Employer:

Employer Representative:

Lead Architect & Engineer:

Other Main Contractor:

Stakeholders ALEC

MEP Design:

Subcontractors

Local Authorities Suppliers

SITE COMMUNICATION PLAN

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Contents
1 INTRODUCTION ................................................................................................................................... 6
1.1 Purpose and Scope ...................................................................................................................... 6
1.2 References ................................................................................................................................... 6
1.3 Definitions, Terms, Acronyms and Abbreviations ........................................................................ 6
2 Communication Technology ................................................................................................................ 7
2.1 The software ................................................................................................................................ 7
2.2 Document controller structure .................................................................................................... 7
2.2.1 General ................................................................................................................................ 7
2.2.2 Key Roles ............................................................................................................................. 7
3 Contract Key Stakeholders .................................................................................................................. 8
4 Communication Rules.......................................................................................................................... 9
4.1 Key Contacts ................................................................................................................................ 9
4.2 General Rules .............................................................................................................................. 9
4.3 Confidentiality and Security ...................................................................................................... 10
4.4 Site Working Hours (ALEC and Team) ........................................................................................ 10
4.5 Coordination with other Contractors on Site ............................................................................ 10
5 Communication Methods .................................................................................................................. 11
5.1 General ...................................................................................................................................... 11
5.2 Site Master Meetings Schedule ................................................................................................. 18
5.3 Departmental Communication Matrix ....................................................................................... 18
6 Document Management and Control ................................................................................................ 19
7 Correspondence ................................................................................................................................ 20
7.1 Correspondence Through [Aconex] ........................................................................................... 20
7.2 Incoming Correspondence Not Controlled By [Aconex] ............................................................ 20
7.2.1 Document Receipt ............................................................................................................. 20
7.2.2 Allocation of Distribution List ............................................................................................ 21
7.2.3 Document Registry ............................................................................................................ 21
7.2.4 Document Distribution ...................................................................................................... 22
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7.2.5 Day File (Incoming Document)........................................................................................... 22

7.2.6 Document Filing and Storage ............................................................................................. 23
7.3 Outgoing Correspondence Not Controlled By [Aconex] ............................................................ 24
7.3.1 Standard Formats .............................................................................................................. 24
7.3.2 Document Registry ............................................................................................................ 25
7.3.3 Document Dispatch ........................................................................................................... 26
7.3.4 Document Filing and Storage ............................................................................................. 26
8 Submittals (from ALEC to Engineer) .................................................................................................. 28
8.1 General ...................................................................................................................................... 28
8.1.1 Transmittal Sheet .............................................................................................................. 28
8.1.2 Review/Approval Status .................................................................................................... 28
8.1.3 Transmittals Register ......................................................................................................... 28
8.2 Construction/Work Programme ................................................................................................ 28
8.2.1 Responsibilities in brief ...................................................................................................... 28
8.3 Shop Drawings ........................................................................................................................... 29
8.3.1 Shop drawings number and CAD file name ....................................................................... 29
8.3.2 Shop drawing format ......................................................................................................... 29
8.3.3 Responsibilities in brief ...................................................................................................... 30
8.4 Material Submittals ................................................................................................................... 30
8.4.1 Product data / material submittals content....................................................................... 30
8.4.2 Responsibilities in brief ...................................................................................................... 31
8.5 Samples, Mock-ups / Job Standards .......................................................................................... 31
8.5.1 Identification of required samples and/or mock-ups ........................................................ 31
8.5.2 Preparation of samples ...................................................................................................... 31
8.5.3 Control of samples on Site (“Samples” Room) ................................................................... 31
8.5.4 Responsibilities in brief ...................................................................................................... 32
8.6 Method Statements and Other Technical Documentation ........................................................ 32
8.6.1 Method statement content ............................................................................................... 32
8.6.2 Responsibilities in brief ...................................................................................................... 32
8.6.3 ITPs and work procedures content .................................................................................... 33
8.6.4 Number of copies to be submitted .................................................................................... 33

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8.6.5 Responsibilities in brief ...................................................................................................... 33

9 Submittals (from ALEC subcontractors to ALEC)................................................................................ 34
9.1 Specific Rules of Communication .............................................................................................. 34
9.2 Subcontractor Transmittal Sheet ............................................................................................... 34
9.2.1 General .............................................................................................................................. 34
9.2.2 Subcontractor Transmittals Register ................................................................................. 34
9.3 Subcontractor Reports .............................................................................................................. 34
9.4 Submittal Review by ALEC ......................................................................................................... 35
9.4.1 The process ........................................................................................................................ 35
9.4.2 The form ............................................................................................................................ 35
9.4.3 Lead reviewer .................................................................................................................... 36
9.5 Subcontractor Submittal Details ................................................................................................ 36
9.6 Subcontractor Inspection Requests ........................................................................................... 36
9.6.1 Subcontractor MIR ............................................................................................................. 36
9.6.2 Subcontractor WIR ............................................................................................................ 36
10 Reports (by ALEC) .......................................................................................................................... 37
10.1 Daily Site Dairy........................................................................................................................... 37
10.2 Weekly Progress Report ............................................................................................................ 37
10.3 Monthly Site Report .................................................................................................................. 37
10.4 Photographic Record ................................................................................................................. 38
11 Request for Information (RFI) ........................................................................................................ 39
11.1 Purpose ..................................................................................................................................... 39
11.2 Types ......................................................................................................................................... 39
11.3 Process ...................................................................................................................................... 39
11.3.1 ALEC RFI ............................................................................................................................. 39
11.3.2 Subcontractor RFI .............................................................................................................. 39
11.4 RFI Form .................................................................................................................................... 40
12 Inspection Requests (to Client/Engineer) ...................................................................................... 41
12.1 Material Inspection Request (MIR) ............................................................................................ 41
12.2 Work Inspection Request (WIR)................................................................................................. 41
12.2.1 General .............................................................................................................................. 41

