traffic Control.
All work undertaken on public highways
11.09 Contractor's Proposals for open to traffic is subject to the provisions of
Traffic Control, etc. Arahan Teknik 2c/85 "Manual on Traffic
Before the contractor is permitted to make Control Devices Temporary Signs and Work
any change in traffic arrangements or intro- Zone Control". Its provisions must be
duces any restriction or obstruction, the observed both in giving approval to the con-
Resident Engineer must require him to pres- tractor's proposals and also during the regular
ent his proposals for approval. The proposals inspection of his temporary works.
should be submitted at least two weeks in The specific requirements set down in
advance of the date they are intended to be Chapters 11.08 - 11.10 and the observance of
put into operation and must include full Arahan Teknik 2c/85 requirements are
details of any temporary pavement construc- mandatory upon the Resident Engineer.
tion, signs, barriers and lighting, etc.
In the case of major diversions or obstruc- MALAYAN RAILWAYS - KTM
tions the R.E. should convene a meeting for
discussion of the proposals, to be attended by 11.12 The Need for Care and
the contractor and the highway authority's Liaison.
traffic officers. The Police should also be
Special care needs to be taken at intersections

with railway routes, or at any locations where to be in attendance.

work has to be undertaken close to railway b) Arrangements which do not involve
tracks. Although the roadworks supervision closure of the tracks can be made for longer
staff will not (and must not), at any time, periods but "inconvenience" and flagging
become involved in the control of rail traffic charges are usually levied. These can be sub-
it is essential that there is very close liaison stantial and it is important therefore, that
with the railway authority and that all its reg- work subject to such arrangements is com-
ulations are strictly observed by the contrac- pleted as quickly as possible. Also that the
tor. At an early stage, contact should be made rates' for the charges` are agreed in writing`
with the appropriate KTM Area Engineer to with KTM, together with start and end dates,
acquaint him with the details of roadworks which must be confirmed without delay.
likely to affect railway operations. It should also be clearly established who is to
meet the cost of the railway charges. If this is
11.13 General KTM Requirements. not spelt out in the contract it must be the
Work on railway track reserves will normally subject of conclusive negotiation between the
only be permitted by KTM under the follow- Engineer, contractor and KTM before the
ing conditions: working arrangements are approved by the
a) with full occupation by the roadworks Resident Engineer and any charges are
contractor during which time the tracks incurred. In addition to supervision by rail-
are completely closed to rail traffic, or way staff the contractor must provide a full
b) with both roadworks and rail traffic time competent foreman to control plant and
strictly controlled by KTM supervisors labour at the railway site during the arrange-
and flagmen, etc., or ment,
c) with the erection of temporary safety c) The requirements for protective fenc-
fencing or walling in cases where entry ing imposed by KTM are usually stringent
on to the tracks themselves is not and Resident Engineers should ensure that
necessary but where work is undertaken their site inspectors check regularly that the
close to them. temporary structures are maintained effec-
tively. Also that long reach cranes and exca-
11.14 Detailed Considerations for vators, etc. do not operate in such a way as to
Railway Work. circumvent the barriers and become a danger
Resident Engineers should carefully note and to passing rail traffic.
observe the following points in connection d) Supervision staff should ensure that
with KTM conditions. the contractor takes care not to damage KTM
a) Full occupations of the track are usual- communication cables on site.
ly only given for short and strictly limited
periods of a few hours and heavy penalties, in
addition to normal "occupation" charges, are
levied in the case of overruns. Construction
operations scheduled for these periods must
therefore be carefully pre-planned. Adequate
plant and other resources must be mobilised,
preferably with backup equipment as a pre-
caution against breakdown. Attendance by
senior contractor's staff and competent fore-
men, etc. must be insisted upon and the
Resident Engineer himself should be on site
throughout the occupation period with appro-
priate assistant engineers and technicians.
Railway supervisors must also be requested

Chapter Twelve For Contract Roadworks
CHAPTER TWELVE : COMPLETION PROCEDURE
CONTENTS Engineer to issue a Certificate under the

