Contract Administration System
Index of Sample Documents
Doc ID Title Date
SD-001 Powers and Duties Not delegated to Superintendent's Representative
27 Jan 2005
SD-003 Duty Statement for 27 Jan 2005
SD-004 Duty Statement for Inspector 27 Jan 2005
SD-006 Principal's Quarterly Report 27 Jan 2005
SD-007 Measured Quantity Report 27 Jan 2005
SD-008 Agenda for End of Project Debrief 05/2002
SD-009 As Constructed Design Changes 27 Jan 2005
SD-010 Post Construction Report 27 Jan 2005
SD-013 Superintendent's Surveillance Plan – Pro Forma 8 Dec 2004
SD-015 Record File Numbers 05/2002
Standard Documents List May 2006 Page 1 of 1
Contract Administration System
SD-001: POWERS AND DUTIES NOT DELEGATED TO THE SUPERINTENDENT'S REPRESENTATIVE
It is noted that generally the responsibilities for the Superintendent and Superintendent's Representatives are defined / delegated. This list is intended to simplify and assist in the listing of delegated responsibilities.
In accordance with Clause 24 of the General Conditions of Contract the Superintendent may delegate certain powers and duties to the Superintendent's Representative. The following powers and duties are NOT delegated.
Clause Power to:
8.1 Interpretation on and valuation of any ambiguity.
9.2 Approve sub-contractors.
12 Determine if Latent conditions exist. Value additional costs and determine any extension of time.
14.2 Direct variations due to a change in statutory requirements. Value the effects where a variation is not applicable.
24 Delegate powers or revoke delegation.
26 Remove Contractor's employees.
27.5 To assess the Contractor's cost of taking precautions against loss in relation to minerals, fossils, relics etcetera.
30.4 & Acceptance of defective materials and valuation. 30.5 32 Approve working hours
33.1 Declare a default under the Contract due to unsatisfactory progress.
33.3 Order acceleration of the work.
34.1 Suspend the Progress of the Works.
35.5 Grant extension to Period for Construction on account of an unreasonable delay.
35.6 Assess liquidated damages on partially completed works.
36 Determine adjustment to Contract Price on account of delay or disruption costs.
37 Reduce Defects Liability Period.
39 Determine responsibility for costs of emergency works carried out by Principal.
40.1 Order variation:
a) To change quality,
b) For additional work,
c) To vary program,
d) To work outside agreed working hours.
40.5/ Agree or determine adjusted rate for work which is in excess of 110%, or less than 90%,
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Contract Administration System
3.2 of scheduled quantity.
40.5 Agree or assess rate for unscheduled work.
41 (c) Approve plant hire charges where they are not invoiced or Contract plant hire rates.
42.5 Issue Certificate of Practical Completion.
42.8 Issue Final Certificate.
44.6 Adjust costs in the event of default or bankruptcy of Contractor.
47 Make decisions on claims, or refer claims to arbitration.
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Contract Administration System
SD-003: Duty Statement for _____________ (customise the table as required) Site Engineer Functions / Activities for General Conditions of Contract
Clause Number / Key Area
Activity / Function Duties / Responsibilities
Area 1
Area 2
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Contract Administration System
SD - 004 27/01/2005 Page 1 of 1
SD-004: Duty Statement for Inspector
Project Name: Job No.: Contractor:
Position INSPECTOR (ID) CONTRACTS
Reports to PRINCIPAL ENGINEER (ID) CONTRACTS / ENGINEERS (ID)
Subordinates Refer to Organisational Structure [STRUCTURE]
Financial Delegation Refer to Unit's Financial Delegation Extract
Resource Delegation Refer to Human Resource Delegation
Authority Delegation Refer to Instrument of Delegation
Key Areas Responsibilities
Quality System Be proactive and report any deficiencies or possible improvements in this quality system or work practices to management.
Act on Quality Audit reports and ensure the implementation of corrective action (if delegated).
Perform incoming inspections on purchased goods, services and materials. Develop procedures and processes for critical activities in area of responsibility
(if requested).
Contract Surveillance Develop procedures and processes for critical activities in area of responsibility (if requested)
Undertake the role of Inspector on construction and maintenance works carried out by Private Contractors, RoadTek and Local Governments.
Carry out inspection of works undertaken by contract to ensure that processes and procedures described in the quality manual and quality plan are adhered to and that the works are being constructed in accordance with the Principal's requirements (specifications and drawings).
Carry out administrative functions in respect to conformance and non-conformance reports, checklists, data transfer and maintenance of these records.
Keep the Engineer's Representative informed of progress, quality of works and problems as they occur.
Monitor safety procedures on specific works to ensure compliance with the Workplace Health and Safety Legislation.
Provide assistance to the Infrastructure Delivery Unit on matters relating to the inspection of contracts, construction practice, and the development and implementation of Infrastructure Delivery Unit's contract administration quality system.
Delegations As stated in delegations letter.
Contract Administration System
SD - 006 27/01/2005 Page 1 of 5
SD-006: Principal’s Quarterly Report
Principal’s Quarterly Report No.
Project Name and Description
Job No. ░░░░░.
Period (...) To (...)