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12.2.2 The Process ........................................................................................................................ 41

12.2.3 The form ............................................................................................................................ 42
13 Non Conformance Reports ............................................................................................................ 43
14 Field Instructions ........................................................................................................................... 44

APPENDIX

1. Minutes of Meeting – TEMPLATE

2. Subcontractor Transmittal Cover Sheet
3. ITP - TEMPLATE
4. Subcontractor Submittal Review - FORM
5. Method Statement Template
6. Work Inspection Request (WIR) – FORM
7. Request For Information(RFI) – FORM
8. Material inspection request (MIR)-FORM

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1 INTRODUCTION
This Site Communication Plan is an integral part of Quality Manual .

1.1 Purpose and Scope

The purpose of this Site Communication Plan is to assist [ALEC] in identifying internal and external
stakeholders, and to understand the communication protocol to be adopted in order to enhance
communication among all parties involved.

The Site Communication Plan is developed taking into consideration two main factors:
▪ [Client or Employer]’s contractual requirements, and
▪ ALEC internal policies, processes, procedures and know-how.

[Client] requirements typically take precedence over any established internal ALEC practice or
process. Additionally, other factors, such as communication technology, may also force ALEC to
review it is standard practice in order to reach acceptable protocols of communication.

This Communication Management Plan is the translation of the internal Company requirements
that [ALEC] plans, formulates and communicates clear guidelines on concepts and processes that
shall govern “communication” on Site.

The intention of the document shall not be to unnecessary repeat any information that may
available in a contractual document or any such document applicable to the Project; in which case
proper cross-referencing shall be provided.

1.2 References
Refer to Quality Manual.

1.3 Definitions, Terms, Acronyms and Abbreviations

Refer to Quality Manual.

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2 Communication Technology
2.1 The software
ALEC has invested in an internet-based (online) collaborative information sharing software
platform: ACONEX.

[Aconex] will be the basis of the document control system for the Project. A set of procedures
have been developed by the [ALEC] to clarify related processes.

All items not dealt with through the [Aconex], these shall be handled in accordance with
guidelines and/or instructions provided herein.

2.2 Document controller structure

2.2.1 General
The implied organisational structure in ALEC to address the requirements of this technology
.The illustration shows roles of ALEC personnel dealing with [Aconex], and also addresses the
structure and role of [Document Control Department].

ALEC shall ensure that concerned staff receives proper training onto the usage of the said
software.

2.2.2 Key Roles

• [Aconex’s Company Administrator for ALEC] is the [QA/QC Manager] or Delegated.
Company Administrator’s responsibilities include:
o Creating additional users for ALEC,
o Creating User log-ins,
o Creating, editing and administering passwords,
o Create and edit ALEC details on the system,
o Set the user rights (exceptions apply),
o Verifying documents published by ALEC, if in accordance to protocol and issue NCR,
o Creating predefined distribution lists for document published by ALEC,
o Giving “adopt user” rights to users in ALEC,
o Conducting training to each new user within ALEC.

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3 Contract Key Stakeholders

Contract key stakeholders include [ALEC], as listed in Aconex Protocol document. This list is
updated and published on monthly basis by the [Employer / nominated system administrator].

A comprehensive and current (i.e., up-to-date) “Contracts Directory” shall be maintained by the
[Commercial Department], in accordance with CSP 9.01 (MODULE 9), throughout the Contract
execution duration. This directory will be inclusive of subcontractors’ and vendors’ details, as well
as. The said directory shall be for ALEC’s team own usage.

It shall be the responsibility of the [Commercial Manager] to ensure that the said directory is
maintained up-to-date, and kept accessible to [ALEC].

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4 Communication Rules
4.1 Key Contacts

Project Manager: [ ]
• All correspondence to [ ] must be addressed to (...).

Lead Architect and Engineer: [ ]

• All correspondence to [ ] must be addressed to (...).

Architect of Record: [ ]
• All correspondence to [ ] must be addressed to (...).

Main Contractor: [Al Jaber LEGT Engineering and Contracting (ALEC) LLC].
• All correspondence to [ALEC] must be addressed to Contract Manager –

4.2 General Rules

In line with contract requirements (Schedule of Project Requirements specifically), the following
communication rules apply.

• All document transfers shall be through [ACONEX], except for progress payment requests.
• All documents published / distributed within [ACONEX] will be deemed to be contractually
binding.
• Formats and conditions cited by latest versions of the following documents shall be
respected – non compliance forms the basis of a non conformance report:
• Internal correspondence through [ACONEX] shall be issued only within the publisher’s
Company. Forwarding internal correspondence to an external recipient is considered a non
conformance.
• All documents are published on [ACONEX]; hardcopy to be issued only when the document
requires original signature for approval or when original is required, such as invoices,
interim payment certificates, Employer’s Instructions, Change Request, etc. In which case,
these documents shall be issued on [ACONEX] in controlled PRIVATE distribution and
original delivered to the recipient company.
• Communication medium is English – in accordance with Contract requirements.