terms of the Conditions of Contract (Clause
12.01 Completion Programme 39 of Form 203A or Clause 48 of the 203
CEWI, FIDIC and I.C.B. "Conditions" *).
12.02 Pre-Completion Checks The first step for the Resident Engineer in
1.2.03 Qualification For response to the application is to inform the
Completion Engineer and then to arrange for a full inspec-
tion of the works as they stand. The prepa-
12.04 Handover
ration of a list of deficiencies should follow
12.05 Certification of Works compiled in two sections:
Completion (i) Outstanding Work,
12.06 Defects Maintenance (ii) Defects.
Period (Maintenance When the complete list is available copies are
Period) to be passed to the Engineer and the contrac-
tor. The Resident Engineer must then review
12.07 Certification of its contents and recommend to the Engineer
Maintenance Completion either:
12.08 Preparation of Completion a) that the works are sufficiently and satis
Reports factorily completed to warrant the prep-
12.09 Other Reports Required ration of the certificate, or
b) that further completion or remedial work
12.10 Mandatory Completion
is required.
Duties The Engineer's decision on this point is to be
notified to the contractor in writing. If it is
------------------------------------------------- decided that the Certificate can be issued,
before proceeding further, an undertaking
2.01 Completion Programme. must be obtained from the contractor that he
The supervision team's involvement in the will attend to all required outstanding and
final stages of the contract-can be regarded as remedial work during the Defects Liability
fitting into the following programme. Period (Maintenance Period).
a) Pre-completion checks.
b) Qualification for Completion. c) * The Form 203A Conditions of Contract use
Handover. the terms Certificate of Practical
d) Certification of Completion.* Completion, Defects Maintenance Period
e) Defects Liabilities (Maintenance) and Certificate of Completion of Making
Period.* Good Defects, Forms 203 CEW1 and the
f) Certification of Maintenance FIDIC Conditions of contract use the terms
Completion.* Completion Certificate, Maintenance Period
g) Preparation of Completion Reports. and Maintenance Certificate. The I.C.B.
Required action under each of these "Conditions" use the terms Certificate of
headings is dealt with in the following Completion, Period of Maintenance and
sections of this chapter. Maintenance Certificate.
12.02 Pre-Completion Checks 12.03 Qualification For Completion

As construction work approaches full. com- In coming to a decision as to whether the
pletion, the contractor will apply to the project is ready for its Certificate of Practical

Completion or Completion Certificate the completion has been achieved if small

following points should be considered. but important items of work are out
a) It is not necessary for every last nut and standing-particularly if they are covered
bolt to be in place but the project should be in by items that the contractor may regard
a suitable state for occupation by the govern- as loss-making.
ment and use by the public at large, without (f) The issuing of the Certificate of
inconvenience or hazard. Practical. Completion or Completion
b) Generally speaking: Certificate does not constitute
(i) all side ditches and cross highway contractul approval for the items of work
pipes must be complete but the indicated to be complete - final approval
non-completion of some chambers rests with the issuing of the Certificate of
and covers is acceptable; Making Good Defects or Maintenance
(ii) all carriageway pavement and Certificate. However, an element of
shoulder work should be complete implied acceptance cannot be entirely
except for very minor isolated areas avoided and it is clearly embarrassing to
at bridges, culverts etc., or where identify, at the end of the Defects
remedial work is required; Maintenance Period or Maintenance
(iii) all elements of major structures and Period, deficiencies which could have
large culverts should be complete; been pointed out earlier. Accordingly,
(iv) guardrails on high embankments Resident Engineers should ensure that
or at other hazard points and bridge their staff carry out the completion
parapets must be complete; inspection and listing of work conscien
(v) road marking should be complete tiously.
except for very minor items; It is to be noted that the Contractor can ask
(vi) if included in the contract the for a Certificate to be issued for part of the
more important advance and direc- Works. In the case of Form 203A contracts a
tion signs and all warning signs, Certificate of Partial Completion can be
without exception, must be erected. issued for part of the works occupied by the
(c) The value of completed work should be Government - see Clause 42(a) & (b). For
at least 95% of the estimated final Form 203 CEWI, FIDIC and I.C.B. contracts
Contract Sum. a Sectional Certificate of Completion can be
(d) once the Certificate has been issued no issued providing the terms of Clause 48(2)
Liquidated Damages can be levied and/or (3) have been met. The procedure for
against the contractor for non completion sectional completion is similar to that
of any part of the works. In the case of described in this chapter for whole comple-
contracts governed by the Form 203A tion.
Conditions of contract there is no reten-
tion money to be released on completion * In the case of FIDIC.contracts any
but the 203 CEWI and I.C.B. Conditions arrangements for the holding and release of
provide for a retention on interim certifi retention are give in the Part II "Conditions".
cates half of which is released on certi-
fied completion.* 12.04 Handover
(e) Because, as noted in (d), the contractor Before the Certificate of Practical
has been relieved of some of the onerous Completion or Completion Certificate is
conditions and because the remaining issued it is normal to arrange for acceptance
payment values are small it is some of the project to be signified by the maintain-
times very difficult to get the contractor ing authority, which may be the Jabatan Kerja
to take the completion of outstanding or Raya. Alternatively, it may be some other
remedial work seriously. For this reason, central or local government authority. For
staff must guard against agreeing that this purpose a joint site inspection is arranged