(insert photo)
(insert photo)
(insert photo)
(insert photo)
Contract Administration System
SD - 006 27/01/2005 Page 2 of 5
Contents 1.0 INTRODUCTION ........................................................................................................................................ 3 2.0 PROJECT COSTS ..................................................................................................................................... 3 3.0 PROJECT STATUS ................................................................................................................................... 3 4.0 PROGRAM AND PROGRESS................................................................................................................... 4 5.0 CONSTRUCTION PROGRAM.................................................................................................................... 4 6.0 EXTENSIONS OF TIME............................................................................................................................. 4 7.0 CLAIMS...................................................................................................................................................... 4 8.0 QUALITY .................................................................................................................................................... 4 9.0 BLASTING ................................................................................................................................................. 4 10.0 WEATHER................................................................................................................................................ 4 11.0 TRAFFIC MATTERS................................................................................................................................ 4 12.0 ENVIRONMENTAL .................................................................................................................................. 4 13.0 SAFETY.................................................................................................................................................... 4 14.0 PUBLIC RELATIONS/ COMMUNITY CONSULTATION ........................................................................ 4 15.0 DESIGN ISSUES...................................................................................................................................... 4 16.0 PRINCIPAL SUPPLIED MATERIALS ..................................................................................................... 5 17.0 CONCLUSION......................................................................................................................................... 5 Appendices
o Extension of Time Register o Variation Register o Corrective Action Register o Non-Conformance Register o Cost Forecast Spreadsheet o Construction Program
Contract Administration System
SD - 006 27/01/2005 Page 3 of 5
1.0 Introduction ░░░░░░░░ 2.0 Project Costs
The table below shows a summary of actual project costs to date.
Progress Payments to date
Approved Variations SUB-TOTAL
Principal’s materials at (date)
Variations to Principal’s materials
Departmental Costs TOTAL TO DATE
Table 1 - Summary of Project Costs at
See Appendices for Variation Register and Forecast Cash Flow.
3.0 Project Status
The construction time status summary is as follows:
Date of Acceptance of Tender Period of Construction Date for Completion Approved Extensions of Time to Approved Date for Completion Anticipated Date for Completion
Contract Administration System
SD - 006 27/01/2005 Page 4 of 5
4.0 Program and Progress
Works commenced onsite and are summarised as follows: Works in total are estimated at being complete (Contractor’s percentage estimate)
5.0 Construction Program ░░░░░░░░ 6.0 Extensions of Time 7.0 Claims 8.0 Quality ░░░░░░░░ 9.0 Blasting
. ░░░░░░░░ 10.0 Weather ░░░░░░░░ 11.0 Traffic Matters ░░░░░░░░ 12.0 Environmental ░░░░░░░░ 13.0 Safety ░░░░░░░░ 14.0 Public Relations/ Community Consultation ░░░░░░░░ 15.0 Design Issues ░░░░░░░░
Contract Administration System
SD - 006 27/01/2005 Page 5 of 5
16.0 Principal Supplied Materials See Appendix for forecast cash flow. ░░░░░░░░ 17.0 Conclusion The anticipated completion date for this contract based upon works completed to date and the delays ░░░░
Staffing levels for administration of this contract. Total project cost estimates for this project are listed below:
$ Original Estimat
e
Actual to (date)
Forecast Total
Program Approval
Contract Costs
Principal’s Materials
Departmental Costs
TOTAL
Contract Administration System
SD - 007 27/01/2005 Page 1 of 1
SD-007: Measured Quantity Report In order to develop consistency between projects it is recommended that the measured quantity report show the following details:
• Progress pay number • Schedule • Item number • Variation number • Quantity this period • Quantity previous period • Unit rate • Amount • Total value for each schedule (excluding GST)
PROJMAN is an IT financial management tool which supports the measurement of quantities. Assistance is available through DIT Help (refer QDoT address Book) or call 3834 8079.
Contract Administration System
SD-008: Agenda for End of Project Debrief As Constructed Plans The as-constructed plan should consist of any changes to the design and a copy of the annotated drawings. It is suggested that these changes are handed to the Superintendent at each monthly meeting. Project Debrief
Project Finalisation Reporting Agenda for Project Debrief
This procedure outlines the steps and discussion points for the Finalisation of Construction Projects undertaken by Roadworks Performance Contracts (RPC) or Road Construction Contracts (RCC). This “report” card is to be completed at the debrief meeting for all designated projects. Section Question Comments Preconstruction Was the project scope controlled during the
preconstruction process?
What significant issues were identified during consultation? Were these issues adequately addressed in the design?
Was the preconstruction cost managed successfully in this phase? What is the percentage difference between budget and actual preconstruction cost?
Was preconstruction timely (i.e. was scheme available 2 months prior to tender/ offer)?
Were any significant issues identified in the design safety audit? Are these applicable for related projects?
Were any significant issues identified during the constructability check? Were any maintenance issues identified? Have these issues been communicated to the planning/ design staff for future understanding?
Was preconstruction managed by a project team approach?
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Contract Administration System
Section Question Comments Were there significant pavement design
issues?
How would you rate the overall quality of design? Is this based on feedback from Delivery or Contractor staff?
Were all environmental issues successfully managed during the phase?
Were resumptions completed prior to Tendering/Offers?
RIP Delivery Was the project delivered within the original RIP programmed timeframe?
What is the comparison between the initial RIP figure (years 3-5) to the final project cost?
What was the final project cost as compared to the approved RIP amount?
Project Delivery
What was the roughness (NRM or subjective comment) and was a bonus or penalty applied?
Were any lots rejected or accepted at a reduced level of service. If yes, why and what lessons were learned? What was the value of the rejected works or the value of the reduced level of service?