Additionally, the following rules apply:

• Communication between ALEC and Project Stakeholders is encouraged at all level and
through all means. However, correspondence with contractual or commercial content,
and/or correspondence that may imply or evoke contractual or commercial issues shall only
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be communicated through letters or facsimiles (to a lesser extent). Issue of such

correspondence shall be initiated by [Commercial Manager], with the approval of [ALEC
General Manager].
• Conversations (e.g., telephone, face-to-face) and emails shall only be used for conducting
day-to-day operation works. When conversations and/or emails are used for expediency,
they shall be confirmed in writing, as soon as possible. ALEC shall not take risks by executing
verbal instructions or instructions not issued in a formal manner.
• Communication between ALEC and their subcontractors shall be managed independently
from [ACONEX], by an internal setup. Communication rules with subcontractors are issued
separately, as and where appropriate.
• If not managed by [ACONEX], communication between ALEC and Project Stakeholders as
well as communication between ALEC and their subcontractors shall be exclusively
conducted through the [Document Controller].

4.3 Confidentiality and Security

In line with ALEC Code of Business Conduct (MODULE 1), information gained and collected in the
course of the Company business will be safeguarded with full respect for privacy and
confidentiality.

Confidentiality and security means that all information received in the course of the provision of
ALEC services shall be treated as business confidential to the extent that such information is not
already published, generally available to third parties or otherwise in the public domain.
Confidential information includes all non-public information that might be of use to competitors,
or harmful to ALEC or their customers, if disclosed. It also includes information that suppliers and
customers have entrusted to ALEC.

4.4 Site Working Hours (ALEC and Team)

Site working hours for Contractor and subcontractors’ personnel shall be as instructed by [ALEC
Contracts Manager].

Site working hours will be determined depending on established work programme, taking into
account applicable local laws and regulations (particularly with respect to restrictions imposed
during the summer months and those related to noise pollution), as well as specific “black-out”
date imposed by the [Employer].

Site working hours shall be communicated through internal memorandums, posted, circulated
and communicated through the [Site Administrator].

4.5 Coordination with other Contractors on Site

[ALEC Site Management Team] will be particularly cooperative in order to ensure that interests of
concerned stakeholders and subcontractors are preserved.

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5 Communication Methods
5.1 General
Management of information shall be in accordance with the following principle:

- REGISTERS, include files created outside the system (i.e., [Aconex]), and published on
the system. This is handled in accordance with [Aconex] requirements. [Aconex]
REGISTERS include:

REGISTER Title Description Remarks

Project Directory ▪ Project contracts, This directory is maintained ; there is a
▪ Statutory Authority separate “Contract Directory” maintained by
contacts, ALEC (refer Section 3).
▪ Emergency contacts.
Drawings and Sketches ▪ Design drawings, [Design Dept.] Ensures that all shop drawings
▪ Contractor shop drawings, are internally coordinated, reviewed and
▪ As-built. checked, prior to being submitted to
[Client/Consultant].

[Design Dept.] Manages all drawings issued by

ALEC

ALEC maintains a separate register to control

similar submittals from their subcontractors
and/or vendors, as well as their own drawings
and sketches.
[Aconex’s Process Controller] is the [Design
Manager].
[Aconex’s Shadow Controller] is [Document
Controller].

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REGISTER Title Description Remarks

EDMS (Electronic HSEQ and EDMS documents [QA/QC Dept.] Ensures that all technical
Document submittals are internally coordinated,
Management System), ▪ QA/QC or SHE submittals, reviewed and checked, prior to being
Quality, H&S & whether on behalf of ALEC submitted to [Client/Consultant].
Environment or their subcontractors [QA/QC Dept.] Manages all QA/QC submittals
▪ QA/QC and SHE submittals issued by ALEC
are typically subject to the [SHE Dept.] Ensures that all technical
review of submittals are internally coordinated,
[Client/Consultant] reviewed and checked, prior to being
submitted to [Client/Consultant].

[Document Controller] maintains an updated

log of received and transmitted documents, as
well as update on their status; also conducts
internal distribution and filing.

[Aconex’s Process Controller] is the [QA/QC

Manager] or Delegated, for EDMS and
Quality; and [SHE Advisor] for H&S and
Environment.
[Aconex’s Shadow Controller] is [Document
Controller].
Meetings Meeting notes ALEC maintains a separate register containing
correspondence and minutes of meetings with
their subcontractors and/or vendors.
[Aconex’s Process Controller] is the [QA/QC
Manager] or Delegated.
[Aconex’s Shadow Controller] is [Document
Controller]

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REGISTER Title Description Remarks

O&M Manuals, FM ▪ Handover data, [ALEC Site Management Team] is responsible
Manuals & Installation ▪ Operation & Maintenance to ensure that all required deliverables are in
Guides manuals. accordance with Project specifications and
contractual documents.
The handover package may
include: ALEC maintains a separate register containing
- As-Built drawings similar records in relation to handover data
- O&M manuals from their subcontractors.
- Building permit (copy)
- Municipality approved [Aconex’s Process Controller] is the
drawings [Commercial Manager].
- DEWA/ADWEA approved [Aconex’s Shadow Controller] is [QA/QC
services drawings Manager] or Delegated.
- Telephone authority
approved services
drawings
- Statutory NOCs (copy)
- Civil defence completion
certificate
- Municipality completion
certificate
- Documentation of
certified training
- Record of [Client] receipt
of delivered tools, spare
parts, attic stocks, etc.
- Written guarantees and
warranties
- Final property survey
Programme Construction/design [Planner] coordinates all programmes and
development programmes schedules.

[Document Controller] maintains log(s) of

submitted programmes as well as received
programmes from subcontractors, and
ensures internal distribution and filing.

[Aconex’s Process Controller] is the [Planner].

[Aconex’s Shadow Controller] is [Document
Controller].

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REGISTER Title Description Remarks

Reports Any reports from general Responsibility for preparation and compilation
progress to specific reports of said reports varies - [Site Management
Team].

ALEC maintains a separate register to control

similar submittals from their subcontractors
and/or vendors.