with the contractor, the Engineer and officers should agree with the contractor the pro-
of the maintaining authority at which the lat- gramme for the Period and what resources of
ter have the opportunity to draw attention to plant and labour etc. will be required. He will
any items they consider to be incomplete or then assess his own supervision staffing
unacceptable. If the Engineer agrees that the requirements and agree with his superior in
items are properly subject to rectification the Department what provision is to be made.
under the contract he will include them in his Arrangements also need to be made with the
list of deficiencies prepared for the contrac- contractor for continuing the services of
tor. However, it should be stressed that the accommodation,, transportation and labour
exercise is concerned with work already cov- support, scaling these down to a suitable
ered by contract instructions and, although level.
most contractors will be flexible about under- The contractor's programme of maintenance
taking a small amount of additional construc- should be based on dealing with the list of
tion, this is not the stage at which major extra deficiencies appended to the Certificate of
works should be introduced. Practical Completion or completion
Certificate. However, the list must be pro-
12.05 Preparation of the Certificate gressively updated throughout-the period by
Of Practical Completion or the supervision staff who should be constant-
Completion Certificate ly on the lookout for any additional defects
When the Engineer is satisfied that a suitable and evidence of potential failure.
state of completion has been achieved and It should be stressed that the contractor's
has obtained the contractor's undertaking to works obligation during the period is for
complete the outstanding and remedial defects and noncompletions only - it does not
works, the Certificate of Practical extend to routine or " wear and tear" mainte-
Completion or Completion Certificate should nance unless otherwise stated in the specifi-
be prepared. Form JKR 2035 Pin 2/83 is used cation.
for the purpose and should carry an annex
listing the more important deficiencies to be 12.07 Certification of Completion of
attended to by the Contractor. A copy of an Maintenance.
issued Certificate is given in Figure 12A. The Certificate of Completion of Making
Clause 48 (1) of the Form 203 CEWI, FIDIC Good Defects or Maintenance Certificate,
and I.C.B. Conditions of Contract requires unlike the Certificate of Practical completion
that the Certificate be issued within 21 days or Completion Certificate, does signify ulti-
of the contractors notice requesting it or with- mate acceptance of the works. It is, therefore,
in 21 days of his making good any defects of the greatest importance that any defects
required by the Engineer for "substantial remaining toward the end of the Defects
completion". There is no such stipulation in Liability or Maintenance Period are identi-
the Form 203A "Conditions fied and put right before the Certificate is
issued. The work of compiling a final list of
12.06 Defects Maintenance Period deficiencies should start approximately two
(Maintenance Period) months before the nominal end of the Period.
The contract does not end with the Certificate
When all remedial and outstanding work has
of Practical Completion or Completion
been completed to the satisfaction of the
Certificate and some members of the supervi-
Engineer the Certificate of Making Good
sion team are usually retained to oversee
Defects or Maintenance Certificate is to be
work executed during the Defects Liability or
prepared on form JKR 203Y / 82. An exam-
Maintenance Period, which start on the date
ple of an issued certificate is given in Figure
of the Certificate. At that time, the Resident
12B. In the case of the Form 203A
Engineer or other officer assigned with con-
Conditions of Contract the procedures for
tinuing site responsibility for the contract

dealing with defects and issuing the appendices to this chapter.

Certificate of Making Good Defects are set
out in Clause 45. 12.10 Mandatory Completion Duties
The issuing of a Maintenance Certificate is The following activities dealt with in this
dealt with in Clause 62(1) of the Form 203 chapter are mandatory for the Resident
CEWI, FIDIC and I.C.B. Conditions of Engineer.
Contract which require the Certificate to be
(i) Conducting of pre-completion
issued within 28 days of the end of the
checks and listing of deficiencies.
Maintenance Period or the date of
(ii) Preparation of Certificate of
Completion of the required defects work.
Practical Completion or
There is no such provision in the Form 203A
Completion Certificate.
"Conditions".
(iii) Supervision of contractor's mainte-
nance operations.
12.08 Preparation of Completion
(iv) Preparation of final deficiencies
Reports
list.
The Project Co-ordinator is required to pre- (v) Preparation of Certificate of
pare for each contract, a Road Project Report Completion of Making Good
as outlined in Nota Teknik 15/87 which is Defects or Maintenance Certificate.
reproduced as an Appendix to this chapter. (vi) Preparation of or contributions to,
Resident Engineers are normally expected to the three Completion Reports.
assist with the preparation of the Report,
starting work on the task as soon as construc-
tion is finished and continuing throughout the APPENDICES TO CHAPTER TWELVE
Defects Liability (Maintenance) Period. The
Report should be presented to the Director of APPENDIX
Roads, JKR (after approval by the Engineer)
within a few weeks of the end of the Period. 12 (1) Nota Teknik 15/87. Format for
Resident Engineers who are posted away Road Project Report
from the project before the end of the mainte- 12 (2) Report on Contractors Performance
nance period must draft as much of the
12 (3) Form JKR 8 - Pin 6/79
Report as is practical before leaving and hand
over the draft to the in-coming incumbent,
the Engineer or their Co-ordinator.
Two very important constituents of the Road
Project Report are a complete list of the As
Built Drawings and the detailed Final
Account - matters which are dealt with in
Chapters 10.13 and 7.15 respectively.
12.09 Other Reports Required