Do you consider the delivery method was appropriate (i.e. tender, RPC etc)? Why?
Were there significant variations in the project? Why and what have we learned? Please attach variations register/listing. What value of the contract is the total cost of the variations?
What were the contractual relationships like (list partnering scores if available)? Are there any unresolved relationship issues?
Were there any consultations (eg property owners, motorists etc) issues during construction?
Did the Contractor carry out the required public consultation issues adequately?
Was the project delivered within the contract timeframe? Were extensions of time (EOT) handled in a timely manner?
What innovation occurred on this project?
Were there any significant findings from a pre-opening road safety audit?
Were there any traffic management issues during construction?
Are there any potential ongoing/future maintenance issues that need to be addressed?
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Contract Administration System
Section Question Comments Was an Environmental Management Plan
approved and was it followed? Was an Environmental audit carried out?
Did the District Workplace Health and Safety Officer visit site and carry out an audit?
Outcome Was the delivered project as “fit for purpose”; e.g. overdesigned/ underdesigned?
Did the outcome align with our investment strategies for this road?
Did the delivered project align with the approval project scope?
Does this project contribute to any specific Main Roads outcomes (eg extension of FEV route; 110 km zone; flood immunity)?
Has there been any feedback received from stakeholders/communities about this project?
Does it “look and feel” like a project you are proud of?
ASSOCIATED DOCUMENTATION
C6015 General Conditions of Contract - Works by Local Government C6119 Contractor Performance Report
Job Construction Procedures SL-029 Certificate of Practical Completion SL-031 Final Payment Certificate SL-072 Notice that Practical Completion has not been Reached SL-053 Notice for Rectification of Defects SD-011 Contractor Performance Report Memorandum
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SD - 009 27/01/2005 Page 1 of 1
SD-009: As Constructed Design Changes No. Description Chainage Plan No.
Contract Administration System
SD - 010 27/01/2005
SD-010: Post Construction Report
Post Construction Report
<Project description> <Shire>
<Road Name> <Project chainage>
Job No. <####> <Contractor>
Date <******>
<<<INSERT PROJECT IMAGE HERE>>>
Post Construction Report Project Name: <<DESCRIPTION>> Job Number: <<NUMBER>>
TABLE OF CONTENTS
1 INTRODUCTION 1
1.1 Project Description 1
1.2 Contract Type 1
2 PROJECT RESOURCES 2
2.1 Main Roads Staff 2
2.2 Contract Staff 2
3 DETAILS OF CONTRACT 3
3.1 Possession of Site 3
3.2 Date for and of Completion 3
3.3 Contract Duration 3
3.4 Extensions of Time 3
3.5 Project Costs 3
4 CONSTRUCTION ASPECTS 4
4.1 Working Platform 4
4.2 Wearing Course 4
4.3 Pavement Configuration 4
4.4 Screening Sizes 4
5 PROGRAM AND PROGRESS 5
5.1 Performance of Contractor 5
5.2 Design Issues 5
5.3 Public Relations & Consultation 5
5.4 Material Sources 5
5.5 Quality, NCR’s & CAR’s 5 5.5.1 Quality 5 5.5.2 Contractors’ NCR’s 5 5.5.3 Departments’ CAR’s 5
SD - 010 27/01/2005 i
Post Construction Report Project Name: <<DESCRIPTION>> Job Number: <<NUMBER>>
5.6 Financial Performance 6 5.6.1 Contractor 6 5.6.2 Departmental 6
6 AREAS REQUIRING IMPROVEMENT 6
6.1 Environment 6
6.2 Drainage 6
6.3 Revegetation 6
6.4 Provision for Traffic 6
6.5 Service Issues 6
6.6 Geotechnical 6
6.7 Specifications 7
7 ATTACHMENTS 7
7.1 Performance Reports 7
7.2 As Constructed Plans 7
7.3 Financial Data 7
7.4 Monitor Registers 7
7.5 Other 8
SD - 010 27/01/2005 ii
Post Construction Report Project Name: <<DESCRIPTION>> Job Number: <<NUMBER>>
1 Introduction
1.1 Project Description
1.2 Contract Type
SD - 010 27/01/2005 1
Post Construction Report Project Name: <<DESCRIPTION>> Job Number: <<NUMBER>>
2 Project Resources
2.1 Main Roads Staff
2.2 Contract Staff
SD - 010 27/01/2005 2
Post Construction Report Project Name: <<DESCRIPTION>> Job Number: <<NUMBER>>
3 Details of Contract
3.1 Possession of Site
3.2 Date for and of Completion
3.3 Contract Duration
3.4 Extensions of Time
3.5 Project Costs
SD - 010 27/01/2005 3
Post Construction Report Project Name: <<DESCRIPTION>> Job Number: <<NUMBER>>
4 Construction Aspects
4.1 Working Platform
4.2 Wearing Course
4.3 Pavement Configuration
4.4 Screening Sizes
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Post Construction Report Project Name: <<DESCRIPTION>> Job Number: <<NUMBER>>
5 Program and Progress
5.1 Performance of Contractor
5.2 Design Issues Post "Implementation Report on Designer": refer to the latest version on Main Roads Junction under the Manual for Use and Engagement of Consultants on Engineering Projects Appendix K and Clause 11.4.