[Aconex’s Process Controller] is [ALEC

Contract’s Manager].
[Aconex’s Shadow Controller] is [Document
Controller].
Presentation Press release, newspaper For similar items conducted by/within ALEC,
articles, etc. due communication shall be maintained with
ALEC Business Development Manager.
Commercial Secured register for the ALEC independently maintains necessary
commercial team records/registers, or copy thereof, in relation
to commercial issues.
Contracts and Secured register for ALEC independently maintains necessary
Agreement designated individuals records/registers, or copy thereof, in relation
to contractual issues and any such agreement.
Employer’s Instructions must also be issued in
hardcopy.
Schedules Various schedules ALEC maintains a separate register to control
similar submittals from their subcontractors
and/or vendors.
Statutory Authority Information pertaining to ALEC may maintain separate registers for such
statutory authority such as items, if deemed necessary.
correspondences, NOCs and
permits
Specification Project specifications Controlled copies maintained by [Document
Controller] for Site usage.
Submittal Documents published by ALEC maintains a separate register to control
Contractors issued for similar submittals from their subcontractors
approval. and/or vendors.

Material and Sample Subcontractors’ transmittals/submittals are all

Submittals submitted through the [Site Document
▪ Permanent material Control].
submittals and related
samples, whether on [Document Controller] maintains an updated
behalf of ALEC or their log of received and transmitted documents, as
subcontractors well as update on their status; also conducts
▪ Permanent material must internal distribution and filing.
be approved by
[Client/Consultant] [QA/QC Dept.] Ensures that all material
submittals are internally coordinated,
reviewed and checked, prior to being
submitted to [Client/Consultant].

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REGISTER Title Description Remarks

[QA/QC Dept.] Manages all material submittals
issued by ALEC

Technical Submittals, Subcontractors’ transmittals/submittals are all

including Method Statements submitted through the [Site Document
▪ Technical submittals, Control].
whether on behalf of ALEC
or their subcontractors [Document Controller] maintains an updated
▪ Technical submittals are log of received and transmitted documents, as
typically subject to the well as update on their status; also conducts
review of internal distribution and filing.
[Client/Consultant]
[Design Dept.] Ensures that all technical
submittals are internally coordinated,
reviewed and checked, prior to being
submitted to [Client/Consultant].

[Design Dept.] Manages all technical

submittals issued by ALEC
Subcontractors In principle, all subcontractors must be pre-
Prequalification approved by [Client/Consultant].
▪ This is a submittal to obtain
[Client/Consultant]’s
approval for potential
subcontractors

- FORMS and PROCESSES include forms generated by the system (i.e., [Aconex]) for data
input including associated information. Forms and processes on [ Aconex] include:

Process or Form Description Remarks

RFI For the Main Contractor to For the use of ALEC.
raise questions to the
Engineer Subcontractors RFI are received through a
separate process: ALEC will have internal
system of dealing with sub contractors RFI.
Change Requests must be submitted in
hardcopy.

[Aconex’s Process Controller] is the [Design

Manager].
[Aconex’s Shadow Controller] is [Document
Controller].

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Process or Form Description Remarks

Correspondence For the formal issue of To be used by ALEC for correspondence.
correspondence between [Aconex’s Process Controller] is the [ALEC
companies Contract’s Manager].
[Aconex’s Shadow Controller] is [Document
Controller].
Non conformance For notification and [Aconex’s Process Controller] is the [QA/QC
report monitoring of non- Manager] or Delegated.
conformances [Aconex’s Shadow Controller] is [Document
Controller].
Non conformance Refers to process related to May apply to works executed by ALEC
report (External) formal NCRs raised on Site construction team or ALEC subcontractors.
(whether by Conducted through [QA/QC].
[Client/Consultant] or [ALEC
QA/QC Department]
Team Mail For auditable messages ▪ To be used by ALEC.
between team members ▪ Not to be used as a covering letter for any
document published on [ACONEX].

[Aconex’s Shadow Controller] is [Document

Controller].

- Other information not managed through [Aconex]. Includes, but not limited to:

Item Description Remarks

ALEC Contracts ▪ Maintained by Refer to MODULE 9.
Directory [Commercial Dept.]
▪ For ALEC usage.
▪ Include ALEC Team and
ALEC subcontractors and
vendors
Internal ▪ Correspondence between [ Document Controller]:
Correspondence & ALEC and subcontractors - maintains a log of incoming and outgoing
Correspondence with and/or vendors correspondence,
Subcontractors ▪ Correspondence between - dictates the numbering/referencing of
[ALEC Site Management outgoing correspondence,
Team] and [ALEC Support - distributes internally,
Office] - files all incoming / outgoing
▪ Covers incoming and correspondence.
outgoing correspondence
▪ Conducted through [ Subcontract agreements and the like are
Document Controller] typically filed with the [Commercial
Department].