Further reports to be prepared at the end of
the contract, which the Resident Engineer
may be required to prepare or contribute to
are:
a) the Report on Contractor's
Performance, and
b) the Completion Report on Form JKR 8
Pin 6/79. Copies of blank forms for
both these reports are also given as

RAHSIA
FORMAT FOR ROAD PROJEK REPORT
Preface
This Technical Note sets Out The required format for road project reports
that are to be prepared by the coordinators after the completion of a proj-
ect.
while the basic format as set out should be ffolowed at all time, variations
and changes can be made wherever necessary for specific projects.
RAHSIA
FORMAT FOR ROAD PROJECT REPORT
1. Title Page
2. Road Project Report

1.0 Introduction
2.0 Construction Details
3.0 Construction Cost
4.0 Miscellaneous
5.0 Appendix
CAWANGAN JALAN
ROAD PROJECT REPORT
NAME OF PROJECT
Design By : (Unit Rekabentuk / Jurutera Perunding)
Constructed By : (Name address and Class of Contractor)
Supervised By : (JKR Daerah/Jurutera Perunding)
Cost of Project :
Date of Completion :
Report Prepared By : Name and Designation






1.0 INTRODUCTION come them. Problems arising from deficien-

cies in the specifications should especially
This is to introduce the project constructed. be highlight.
Details should include the following:
2.1 Earthworks
1.1 Scope of Works Stating the earthworks carried out, its quan-
- Describe generally the scope of tities etc.
works involved such as the nature of
the project, class and length of road 2.2 Pavement
involved, number of structures and
Stating the construction of the pavement
facilities provided etc.
2.3 Structures
1.2 Feasibility Study
- Give brief details of the feasibility Describes the various structures constructed
study if any such as date of study, such as bridges, retaining walls, pedestrian
name of consultant etc. crossing etc.
1.3 Detailed Engineering 2.4 Drainage

- Give brief details of the design Describes the various drainage structures
such as standard adopted and other and types of drains and culverts including
special design features together with any subsoil drainage and erosion control
the name of designer. measures used.
1.4 Source of Funding 2.5 Relocation of Services

- State the source of funding for the Describes the various types of service
project e.g World Bank, ADB, involved, difficulties encountered during
Federal Government etc. The Head construction and its effect on the progess of
and Subhead and the Plan Period work.
(e.g.) FMP) is also to be stated.
2.6 Intersections/Interchanges
1.5 Contract Details Describes the major intersection/interchange
- Give details of the contract such as including details of traffic signal design
name, number, class and address of used.
the Contractor, date of possession of
site, original and final contract sum 2.7 Others
etc.
Other matter encounter during construction e.g.
traffic control, river diversions, land problem
1.6 Supervision
etc.
- Give name and address of the
resident 'supervisory staff.
3.0 Contruction Cost
2.0 Construction Details This section should summaries the contruction
cost of the major elements as set out in
This section is intended to provide a detailed Sumarry of Tender. It should also highlight the
account of the overall construction of the areas of Variation Orders.
project. The details should include the high-
lights of the construction of the items con- 4.0 Miscellaneous
cerned; the problem encountered during con- Any other details deemed relevent should be
struction; and the solutions adopted to over- recorded here.

5.0 Appendix
The appendix should include the following :-
a) location and site plan of the project list
b) as-built plan / profile drawings
c) photographs of instruction aspects of the
construction.
d) other plans etc. as required.
e) as completed detailed abstract
f) list of related file numbers

APPENDIX 12 (2)
LAPORAN PERLAKSANAAN PEMBORONG

(CONTRACTOR'S PERFORMANCE)
Tidak
Baik Se de rhana
BIL KRITERIA Te rbaik Me muaskan
75% - 89% 50% - 74%
90% ke atas 50% ke bawah
1 Pengurusan Tapak Bina (Site

Organisation)
2 Pentadbiran (Administration)
3 Perancangan / Kemajuan
(Programming / Progress)
4 Mutu Kerangka (Structure

Quality)
5 Mutu Kerja-kerja Kemudahan

(Services Quality)
6 Mutu Kemasan (Finishes

Quality)
7 Mutu Kerja-kerja Luar (External

works Quality)
8 Pengawasan Kontraktor-
kontraktor Kecil/ Pembekal
Yang Dinama (Control of
Nominated Sub-Contractors/
SOKONGAN (RECOMMENDATION)