5.3 Public Relations & Consultation
5.4 Material Sources
5.5 Quality, NCR’s & CAR’s
5.5.1 Quality
5.5.2 Contractors’ NCR’s
5.5.3 Departments’ CAR’s
SD - 010 27/01/2005 5
Post Construction Report Project Name: <<DESCRIPTION>> Job Number: <<NUMBER>>
5.6 Financial Performance
5.6.1 Contractor
5.6.2 Departmental
6 Areas Requiring Improvement
6.1 Environment
6.2 Drainage
6.3 Revegetation
6.4 Provision for Traffic
6.5 Service Issues
6.6 Geotechnical
SD - 010 27/01/2005 6
Post Construction Report Project Name: <<DESCRIPTION>> Job Number: <<NUMBER>>
6.7 Specifications
7 Attachments
7.1 Performance Reports • Contractor Performance Report
Refer MRPDS Vol. 3 • Sub Contractor Performance Report (s) • Specialist Supplier Report (s)
Eg. Asphalt, Steel, Precast Concrete
7.2 As Constructed Plans
7.3 Financial Data • Actuals • CMS Reports • FiMS Reports
7.4 Monitor Registers • Certifications • Contact Details
• Milestones • Correspondence Register
• Action Register
• Non-Conformance Register
SD - 010 27/01/2005 7
Post Construction Report Project Name: <<DESCRIPTION>> Job Number: <<NUMBER>>
• Variations to Time Register
• Variations/Claims Register
• Principal’s Materials Variation Register
• As Constructed Register
7.5 Other Final Project Records Checklist
SD - 010 27/01/2005 8
Superintendent's Surveillance Plan (SD-13)
Project name
Contract Number
Prepared by Name Title Job title Branch/District Branch/District Division/Region Division/Region Location Floor, street, city Version no. 2 Revision date 8 December 2004 Status Draft/Final review/Sign off (delete 2 of) DMS ref. no. DMS reference number File/Doc no. File number/document number
Superintendent's Surveillance Plan Project -
Document control sheet
Contact for enquiries and proposed changes
If you have any questions regarding this document or if you have a suggestion for improvements, please contact:
Superintendent Insert Superintendent's name here
Phone Insert phone number here
Version history
Version no. Date Changed by Nature of amendment
1 09/24/2004 DC Initial draft.
2 8/12/2004 DC Draft for Comment
Project Plan Endorsement
The following officers have deemed this plan suitable.
Name
Manager (Infrastructure Delivery) or ID (Project Manager) Position
SD-013
Signature Date
Name
District Director Position
Signature Date
Main Roads 8 Dec 2004 Page 2 of 25
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Contents
1 Introduction................................................................................................................ 5
2 Definitions ................................................................................................................... 5
3 Project Details ............................................................................................................ 5
4 Superintendents Surveillance Team......................................................................... 5
5 Stakeholders (affecting Surveillance)....................................................................... 6
6 Contract control ......................................................................................................... 6 6.1 Integration / Management ............................................................................................ 6
6.2 Procedures and Forms.................................................................................................. 7
6.3 Product Quality ............................................................................................................ 7
6.4 Communication management ...................................................................................... 7 6.4.1 Internal communication ........................................................................................................... 7 6.4.2 External communication .......................................................................................................... 7 6.4.3 Meetings................................................................................................................................... 7 6.4.4 Records Management............................................................................................................... 8 6.5 Procurement management............................................................................................ 8
6.6 Environment................................................................................................................. 8
6.7 Safety Management...................................................................................................... 8
6.8 Traffic Management..................................................................................................... 8
7 Risk Assessment Management.................................................................................. 8
7.1 Monitoring and Review ............................................................................................... 9
8 Surveillance Performance Measurement................................................................. 9
9 References ................................................................................................................... 9
Appendix A – Project Definition........................................................................................... 10
Appendix B – Responsibility assignment matrix................................................................. 11
Appendix C – Surveillance schedule..................................................................................... 13
Model 1: Schedule for Gantt Chart ...................................................................................... 13
Model 2: Table........................................................................................................................ 14
Appendix D1: Site Contact Details (SF007)......................................................................... 15
Appendix D2: Support and Specialist Personnel - Contact Details (SF002) .................... 16
Appendix E – Project budget ................................................................................................ 17
Appendix F1 – Risk management plan ................................................................................ 18
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Appendix F2 – Risk management table................................................................................ 19
Appendix G – Internal communication management plan ................................................ 20
Appendix H – External Communications Plan ................................................................... 22
Appendix I – Records Management (example) ................................................................... 23
Appendix J - Forms and Procedures relevant to project ................................................... 25
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1 Introduction This is the management plan for the Superintending team. It sets out the relevant information for the provision of surveillance and administration of the project, commensurate with the risks associated with the project.
2 Definitions Terms, abbreviations and acronyms Meaning
ID Infrastructure Delivery DBS District Business System QES Quality, Environment and Safety RS&E Road Systems and Engineering RoadTek Commercial Operations Unit Of Main Roads EOT Extension Of Time EHM Extreme, High and Medium Risks CAR Corrective Action Report NCR Non Conformance Report
DMS Document Management System (Records and Archiving)
ATP Approval to Proceed RFI Request for Information EMP Environmental Management Plan TMP Traffic Management Plan
3 Project Details Describe the project in summary, for example:
"The highway is to be widened to six lanes, with provision of noise barriers, fencing, and upgrading of drainage and traffic structures within the site."
Refer Appendix A for a more detailed outline of project.