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Item Description Remarks

Internal Meetings & ▪ Meeting notes with [Document Control] maintains a separate log
Meetings with subcontractors and/or and files related minutes of meetings.
Subcontractors vendors
▪ Other internal meeting
notes when not published
on [Aconex]
Subcontractors’ ▪ Subcontractors’ Work Subcontractors’ transmittals/submittals are all
Transmittals / Programme submitted through the [Document Control].
Submittals ▪ Submissions Schedule(s)
▪ Shop Drawings [Document Controller] maintains an updated
▪ Material Submittals log of received and transmitted documents, as
▪ Method Statements and well as update on their status; also conducts
other Technical Submittals internal distribution and filing.
▪ QA/QC (procedures, ITPs,
etc.)
▪ SHE (SHE Plan) Subcontractor progress reports are usually not
▪ Subcontractors’ Reports submitted to [Client/Consultant].
(Daily / Weekly / Monthly /
Other)
Subcontractors’ Subcontractor’s handover file Subcontractor is responsible to prepare and
Handover File in accordance with submit all required deliverables in accordance
subcontract agreement – with Project specifications and contractual
may include: agreement.
▪ As-Built drawings,
▪ O&M (Operation & [Commercial Dept.] Verifies this is in line with
Maintenance) Manuals, Contract requirements and incorporates in the
▪ Documentation of certified final Handover Package submitted by ALEC to
training, the [Employer].
▪ Written guarantees and/or
warrantees,
▪ List of delivered tools, spare
parts, etc.
Internal NCR Refers to process related to May apply to works executed by ALEC
NCRs issued by [ALEC QA/QC construction team or ALEC subcontractors.
Department] and not Conducted through [QA/QC].
published on [Aconex]

Subcontractor RFI Refers to the process Conducted through [Document Controller].

followed by subcontractors to
raise his own queries – this is
conducted through ALEC.
WIR (Work Inspection Covers requests for Conducted through [QA/QC].
Request) and MIR inspection of completed
(Material Inspection permanent works and/or
Request) permanent works material
received on Site (on behalf of
ALEC or subcontractors)

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Item Description Remarks

ALEC Proposal for For ALEC to raise proposal for Includes proposal for design alternative,
Alternative alternative / substitution to material/product alternative, and method
[Employer/Engineer] (fabrication or execution) alternative.

Marketing-related Press release, newspaper For similar items conducted by/within ALEC,
articles, etc. - due communication shall be maintained with
ALEC Business Development Manager.

5.2 Site Master Meetings Schedule

An updated record of master meetings schedule shall be maintained by [Document Controller];
that lists the different meetings planned on Site. The shown matrix further provide a brief
description of the purpose, party or person responsible for calling and organising the concerned
meeting, chairman, attendance/audience, minutes, frequency, generic agenda, etc.

Appendix 1 provides a typical ‘minutes of meeting’ template; such template is provided for [ALEC]
reference mainly.

5.3 Departmental Communication Matrix

Departmental communication matrices may be used by heads of departments on Site. These may
have different formats; however, they would typically list the different activities of a department,
identify related deliverables, delivery method(s), frequency, location, responsible person(s), etc.

It is worth noting that this is not a mandatory requirement and is left at the sole discretion of the
head of department.

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6 Document Management and Control

The internet-based collaborative information sharing software platform, i.e., [Aconex] by ACONEX, is
document management software that addresses document and data control processes.

In general, the type of document usually determines how it has to be dealt with.

Documents/Records that require specific control will be managed either through [Aconex] or through
[ALEC Document Controller], as specified herein and/or in relevant procedures. Management of such
documents shall enable control over status, tracking, recording, monitoring, etc. Posting and subsequent
control of Project documents and records shall be as per [Aconex] requirements or as implemented by
[Document Controller].

Refer to Section 2.2 describing corresponding document control structure on Site.

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7 Correspondence
7.1 Correspondence Through [Aconex]
Processes and procedures in relation to incoming and outgoing correspondence, as well as
subsequent distribution and storage, shall be in accordance with [Aconex] established protocols,
and related documentation, e.g., [Project Procedures Manual] and [Procedures Manual] – also
refer to Section 4.2.

If in doubt, ALEC staff may approach the [Aconex’s Company Administrator for ALEC] – see
Section 2.2.

7.2 Incoming Correspondence Not Controlled By [Aconex]

Incoming documents not controlled by [Aconex] may apply to different types of business
documents addressed to and/or transmitted to the [ALEC Site office]; it is in principle limited to
letters and faxes received at the [ALEC Site office].

Examples of such incoming correspondence for which [Aconex] does not specify a transmission
protocol include documents received from ALEC subcontractors and suppliers, internal
correspondence between [ALEC Support Office] and [ALEC Sites], etc.

Nonetheless, incoming correspondence described herein excludes subcontractors’ transmittals

and submittals.

7.2.1 Document Receipt

a) All incoming documents not controlled by [Aconex] and delivered at the ALEC Site office
shall be first received at the [Reception Desk - Receptionist].
b) Upon receipt of an incoming document, the [Receptionist] shall stamp the cover page of the
document with the allocated incoming document stamp, and affix the corresponding date of
receipt. Whenever required time of receipt may also be affixed.
c) Whenever required by the sender, an acknowledgement of receipt shall also be marked up
by returning duly signed off copy of the transmittal or a stamped and/or initialled copy of
the letter front sheet.
d) The [Receptionist] shall verify correctness of received documents against transmittal lists
and/or similar (when applicable).
e) The received document is then forwarded to the [Document Controller] for internal
processing.

Notes:
▪ Personal mail and/or letters shall not be received as described above, but simply distributed
to concerned persons.
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▪ The incoming document receipt stamp(s) would typically show, at least, the date of receipt,
the distribution list proper to each office (partly or fully), the document and file numbers (as
will be provided by the [Document Controller]). The distribution list may show all or part of
heads of departments and/or senior managers and/or key personnel on Site - this shall be
completed as advised by [ALEC Contract’s Manager] in coordination with [ALEC Business
Development Manager].

7.2.2 Allocation of Distribution List

a) Once the date of receipt is placed on the document, the [Document Controller] will decide
on the distribution list based on the content of the document itself (e.g., to whom is the
document addressed or from subject of said document) by ticking the relevant person’s
initials on the distribution list.
b) In case of doubt, the [Document Controller] shall seek advice of [ALEC Contract’s Manager],
or delegated person.