Chapter Thirteen For Contract Roadworks
CHAPTER THIRTEEN: PRACTICAL HINTS FOR SITE STAFF
CONTENTS Roadworks" published -by the Department

gives further details of the tests that should be
Introduction undertaken and recommends frequencies of test-
ing for specific cases. On the inspection side,
A. Earthworks the "Guidelines" define the various operations
which should be subject to inspection, the cate-
B. Drainage gory of staff to be employed and the degree of
supervision, in terms of proportional time, that
should be applied. Resident Engineers should
C. Pavement make themselves familiar with the requirements
and recommendations of the "Guidelines"" and
D. Concrete ensure that they are implemented.
------------------------------------------------- A. EARTHWORKS
Site Clearance
Introduction 1. Areas to be cleared etc., may be indicated on
1. Technical requirements and constructional the Drawings. If not, it will be necessary to issue
details for all contracts are given in the instructions. In the case of designation on the
Specification and the Drawings The purpose of Drawings, it may be necessary to
this chapter is not to reproduce that data in the issue variation instructions as the site is opened
Manual, nor to provide a short-cut for site super- up and conditions become clearer.
vision staff in the essential matter of becoming The Specification provides for areas to be either,
fully conversant with the technical directions a) felled only, or
contained in the contract documents. b) completely cleared including stripping
Rather, the intention is to lay stress on points of and grubbing.
particular importance and to give guidance on 2. It may not be necessary to fell trees over the
further points of good constructional practice whole Rightof-Way area but care should be
where the contract may be non-specific or pre- taken to ensure that tall trees retained near the
pared to leave discretion to the supervision team. edge of the tops of cuttings, are not in danger of
The notes that are provided for this purpose on falling into the roadway. Trees which can be
the pages following this Introduction are safely retained for landscaping purposes should
grouped under four headings, namely, be preserved.
A. Earthworks 3. Generally speaking, areas under embank-
B. Drainage ments with a centreline height less than 1.5m
C. Pavement should be grubbed and stripped of topsoil except
D. Concrete in weak ground conditions. In
the latter circumstances, care should be taken to
2. The importance of adequate levels of inspec- avoid damage to the crust, which may be
tion and testing cannot be over emphasized. stronger than the underlying soil. Plant should
The following notes do not attempt to deal with not be. allowed to run directly on it and the first
these subjects extensively and staff should turn layers of fill should be placed "overhand". Areas
to other sources for information and guidance. in which drainage channels and ditches are to
The Specification notes the particular tests excavated should also be grubbed and stripped.
involved and the quantative values that the
results must achieve for compliance. T h e Excavation
"Guidelines for the Inspection and Testing of
4. Material classified as unsuitable in the

Specification is to be removed, but no material 13. Embankment should be built up in such a

should be taken off site without_ the R.E.'s way as to permit surface drainage run-off at all
express instruction. This is particularly stages.
important on contracts which have (or are likely 14. Particular care should be taken with the con-
to develop) a fill deficiency requiring imported struction of the top 300mm of embankment -
or borrow material. selection of suitable material for subgrade, lay-
5. Paid volumes of imported or borrow material ering and compaction.
should be determined as the theoretical differ- 15. Care should also be taken with compaction
ence between the total excavation (less instruct- of embankment side slopes, either by use of a
ed unsuitable) and the required fill, both being towed slope roller or by overfilling and trim-
based on the Drawings' cross sections. The actu- ming back excess with excavator or dragline.
al imported quantities (which may be affected If the latter method is adopted, net volume of
by wastage or unauthorised disposal) should not cross section only should be used for payment
be used. and calculation of cut/fill balance for any borrow
6. The Specification provides for separation of (See A.5).
suitable and unsuitable materials by the contrac- 16. If the contractor constructs edge bunds at the
tor and for the selection (and stockpiling if nec- top of embankments to reduce slope erosion,
essary) of material for subgrade, etc. Site staff outlets should be left at the low point of sag
should use these provisions to ensure that the curves to prevent ponding. The bunds should
best available and appropriate materials are used be removed once vegetation on the slope has
in the embankments. been established, or the contractor should be
7. Material with a moisture content which required to construct shoulder drains and outlet
makes it difficult to compact should not be dis- cascades at his own expense, unless these are
carded as unsuitable for this reason alone (See provided for in the contract.
item A12).
8. The Specification requirements for benching Cultivation
slopes which are to receive embankment should 17. Vegetation should be established on cutting
be carefully observed. and embankment slopes at the earliest oppportu-
nity.
Embankment 18. Alternatives to specified turfing arrange-
9. A vigorous programme of density testing is ments involving hydro-seeding or other meth-
essential to ensure that the specified compaction ods can be considered providing the contrac-
requirements are met. ("Method" specifications tor gives full details- of the system and accepts
are being replaced by "end result" specifica- the risk of successfully establishing effective
tions). ground cover.
10. Densities should be determined by the sand 19. The contractor must be required to care for
replacement method; moisture content by oven cultivation works by' watering, fertilising and
or site drying (the latter with propane gas ring & repairing erosion damage as necessary during
kwok or frypan). "Speedy" moisture content the construction and maintenance periods of the
apparatus should not be used. contract so that strong effective growth is estab-
11. The maximum layer thickness for placing lished which can be expected to survive and pro-
and compaction as determined in compaction pogate after the contract ends. Grass cutting
trials should be carefully observed. Some densi- should also be undertaken if necessary during
ty testing at the bottom of layers is desirable. the construction period and, if specified, during
the maintenance period.
12. It may be necessary to adjust the moisture
content of fill material (either up or down) in
order to render it suitable for compaction - the B. DRAINAGE
Specification makes provision for this. 1. Side ditches, filter drains and other drainage