4 Superintendents Surveillance Team Recommend inclusion of Organisational Chart
Superintendent's Surveillance Plan Project -
Superintendent / Principal's Agent
Name
Superintendent's Representative
Name
Package 1: Inspector
Name
Package 2: Inspector
Name
Package 3: Inspector
Name
Other Support Staff: Refer Appendix D2. (Modified CAS Form SF02)
Consider standard documents SD-01, SD02 to assist in defining delegations.
The Responsibility Matrix is defined in Appendix B.
The Contact List for the Project is shown in Appendix D1. (Modified SF07)
5 Stakeholders (affecting Surveillance) Stakeholder Location Interest/context
Communication issues are considered in "Communication"
6 Contract control
6.1 Integration / Management This plan is aligned with the contractor’s Contract Plan and the risk assessment undertaken by the Superintendent's team.
Consider pre award activities: see Contract Administration / Surveillance- Establishment (P-002).
Other considerations for effective surveillance of the contract by the Superintending team may include:
• Risk Assessment (refer Appendix F).
• Project specific forms and procedures that may be used – refer Appendix J.
• Frequency of Reviews
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• Frequency of regular, and timing of specific, surveillance activities. This includes changing to suit changing risks - See Section 4.1 of "Superintendent surveillance Plan - Guideline for Development".
• Used of CAR's, Issues Management, Incident Reporting and NCR/ Improvement notices (within the team)
6.2 Procedures and Forms Detail use of locally derived, District or Main Roads based procedures or forms – Refer Appendix J.
6.3 Product Quality Surveillance Activities
The Surveillance schedule is located in Appendix C. This will be impacted by the assessed risks such as:
• Hold Points
• Materials and construction processes
• Material supply and quality
• Safety, environmental or traffic issues
• Community Issues
Issues arising are captured on the "Issues Register" (see Guideline P-028). This is maintained on site, tabled at the monthly site meeting, and attached to form part of the minutes.
6.4 Communication management
6.4.1 Internal communication Communications Plan – See Appendix G.
6.4.2 External communication See Appendix H
Consider:
• Contractor
• Service Authorities
• Community
6.4.3 Meetings Describe the various major meetings. These may include:
• Pre start Meeting
• Monthly Site Meetings
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• Post Construction Conference
6.4.4 Records Management Develop a table for "Records Management" – see Appendix I.
6.5 Procurement management Suppliers (List / Date) To Be Confirmed???
6.6 Environment Surveillance activities may well be incorporated within the general surveillance schedule.
Incident management may be incorporated in general incident management, or described separately. Integration is recommended.
Detail specific activities and contacts in the event of environmental incidents. The latter may be included in the general Contacts list (SF-007). Appendix D1 includes a copy.
6.7 Safety Management Considerations may include:
• Superintendent's Site Office
• Construction Site Induction
• Site Safety / Incidents
• Risk Activities and Dangerous Incidents
6.8 Traffic Management Surveillance activities may well be incorporated within the general surveillance schedule.
Incident management may be described separately, while still using much of the standard Incident reporting processes.
Detail specific activities and contacts deemed appropriate in the event of (dangerous) traffic incidents. The latter may be included in the general Contacts list (Form SF-007). Appendix D1 includes a copy.
7 Risk Assessment Management The risk analysis process is to be carried out by the relevant members of the project team. The analysis is attached in Appendix F. Issues that are identified as having a significant risk will be managed through assigning appropriate levels of surveillance. This influences timing, frequency and the skill set requirement of the surveillance officer.
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7.1 Monitoring and Review Reviews are part of the site meeting with the contractor. Identified changes to the risk profile of the contract are managed through aligning the surveillance programme. Reports are forwarded (monthly) to the principal identifying progress, issues arising and forecast.
8 Surveillance Performance Measurement Success criteria Responsibility Measurement
method KPI Target
Surveillance Plan development
Superintendent Review Completed Developed
Implementation of Surv. Plan – management of associate risks for the principal.
Superintendent Review (Risk) practices / activities undertaken
Principal related risks effectively managed
Relationships Superintendent Review / assessment
Relationship Measurement
Sound
Team satisfaction Superintendent Team Review Team Satisfaction
Sound
See Guideline document for additional notes.