Note:
▪ It is important that [ALEC Contract’s Manager] formally delegates this responsibility to 2
(two) other persons on Site, so that the distribution of documents is not delayed when he is
not at his desk.

7.2.3 Document Registry

7.2.3.1 Process
i. The [Document Controller] will proceed with the registry of incoming documents’ details
onto the Incoming Documents Register (see below).
ii. The [Document Controller] will also decide on the location of the document in the filing
system/structure, and will also mark down the file number in the provided space on the
“incoming document stamp”.
iii. At this stage, the document being registered will be given a reference number. This is a
unique number for incoming documents. The number will be further marked down in the
provided space on the “incoming document stamp”.
iv. The incoming document number shall be as per following:
BU/IN/X (for example, CBC-034/IN/1234)
Where:
BU represents the Business Unit receiving/registering the document. This is
identical to the ALEC Contract Number and will be an invariable code,
IN is invariable (this is for Incoming),
X is a serial number in the Incoming Register. This serial number does not
have a fixed number of digits and is used indefinitely (unique number)
throughout Contract execution.

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v. Prior to distribution of the document, the [ Document Controller] will finally scan the
document and maintain the electronic file under the relevant “incoming” folder on the local
server (these folders are also maintained by the [ Document Controller]).
vi. The incoming electronic file number (i.e., scan file name) shall be as per following:
X (.pdf) (for example, 1234.pdf)
Where:
X is the corresponding serial number from the Incoming Register. The
electronic copy is filed under the corresponding “Incoming” Folder.

Notes:
▪ It is noted that emails requiring to be registered by the [Site Document Control] shall also be
subject to the document registry process; however, it will be up to the receiver to identify
such emails, make a complete printout of the email, and instruct the [Document Controller]
to have the said email registered and filed for ALEC’s records.

7.2.3.2 Incoming Document Register

i. The Incoming Document Register is an [MS Access/Excel file] maintained by the [Document
Controller].
ii. The Incoming Document Register format is as provided by [ALEC Quality Manager]or
Delegated.
iii. The Incoming Document Register may be accessible to all Heads of Departments on Site, as
well as nominated senior and/or key staff. However, access to the said register will be
limited to “Read only” (i.e., only the [Document Controller] will be allowed to modify the
content of the said register).

Note:
▪ Access to the electronic copy of any document will also be limited to a “Read only” level:
users are not allowed to temper with (or delete) the scanned documents.
▪ All scanned documents shall be stored as “pdf” files.

7.2.4 Document Distribution

a) Incoming document distribution will be limited to electronic circulation of the scanned copy
of the ‘original’ document(s) – to the extent possible. All reasonable efforts shall be
provided to restrict usage of the photocopier.
b) Accordingly, the distribution of incoming documents will be mainly conducted electronically,
as an electronic attachment to an email addressed to concerned recipient.

7.2.5 Day File (Incoming Document)

a) Once electronic distribution is initiated, the [Document Controller] will forward all the
‘originals’ to [ALEC GM/Contract’s Manager] for his review; this is conducted by placing the
document in the incoming “Day File”.
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b) The Day File is intended to avoid any delay in the internal distribution process and the
internal cascading of information and initiation of subsequent actions. Accordingly, [ALEC
Contract’s Manager] or delegated person, double-checks and validates the distribution
allocated by the [Document Controller]; this verification can be carried out within the next
few days from actual receipt of the document (i.e., distribution would have been already
completed by the [Document Controller]).
c) Ultimately, all originals are returned to the [Document Controller] for filing.
d) In addition to maintaining a Day File in hardcopy, the [Document Controller] shall also
maintain an electronic Day File: the scanned incoming document that has been saved on the
server shall also be posted in an electronic Day File accessible by all Department Heads and
senior/key personnel on Site. The electronic Day File will be ‘cleaned’ on weekly basis.

Notes:
▪ The ‘original’ incoming document will typically be filed by the [Document Controller]: original
documents shall therefore not be circulated within Site offices.
▪ The Incoming Day File is seen as a necessary hold point in order to have [ALEC Contract’s
Manager], or delegated person, oversee and double-check internal allocation and distribution
of incoming documents. [ALEC Contract’s Manager] would then validate the distribution by
putting his signature in the allocated space (on the incoming document stamp). Should [ALEC
Contract’s Manager], or delegated person, require any modification and/or addition to the
distribution list, he will mark it down and the [Document Controller] shall then action it, as
required.

7.2.6 Document Filing and Storage

7.2.6.1 Process
a) The physical filing of documents shall be in such a manner that such documents may be easily
traced and promptly retrieved.
b) Accordingly, filing of documents shall be in accordance with the filing register provided by the
[QA/QC Manager] or Delegated, which further dictates how files, documents and/or records are
kept on Site. Nonetheless, whenever needed, the filing register may be reviewed and/or
amended by the [Site Management Team], in coordination with [QA/QC Manager] or Delegated
– this shall preferably be conducted at the very beginning of Contract start-up.
c) Access to hardcopies, whenever required, shall be carried out through the [Document
Controller] only. Access to electronic copies is available for authorised persons – files are stored
on the Site server.
d) All documents shall be retained until the end of the Contract period and the start of the
archiving process. Guidelines for such documents/records archiving is provided under MODULE
3.

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Notes:
• Should there be a need to have some documents (e.g., documents with sensitive information)
filed directly within a Department, the [QA/QC Manager] or Delegated and/or [Document
Controller] shall be informed of the arrangement so that the location of such
documents/records is known and noted. This shall be part of concerned head of department’s
responsibility.
• Subsequently, whenever incoming documents/records are not subject to [Document
Controller]’s authority, it shall be the responsibility of the concerned Heads to ensure that a
responsible person is nominated and that clear instructions are given with this respect.