facilities should be constructed as soon as possi- and configurations,should be checked

ble after cuttings have been reduced to forma- to ensure that they match the actual topography
tion level. and proposed embankment heights.
2. Although locations for the installation of filter 9. For all major culverts (i.e. those exceeding
drains, etc. may be indicated on the contract 1.5m diameter or 2m, rectangular), R.E.'s should
drawings, it is an R.E.'s responsibility to ensure insist on formal inspection and approval of the
that adequate sub-soil drainage is provided foundation before allowing construction to pro-
wherever necessary. Water arising in cutting ceed. The excavation bottom should be
slopes and at formation level should be careful- inspected and probed at incremental stages to
ly observed and trial pits opened to established determine suitable founding levels, or replace-
water table level.Spring water can be expected ment of unsuitable material. The use of the
where the face between permeable and imper- Culvert Verification Form is appropriate (See
meable layers is exposed on steep longitudinal Chapter 5.21).
grades. Where this occurs, or where the forma-
tion is wide, a pattern of cross sub-soil drains C. PAVEMENT
may be required in addition to the normal longi-
tudinal side filter drams (Porous pipes in filter Subgrade
drains under pavement areas should be sur- 1. Naturally occuring material exposed at the
rounded with no fines concrete). various depths of a road profile cannot be
3. Many drainage arrangements are given in expected to provide consistent bearing strengths
contract drawings only as typical details without throughout the whole length of a contract route.
specific invert levels, cross drain locations, etc. Nor can site investigations give a fully compre-
Resident Engineers should ensure that in provid- hensive view of local soil variations. Formations
ing layout & level details etc, minimum depth in cuttings should therefore be carefully exam-
requirements and grades are observed (See ined to ensure that the designed pavement is
"Guide to Drainage Design of Roads"). If neces- everywhere suitable for its subgrade strength.
sary, additional cross drains and outfalls should This can be done by visual inspection and the
be provided to deal with local ground level irreg- taking of samples for remoulded CBR tests (In-
ularities which impose slack grades and shallow situ CBR's can be unreliable). The observation
inverts. of deflection under the wheels of loaded con-
4. Minimum depths of ditches are quoted in the struction vehicles can also be useful.
drainage Arahan Teknik as dimensions below 2. If the bearing capacity of the material at for-
subgrade level, not finished surface. Ditch lin- mation level is found to be less than that adopt-
ing should not extend above subgrade level and ed for design purposes, instructions should be
should be provided with weepholes. given for increasing pavement thickness (See
5. For piped drains, Inspectors should check that C.4 below). Alternatively, if values are very
individual pipes are soundly bedded and,in the low (say less than 2.0% CBR) it is preferable to
case of spigot and socket pipes,that they are bed- excavate and dispose of a 0.5 meter thickness
ded over the whole length of the barrel and are replacing it with superior material from site or
not resting on their collars. borrow.
6. For concrete pipes with eliptical reinforce- 3. The Specification compaction requirements
ment it is essential to ensure correct rotation for subgrade, both in cut and in fill locations,
when placing. should be carefully observed.
7. Careful placing and compaction of backfill is
important, especially at pipe haunches, and par- Unbound Granular Courses
ticularly for C.M.P. 4. If it is found necessary to redesign the pave-
8. When the precise locations of cross culverts ment at any particul'a`r location--because the
have been set out on the ground, the detailed or subgrade is weaker than anticipated by the stan-
scheduled lengths, and also headwall positions dard design, it is normal to thicken the sub-base