9 References Contract Administration Manual
Contractor's Contract Plan
District based contract management documentation – refer
----- ooooo-----
Superintendent's Surveillance Plan Project -
Appendix A – Project Definition Job Number:
Local Authority:
Road:
Location:
Scope of Work:
The existing highway is to be widened to six lanes, with provision of noise barriers, fencing, and upgrading of drainage and traffic structures within the site. (Copy this into Scope statement in Main Project)
The scope includes:
• Asphalt overlay of the existing highway from
Ch3308 to Ch4500 (approx)
Ch5120 (approx) to Ch5650 (approx)
Ch6300 (approx) to Ch10500 (approx)
• Full reconstruction of the existing highway including lowering of the gradeline from
Ch4500 to Ch5120 (approx) (Brays Road)
Ch5650 (approx) to Ch6300 (Anzac Avenue)
• Minor widening into the median using full depth asphalt pavements
• Installation of silt ponds
• Upgrade of electrical installations
Contractor:
Date of the Letter of Acceptance:
Period for Practical Completion:
Original Date for Practical Completion:
Contract Amount: $XXXXXXXXXXXXX
Out of Scope:
Assumptions: for example, Foundations, services
Main Roads 8 Dec 2004 Page 10 of 25 SD-013
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Appendix B – Responsibility assignment matrix
Legend
PD Principal's Delegate EO Environmental Officer C Contractor
S Superintendent DSO Safety Officer (District) ST Soil Tester
SR Superintendent's Rep. SS Survey Services AT Asphalt Tester
SI Senior Inspector CC Cost Clerk CT Concrete Tester
I Inspector RSE Speciality surveillance <name>
A Assist C Consult O Coordinate P Primary responsibility R Review S Sign off
ROLE <EXAMPLE ONLY>
Project Staff Support Staff Others Task
S SR SI I PD EO CC DSO SS RSE C ST AT CT
Financial Approval S P
Surveillance Audits P A
Issues Registers P A
Survey Compliance Audits O A P
Material Compliance Audits O A P
ROLE <EXAMPLE ONLY>Task
Project Staff Support Staff Others
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S SR SI I PD EO CC DSO SS RSE C ST AT CT Compaction Compliance Audits O A P
Concrete Compliance Audits (Material) O A P
Asphalt Compliance Audits (Laying and test procedure) O A P
Pile Driving Records P P
Construction Diary (Hand) S P P Computerised Diary & Entry into P3 Expedition A P
CAR’s P P A
Site Meetings P A A Hold Point Release (Approval to Proceed) P A O
Photographic/video/voice file Records A P A
Marking up As Constructed Drawing O P A
Forward As Constructed Drawings to Manager (Transport Planning)
P
Approval of Inspector Time & Dissection Sheets S P
Site Office Safety Audit P
Site Office Inductions P A A
Site Induction P
Formal Process Audits P A
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Appendix C – Surveillance schedule
Model 1: Schedule for Gantt Chart
ID WBS ID Activity name Resources Duration Depend. Start Finish
1
2
3
4
5
6
7
8
9
10
11
12
Match Activity to Contract Programme
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Model 2: Table
ID Risk Factor
Activity name Resources
(See Responsibility Matrix)
Surveillance Mechanism
Duration and Frequency of Surveillance Activity
(Match to Contract Programme)
1
2
3
4
5
6
7
8
9
10
11
12
This has more information and may also lead to a Gantt Chart for the Surveillance Schedule.
Superintendent's Surveillance Plan Project –
Appendix D1: Site Contact Details (SF007) The site contact list is to be kept up to date as people join or leave the project.
Job No: Project Name: Contractor:
Date of Contact List:
Name: Office Number:
Position: Mobile Number:
Location: Fax Number:
Postal Address: After Hours Number:
eMail:
Name: Office Number:
Position: Mobile Number:
Location: Fax Number:
Postal Address: After Hours Number:
eMail:
Name: Office Number:
Position: Mobile Number:
Location: Fax Number:
Postal Address: After Hours Number:
eMail:
Name: Office Number:
Position: Mobile Number:
Location: Fax Number:
Postal Address: After Hours Number:
eMail:
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Superintendent's Surveillance Plan Project –
Appendix D2: Support and Specialist Personnel - Contact Details (SF002)
Project Name: Description:
Contractor: Contract Number:
This register is designed to list support services such as a list of technical contacts, consultants and companies that provide specialist services.
Number Description Name Telephone e- mail
1 Admin Services
2 Design
3 IT Support
4 Geotechnical Issues
5 Bitumen supply
6 Contractual Supply
7 Environmental Support
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Superintendent's Surveillance Plan Project –
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Appendix E – Project budget
ID WBS ID
Activity name Resources Frequency Start Duration
Days or % of Time
Internal labour cost
Contract labour cost
External services and material costs
Other costs
Other costs
Total costs
1
2
3
4
5
6
7
8
9
10
11
12
Superintendent's Surveillance Plan Project –
Appendix F1 – Risk management plan
Broad strategy for risk management Type here
A summary of significant risk factors Type here
Overall assessment of project risk Type here
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Superintendent's Surveillance Plan Project –
Appendix F2 – Risk management table
SD-013
Revised Risk Rating No. Risk factor Proposed response / mitigation action
Like
lihoo
d
Impa
ct
Ris
k ra
ting
Liklhd Imp Rtg
Related activity number
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Superintendent's Surveillance Plan Project –
Appendix G – Internal communication management plan
Introduction Type here
Exception reports Type here
Team Meetings Team Meetings are held <frequency> in the Site Office Conference Room. Agendas and Minutes are published < >.
Staff Satisfaction Surveys
Surveys are distributed at the end of each month. Survey results and comments are addressed at Team Meetings. Results are included in the monthly report
Management of information systems Refer - Information / Records Management procedure (P- ) for correspondence management, daily diary, photographic records and general document control.
Project office procedures Examples may include:
Mail Procedures for Site Office
Mail procedures for the site office are as follows:
Email is utilised for phone messages and where necessary to record communication between team members. Team Members are to consider emails received as priority and ensure appropriate action.
Timesheets
Tadpole is completed by individuals and submitted for approval on a weekly basis. Timesheets are then printed and stored in the folder at reception.
Telephone
If calls aren’t taken they will automatically divert to reception. If team members are out of the office, they are to ensure their phones are diverted to mobiles, where possible. If team members are unavailable, telephone messages will be advised via email.
Staff Rosters
There is a white board located at reception for recording staff rosters. Approved Holidays & RDO’s are also to be recorded here. A 6 month look ahead, flexible roster records staff leave and scheduled RDO's and is available from reception. The reception Lotus Notes Calendar is utilised for site activities / meetings / events, all team members have access to this calendar and can update accordingly.