7.2.6.2 Filing storage area

a) Filing storage area shall be adequately controlled for safety and safeguarding for both
personnel and stored documentation.
b) Seek [Safety Department]’s recommendations/instructions with that respect.

7.3 Outgoing Correspondence Not Controlled By [Aconex]

7.3.1 Standard Formats
a) ALEC staff shall use latest standard formats for letterheads, facsimiles (faxes), memorandums
(memos) and presentations, particularly when addressing external parties. Standard formats are
periodically reviewed and issued by ALEC Support Office – if in doubt, see with [ALEC Business
Development Manager].
b) [Site Managers] should ensure that they and their teams are in possession of latest electronic
copy of Company standard formats.
c) For uniformity, all staff are requested to use the following font policies:
i. Reference Number: 8pt Cambria
ii. Address, body of text, salutation: 11pt Cambria
iii. Text justified
d) Memorandums (Memos) are for internal use only.
e) External correspondence to be on letter format. Fax format may be used for less formal
correspondence.
f) ALEC staffs are requested not to amend, modify or adversely use the Company standard
formats. ALEC staffs are in particular requested not to amend, modify, deform or adversely use
the ALEC logo.
g) If in doubt, please ask [ALEC Business Development Manager].

Note:
External correspondence is only to be issued by authorized personnel.

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7.3.2 Document Registry

7.3.2.1 Process
a) Any document issued by ALEC team on Site, to an external or internal party, which is not
controlled by [Aconex], shall bear a clear and distinctive reference number. The number should
allow ease in traceability and retrieval of stored hardcopies and/or electronic copies from the
filing system.
b) It is the responsibility of the originator of a document to comply with the following process.
i. The originator shall write-up his document, print it and sign it and handed over to the
[Document Controller] for referencing, registration and dispatch.
ii. The [Document Controller] shall first affix a reference number to the document. This
shall be a unique sequential number taken from the Outgoing Document Register.
iii. The [Document Controller] then enters all the required information into the Outgoing
Document Register. Due care shall be exercised by the [Document Controller] to ensure
that no printing mistakes are made in this process and that names are properly spelled
(this will simplify the search process later on).
iv. Once completed the [Document Controller] shall will further scan the document and
save the file on the server.
v. The document number shall be as per following:
ALEC/BU/OUT/X (for example, ALEC/CBC-034/OUT/1234)
Where:
ALEC is invariable,
BU represents the Business Unit receiving/registering the document. This is
identical to the ALEC Contract Number and will be an invariable code,
OUT is invariable (this is for OUT going),
X is a serial number from the Outgoing Register. This serial number does
not have a fixed number of digits and is used indefinitely (unique
number) throughout Contract execution
vi. Similarly, all electronic files will also bear a name to reflect their content, as per
following:
X(.pdf) (for example, 1234.pdf)
Where:
X is the corresponding serial number from the Outgoing Register. The
electronic copy is filed under the corresponding “Outgoing” Folder.

Notes:
▪ Note that there is no confusion between outgoing and incoming electronic files (even when
bearing the same numbers), since these are controlled by separate registers and are also
filed separately on the server.

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▪ The originator shall maintain all formal correspondence on the Site server (e.g., MS Word
documents are filed on the Site server drives/folders not on personal computers drives or
folders).
▪ The document originator may use additional personal reference, if required.
▪ As is the case with incoming emails, outgoing emails that need to be registered by the
[Document Controller] shall also follow the steps described above; however, it will be up to
the sender to identify such emails, make a complete printout of the email, and instruct the
[Document Controller] to register the email for ALEC’s records. In this instance, emails shall
only be formally referenced after being sent). It is reminded that, for formal
correspondences, the use of email should be avoided - use a letter or fax format instead.

7.3.2.2 Outgoing Document Register

i. The Outgoing Document Register is an [MS Access/Excel file] maintained by the
[Document Controller].
ii. The Outgoing Document Register format is as provided by [ALEC Quality Manager] or
Delegated.
iii. The Outgoing Document Register may be accessible to all Heads of Departments on Site,
as well as nominated senior and/or key staff. However, access to the said register will be
limited to “Read only” (i.e., only the [Document Controller] will be allowed to edit the
content of the said register).

Note:
▪ Access to the electronic copy of any document will also be limited to a “Read only” level:
users are not allowed to temper with (or delete) the scanned documents.
▪ All scanned documents shall be stored as “pdf” files.

7.3.3 Document Dispatch

a) Once the document has been printed and signed off by the Originator, it is handed over to the
[Document Controller] for numbering, registration, scanning and dispatch. As such, dispatch of
documents shall only be carried out through the [Document Controller].
b) Both the Originator and the [Document Controller] shall make sure that the documents being
dispatched are in good order.
c) Fax transmission reports and acknowledgement of receipt shall be filed.
d) The [Document Controller] shall ensure that a hardcopy of all outgoing correspondence is
maintained in relevant file.

7.3.4 Document Filing and Storage

a) The physical filing of documents shall be in such a manner that such documents may be easily
traced and promptly retrieved.
b) Accordingly, filing of documents shall be in accordance with the filing register provided by the
[QA/QC Manager] or Delegated, which further dictates how files, documents and/or records are
kept on Site. Nonetheless, whenever needed, the filing register may be reviewed and/or
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amended by the [Site Management Team], in coordination with [QA/QC Manager] or Delegated
– this shall preferably be conducted at the very beginning of Contract start-up.
c) Access to hardcopies, whenever required, shall be carried out through the [Document
Controller] only. Access to electronic copies is available for authorised persons – files are stored
on the Site server.
d) All documents shall be retained until the end of the Contract period and the start of the
archiving process. Guidelines for such documents/records archiving is provided under MODULE
3.