layers and leave the base layer unchanged. The

Specification provisions for Lower Sub-Base 10.Production of Pre-Mix Materials
present an economical means of increasing It is highly desirable to have a member of the
pavement thickness, particularly if material with supervision team full time at the mixing plant.
the required CBR can be found on site. In any He should be fully involved in the taking of
case, site staff should be on the look out for samples and testing (The Specification and
material exposed in roadway cuttings, which can "Guidelines for Inspection and Testing of
be employed as sub-base material and so give Roadworks" provide comprehensive details of
cost savings. mix requirements and testing procedures.If the
approved job mix incorporates both natural and
5. As in the case of embankment fill, a full test-
crushed fines, it is important that separate cold
ing programme is necessary to ensure that
bins should be provided for each, and that the
Specification requirements for base and sub-
contractor adheres to the prescribed proportions
base are met - in this case for both gradation and
throughout the production day. In drum type
compaction. Similar comments to those con-
production plants, it is important to ensure that
tained in A.9-12 also apply to test methods and
hopper gates and belt feeds provide a consistent
moisture content adjustment, etc.
supply of material; also that the consumed quan-
6. Gradation tests should be carried out on sam- tities of added filler indicate that the intended
ples from insitu laid material, not merely deliv- amount is being incorporated. Where this type
ered or stockpiled material. of plant is used, extra vigilance should be exer-
7. If unbound layers are subject to site or road cised with regard to the mix and any problems
traffic, they should be checked to ensure that experienced during laying should result in
they have not suffered loss of material or segre- increased levels of testing.
gation before succeeding layers are placed. If In hot bin plants, all the available bin sizes
necessary, they should be scarified and/or should be used and screens should be checked
reshaped and recompacted. regularly for wear.
8. Care should be taken to ensure the continuity
of permeable sub-base or base layers across the Laying Premix Materials
full width of shoulders where this is indicated on 11. An asphalt thermometer must be kept on site
the Drawings. They are intended in the vari- for regular checking of delivery and rolling tem-
ous design Arahan Teknik, to provide drainage peratures. For alphaltic concretes, three rollers
seepage of the pavement courses to discharge at should'be used - a steel wheeled roller for break
embankment edge or cutting drainage features. down, a pneumatic tyred roller for main com-
Contractors should not be permitted to excavate paction and a steel tandem roller for finishing.
for, and lay, carriageway pavement layers in Break down rolling should commence as soon
trench and then construct the shoulder drainage as possible after laying without causing undue
layers for intermittent filter channels) later. deformation or cracking.
All rolls and tyres must be continuously watered
9. Bituminous and Surfacing Courses and cleaning mats must be provided at all
Prime Coat (cut back or emulsion) - It is impor- times,to prevent pickup.Ballasted rollers must
tant to provide adequate rate of spread and time be regularly checked to ensure that they carry
to allow penetration and curing. A minimum of the appropriate weight. Excessive rolling
24 hours is required before the succeeding speeds and sudden direction changes must be
course is laid and traffic should not be allowed avoided.
on the surface during this time. Sand or other Back spreading of material should be discour-
fine aggregate blinding material must not be aged and kept to a minimum. Longitudinal joints
applied. in wearing courses should be cut and painted
Tack Coat (emulsion) The succeeding course with bitumen unless provision is made for
should be laid as soon as the emulsion has bro- reheating, or multiple pavers are operated in
ken. echelon. Transverse joints should be cut and

painted. c) Current Margins and the method of deter

12. Double Bituminous Surface mination,
Treatment d) procedures for establishing mix design &
Although ranges for the rate of spread of binder properties by trial,
are quoted in the Specification, it is important to e) compliance requirements (by test result)
establish the appropriate rate for any given sur- for incorporated concrete
face, and other conditions, by trial. Spray bar It is important that all staff involved in supervis-
equipment should be checked to ensure that noz- ing and testing concrete works are fully conver-
zles are clear and that they are set at the correct sant with all the Specification data.
level above the surface to avoid streaking, etc.
2. It is important for the contractor and the
Cover aggregate should be dry, free of dust,
supervisory staff to make an early start on the
cubical in shape and of single size. Spreading of
preparation of trial concrete mixes and their
the cover aggregate should proceed immediate-
tests.
ly after application of the binder and rolling
immediately after that. A pneumatic tyred, not
3. Sampling and testing regimes (including test
steel wheeled, roller should be used. The rate of
frequencies etc.), for both constituent materials
spread of binder and the rolling technique
and finished concrete mixes (strength & worka-
should ensure that individual chips of the cover
bility), are given in the Specification and/or
aggregate are embedded in the bitumen layer up
"Guidelines for Inspection and Testing of
to 2/3 of their depth.
Roadworks" and should be carefully observed.
A number of other points of good surfacing
dressing practice are noted in the Specification
4. The moisture content of coarse and fine
and should be carefully observed.
aggregates for concrete should be checked regu-
13. Level, Thickness and Regularity larly in order to determine the quantities of
Tolerances added water. Frequent slump tests should also
The Specification sets out level and thickness be taken on delivery of the mix to the structure
tolerances for all courses from sub-grade to top in order to check water content and workability.
of wearing course. The contractor should be The specified mix properties established during
encouraged to keep to the lower -side of level the mix design trails give a workability range for
tolerances. each grade of concrete. The range may be too
Compliance can be checked by optical levelling wide to provide a suitable mix for all the purpos-
or by "dipping" from a taut nylon line stretched es for which the grade has been specified and it
across the pavement between level pins set out- may be necessary to apply closer limits for par-
side the pavement, so that they serve for all lay- ticular usages. For example high workability
ers without repeated replacement. Additional may be required for areas of congested rein-
pins are required, however, adjacent to surfacing forcement or mould shapes which restrict the
lanes for automatic level control devices of movement and compaction of fresh concrete.
paving machines. Low water, slow setting mixes may be necessary
The surface regularity requirements (which for high strength deck slabs with large exposed
apply only to surface courses) are also given,in areas. In such cases it may be desirable to incor-
the Specification and can be checked by rolling porate additives to produce these special effects..
straight-edge, or hand-carried straight-edge and It should be remembered however, that the addi-
wedge. tive mix should be fully tested beforehand and
the results compared with a basic additivefree
D. CONCRETE control mix.
1. The Specification gives full details of 5. The requirements for fixing reinforcement,,
a) the designation of Grades (Prescribed & constructing shuttering and placing, compacting
Designed), and curing concrete are all fully covered in the
b) Characteristic Strength,