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Superintendent's Surveillance Plan Project –
Designer / RFI All RFI’s (request for information) are forwarded to the designer, with a copy logged and maintained on site (RFI Register). Response times are to be provided to the designer. A copy is also forwarded to the Design Project Manager. Refer to Appendix C “Contact Details.”
References Refer Appendix C for contacts List
Main Roads 8 Dec 2004 Page 21 of 25 SD-013
Superintendent's Surveillance Plan Project –
Appendix H – External Communications Plan
Contractor
Site meeting schedule
Contacts – See App D
Service Authorities
What services may require discrete and / or emergency contact.
Contacts – see App D
Community
This may include a community consultation plan.
Standard project reporting
Refer - Procedure Reporting for Principal / Principal Related Correspondence (P-010).
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Superintendent's Surveillance Plan Project –
Appendix I – Records Management (example) Stored logged
Location
Paper Based Communication Description P3
Expedition Data base
Folder No. DMS
DBS
Reference Contractor
Financial Approvals 14
Notification of possession of
site 6
Evidence of insurance 5
Notices to tenderers 8
Project Plans 20
Schedule 27
Extension Of Time –
Requests/agreement/rejection 9
Variation
requests/approval/rejections 19
Extras
Partnering documents 13
Site Issues resolution
(Partnering) 13
Prestart Meeting minutes 17 CD05F02
Quality Prestart Meeting
Minutes 17 CD05F03
Monthly Site Meeting 17 CD05F04
Contractor’s approved Traffic
Management Plan 18
Contractor’s Initial set out of
individual installations (TMP) 18
M994 18
Working Risk Management
Plan 26
Surveillance Audits 1
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Superintendent's Surveillance Plan Project –
Inward correspondence from
Designer (Cardno) 3
Outward correspondence from
Designer (Cardno) 4
Request for information 16
Corrective Action Reports 7
Non Conformance Reports 12
Computerised daily diary
As Constructed Program
Contractor’s Statused
construction program 17
Construction Diary (hand) 21
Photographs
Videos
Voice Files
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Superintendent's Surveillance Plan Project –
Appendix J - Forms and Procedures relevant to project Procedures Forms
Number Description / Location Number Description / Location
•
•
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Contract Administration System
SD - 015 05/2002 Page 1 of 4
SD-015: Record File Numbers DMS Storage Paper Copy Storage
Name of File Documents contained within file Are docs.scanned
Location of scanned docs.
Is paper copy kept
Paper File No.
Paper File Location
CORRESPONDENCE Incoming Correspondence
Letter, Reports, Memo's, Faxes, Emails, Minutes and Correspondence Yes, except emails Correspondence Yes, except
emails A1 Compactus
Outgoing Correspondence Letter, Reports, Memo's, Faxes, Emails, Minutes and Correspondence
Yes, except emails Correspondence Yes, except emails A2 Compactus
ADMINISTRATION Contracts Minor Works, Plant Hire, Supply, Works, Contract Letter, Progress Claims/Payments,
Contractor Variations Yes Administration Yes A3 Compactus
Tender Documents Tender Documents & Dead Tenders
Yes Administration Yes A4 Compactus
Invoices Creditor Invoices A-Z
No - Yes A5 Compactus
Financial Monthly Progress Claims, Monthly Claim Audit File, Petty Cash Claims, Credit Applications/Agreements, Creditor Purchase Orders, Salary Staff Leave, Final Release & Waivers
No - Yes A6
Employee Relations Employee Details, Weekly Timesheets, Employee Leave, Employee WorkCover Claims, Employee Classification Changes, Project Certified Agreement, Commerce Queensland, Training
No - Yes A7 Compactus
Partnering Team Minutes, Handouts
Yes, except general info Correspondence Yes A8 Compactus
Insurance Insurance
Yes Administration Yes A10 Compactus
Legal Documents
No - Yes A11 Compactus
MANAGEMENT SYSTEM NCR
Non Conformance Reports Yes, at end of
month Management System Doc. Yes M1
Audits Audit Reports, Supplier Audits, Audit Schedules
Yes Management System Doc. Yes M2
Approved Documents Plans, Manuals, Procedures, Inspection & Test Plans, Forms, Check Lists, Construction Method Statements, Safe Work Method Statements, Review & Approval Forms
Yes Management System Doc. Yes M3
Request for Information Forms, Register, RFI
Yes, at end of month
Management System Doc. Yes M4
Position Descriptions Position Descriptions
No - Yes M5
Calibration Test Methods/Inspection Measurement Test Equipment (IMTE) Register
No - Yes M6
Contract Administration System
SD - 015 05/2002 Page 2 of 4
DMS Storage Paper Copy Storage Name of File Documents contained within file Are
docs.scanned Location of
scanned docs.Is paper copy
kept Paper File
No. Paper File Location
CONSTRUCTION Meetings
(a)Tool Box Meeting Minutes (b) Prestart Meetings (c) Safety Committee
Yes Construction Yes C1 Compactus
Safety Inspections
(a) Operators Daily Check Sheets (b) Daily Site Safety Checks (c) Weekly Site Safety Checks (d) Senior Management Site Safety Checks (e) Pre Commencement Crane Check, Plant Condition Report (f) Electrical Equipment Register, First Aid Kit Checks, Fire Extinguisher Checks
No - Yes C2 Compactus
Incidents Register of Injuries, Incident Reports and Investigations
No - Yes C3 Compactus
Inductions (a) Site Induction / Register (b) Short Term Inductions (c) Non Permanent Site Personnel
No - Yes C4 Compactus
Other Safety Records
(a) Operators Certificates, Confined Space Entry, Permits/Information – Excavation Permits Completed
(b) Safety Equipment Issue (c) Delivery & Pick up Instructions – Various Companies
No - Yes C5 Compactus
Lot Records (a) Process Control Plans, Inspection & Test Plans, Forms & Checklist Test Results, Traffic
Control Plans, Lot Completed Records (b) Work Method, Risk Assessments
Yes Construction Yes C6 Compactus
Manufacturer's Data & Technical Queries
(a) Technical Queries, Safety Alerts (b) Material Safety Data Sheets, Hazardous Substances Register
No - Yes C7 Compactus
External Quality & Safety Records Quality Assurance & Safety Procedures
Yes Construction Yes C8
Survey Records Survey Records, Quantities
No - Yes C9
Plant & Equipment (a) (a) General (b) Major Plant Checklist – Crane (c) Major Plant Checklist - Plant
No - Yes C10 Compactus
Construction Program Construction Program, Short Term Rolling Program, Fortnightly Program, Extension of Time, Extension of Time Register
No - Yes C11 Compactus
Safety Alerts Safety Alerts
No - Yes C13 Compactus
Construction Minutes Minutes from Civil Works and Structures Meetings
No - Yes C14 Compactus
Traffic Service Authority Design Approvals
Yes Construction Yes C15
Personnel Surveys Personnel Surveys (Field Personnel and Project Staff)
No - Yes C16 Compactus
Contract Administration System
SD - 015 05/2002 Page 3 of 4
DMS Storage Paper Copy Storage Name of File Documents contained within file Are
docs.scanned Location of
scanned docs.Is paper copy
kept Paper File
No. Paper File Location
DESIGN External Drawings
External Drawings Yes Design Yes D1 Compactus
Master Control Drawings Internal Drawings
Yes Design Yes D2 Compactus
Design Reports Concept Preliminary & Final Design Reports
Yes Design Yes D3 Compactus
Brief & Specifications Briefs & Standard & Supplementary Specifications
Yes Design Yes D4 Compactus
Designer Site Notes Designer Site Notes
Yes Design Yes D5 Compactus
Transmittals Transmittals
No/Electronic Transmittal Yes D6 Compactus
Design Calculations
(a) Geometry (b) Drainage (c) Structures (d) Pavements (e) Noise (f) Settlement
No - Yes D7
Landscape Files
(a) Landscape Design Programs / Actions and Requests (b) Landscape Specification (c) Soil Tests and Landscape Trials (d) Landscape Contractor and Landscape Suppliers (e) Landscape Cost Estimates (f) Plant Species List and Seed Information
No - Yes
D8 D9
D10 D11 D12 D13
ENVIRONMENTAL AND STAKEHOLDER Environmental Reports
(a) Historical environmental information e.g. IAS, Environmental Reports compiled pre-project
(b) Pre-construction e.g. Environmental Design Report, EMP (Planning) (c) Environmental Work Method Statements, Risk Analysis (d) Monthly Environmental Reports (e) Key Performance Indicator reporting
No
Yes Yes Yes Yes
Stakeholder
Yes
ES1
ES2 ES3 ES4 ES5
Environmental Meetings & Training
(a) Toolbox Talk Minutes (b) Environmental Steering Committee Minutes (c) Environmental Training information, attendance records
Yes Yes No
Stakeholder Yes ES6 ES7 ES8
Environmental Inspections (a) Daily inspections (b) Weekly inspections (c) Audits (internal & external)
No Yes Yes
Stakeholder Yes ES9
ES10 ES11
Contract Administration System
SD - 015 05/2002 Page 4 of 4
DMS Storage Paper Copy Storage Name of File Documents contained within file Are
docs.scanned Location of
scanned docs.Is paper copy
kept Paper File
No. Paper File Location
Environmental Monitoring
(a) Baseline – Water Quality (b) Baseline – Noise (c) Baseline – Air Quality (d) Baseline – Vibration (e) Baseline – Contaminated Land (f) Baseline – Acid Sulfate Soil (g) Construction – Water Quality (h) Construction – Noise (i) Construction – Air Quality (j) Construction – Vibration (k) Construction – Contaminated Land (l) Construction – Acid sulfate soil
Yes – only summary
spreadsheet Stakeholder Yes
ES12 ES13 ES14 ES15 ES16 ES17 ES18 ES19 ES20 ES21 ES22 ES23
Environmental Incidents & Complaints (a)
(a) Complaints – Complaints register, follow up actions (b) Incidents – notification of incident, incident report, follow up action (c) Non-conformances – non-conformance report, corrective action
No No Yes
Stakeholder Yes ES24 ES25 ES26
Cultural Heritage
? Stakeholder Yes ES27
Licenses & Permits Licenses & Permits
Yes Stakeholder Yes ES28
Newsletters Newsletters and distribution details
No (Newsletters only) Stakeholder Yes
ES29
Record of Consultation Record of Consultation, Minutes of Meetings, Ministerial
No (Minutes only) - Yes ES30
Media Advertisements, Articles,
No - Yes ES31