Specification but the following points are of par- (iii) the actual section of the structure repre-
ticular interest. sented by the test cubes,
a) It is important to ensure that all faces of (iv) the possible influence of any reduction in
the placed concrete in the structure are concrete quality on the strength and dura-
kept alive with fresh material so that dead bility of the particular section of the stru-
joints do not form. In emergencies it may ture.
be necessary to form specified construc The Engineer may wish to carry out tests on the
tion joints. hardened concrete in the structure such as the
b) Particular care should be taken with the taking of cored samples. However, the results of
curing arrangements for high strength any such tests should not be admitted as taking
bridge decks which are susceptible to precedence over the evidence of valid cube
shrinkage cracking. If high heat generat- results.
ion and high ambient temperatures com
bine to cause problems with setting and 7. Remedies for other defects -
curing it may be necessary to take special steps If the contractor is permitted to repair defective
to reduce concrete temperatures to the specified concrete resulting from shutter movement or
limits - e.g. by shading aggregate stockpiles or collapse, grout loss or poor compaction, rather
adding ice to the mixing water. than remove the whole structural element, care
must be taken to ensure that the area affected is
6. Non compliance of test cube results with cut back to sound dense concrete before recast-
specified strengths. ing fresh concrete. In areas of critical stress, it
The first step is to ask the contractor for his pro- may be necessary to insist on repair with epoxy
posals for dealing with the problem. In deciding concrete or epoxy mortar.
whether to accept the contractor's proposals, or If poor concreting and finish persist, it is advis-
whether other remedial measures should be able to insist on the removal of all offending ele-
taken, the following points are relevant. ments and review the whole of the contractor's
The action to be taken in respect of the concrete concreting and formwork techniques.
which is represented by the test cubes failing to
meet the specified requirements, may range
from qualified acceptance in less severe cases, to
rejection and removal in the most severe cases.
In determining the action to be taken, the
Engineer should have due regard to the technical
consequences of the kind and degree of non-
compliance and to the economic consequences
of alternative remedial measures, either to
replace the sub-standard concrete or to ensure
the integrity of any structure in which the con-
crete has been placed.
In estimating the quality of the sub-standard
concrete and in determining the action to be
taken, the Engineer should establish the follow-
ing, whenever possible:-.
(i) the validity of the test result, and confir-
mation that specimen sampling and test-
ing has been carried out in accordance
with the Specification,
(ii) the mix proportion actually used in the
concrete under investigation.
















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PREFACE

This Manual is intended primarily for the

CHAPTER ONE GENERAIJ APPROACH

CHAPTER TI{O STAFFING ARRANGETIIEilTS

CITAPTER TIIREE T,EGAIJITIES

CHAPTER FOUR INCBPTION PROCEDURE

CHAPTER FIVE INSPECTION, TEFTIITTG AND APPROVAIJ

CHAPTER gIX INSTRUCTIONS

CIIAPTBR SFUEN MBASUREUENT AND FTNA$CIAIJ CONTROIJ

CHAPTER EIGTIT PROGhESS

CHAPTBR NTNE REPORTg

CHAPTER TEN DRAWTilGS

CHAPTER EIJEVEN UTIITfTIE8 e TRTFFIC

CHAPTER TTIEIJVB COIIPIJETION PROCEDURE

PRACTICAI, HINTS FOR SITE STAFF

CHAPTER ONE :GENERAL APPROACH

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so efficiently and effectively if there is a degree

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CHAPTER TWO : STAFFING ARRANGEMENTS

CONTENTS erence to Form 203A Conditions of Contract

*Either of these alternative designations may be 2.02 Composition of Site Teams

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Locate underground services. neers.

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CHAPTER THREE : LEGALITIES

CONTENTS appointment is usually the subject of a separate

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f. Appendix to Conditions of Contract lished by the Federation International des

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prompt the "Engineer" to their contract on mat- tractual framework.

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However, there are some differences between

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