Notes:
• Should there be a need to have some documents (e.g., documents with sensitive information)
filed directly within a Department, the [QA/QC Manager] or Delegated and/or [Document
Controller] shall be informed of the arrangement so that the location of such
documents/records is known and noted. This shall be part of concerned head of department’s
responsibility.
• Subsequently, whenever incoming documents/records are not subject to [Document
Controller]’s authority, it shall be the responsibility of the concerned Heads to ensure that a
responsible person is nominated and that clear instructions are given with this respect.

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8 Submittals (from ALEC to Engineer)

8.1 General
8.1.1 Transmittal Sheet
The use of a transmittal sheet does not apply while using [Aconex].

8.1.2 Review/Approval Status

In accordance with Project requirements, the following applies:

Status A/ 1 : No Objection (Contractor may proceed to procurement,

fabrication, installation and construction)
Status B/ 2 : No Objection subject to comments (Contractor may proceed to
procurement, fabrication, installation and construction
incorporating the Engineer’s comments. Requires re-submission
to obtain ‘A’ status prior to the issue of the Taking over
Certificate)
Status C/ 3 : Objection (Procurement, fabrication, installation and
construction may not commence. Contractor is to revise the
submittal to address the comments received and resubmit)
Status D/ 4 : Record Only (The transmittal is issued for record purposes only)

8.1.3 Transmittals Register

Submissions through [Aconex] maintain a complete and automatically updated transmittal
register providing details of such transmissions.

For all other types of transmittals - i.e., whenever the same is not controlled by [Aconex] -, the
[Document Controller] shall maintain a register of all submitted transmittals; the register will be
periodically updated to reflect updates in transmittals’ status.

The electronic format of the transmittal register is provided by the [QA/QC Manager] or
Delegated.

8.2 Construction/Work Programme

Additionally, due reference shall be made to Section 10, describing reporting requirements –
submission of updated programmes being closely linked to submission of periodic reports.

8.2.1 Responsibilities in brief

▪ Preparation/compilation/review of programmes/schedules by [Planner].

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▪ Publishing the document on [ACONEX] software shall be conducted by CIC which is

Document Controller
▪ Compiling and assisting in submission of physical transmittal/submittal is by [Document
Controller].

8.3 Shop Drawings

8.3.1 Shop drawings number and CAD file name
This shall be done according to the Requirements of, [ACONEX Protocol], which dictates the
standards for publishing drawings through [Aconex] software, and particularly:
o Drawing Numbering System (Attachment 6 of the said protocol), and
o Registers Matrix – for file naming (Attachment 5 of the said protocol).

8.3.2 Shop drawing format

8.3.2.1 General notes
▪ Drawings shall be presented in a clear and thorough manner: common sense and absolute
clarity of expression shall be the criteria.
▪ Drawings developed by ALEC and/or ALEC subcontractors shall be compliant with the
information provided in Project specifications, BOQ, referenced standards and local
authorities’ requirements, as applicable.
▪ All drawings shall be executed on AutoCAD [2007 or latest].
▪ Unless otherwise specified in Project Specifications, ALEC and/or their subcontractors shall
provide plans, sections and elevations to a scale of [1:500 and/or 1:200]; and details to a
scale between [1:100 and 1:10]. Drawings shall preferably be drawn on a unique scale;
where two or more scales are used on the same sheet, these should be clearly indicated.
▪ Drawing sheet sizes shall be conform to the international “A’ series paper sizes; notably:
o Minimum sheet size: 210mm x 297mm (A4)
o 420mm x 297mm (A3)
o 594mm x 420mm (A2)
o 841mm x 594mm (A1)
o Maximum sheet size: No larger than contract drawing size, 841mm x 1189mm (A0)
▪ ALEC and/or ALEC subcontractors’ shop drawings’ sheet sizes shall be of same size.
▪ All drawings shall bear the official project title block (see below) – to scale.
▪ ALEC and/or their subcontractors shall use standard drawing conventions, including
conventional shadings for material, symbols, etc.
▪ On a drawing, either meters or millimetres would be used: these units shall not be mixed.
Dimensions in meters would include either the decimal marker or the letter m, e.g., 2.0 or
2 m.
▪ When a shop drawing refers to an item of works as being the responsibility of others, e.g.,
"by others", "Not in Contract" ("NIC"), or similar, it shall be marked as such.

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8.3.2.2 Shop drawing title block

All drawings shall be identified in a title box, commonly located at the lower right corner of
each sheet. Title blocks typically include:
a) Name of Project,
b) Relevant stake holder’s (e.g. Client, Consultant, etc.) names, logos, adresses, etc. (as
applicable),
c) Contractor's (i.e., ALEC) name, logo, address, etc. (as applicable),
d) ALEC subcontractor’s name, logo, address, etc. (when applicable),
e) Drawing title and number,
f) Revision number and date of each revision, if any. The description of the revision is
also stated in the title block,
g) References that relate to a shop drawing:
- Project Specifications (Section/Clause), under which the Work is to be
performed,
- Drawings (Title/Number/Revision),
- Standards (e.g. BSI, ACI, etc.),
- Statutory/regulatory requirements (e.g., where required to comply with Local
Authorities' approvals, said information is provided on drawings),
- Submittals.

8.3.3 Responsibilities in brief

▪ Preparation/compilation/review of shop drawings shall be the responsibility of the
[Design Coordination Department].
▪ Publishing the document on [ACONEX] software shall be conducted by CIC.
▪ Compiling and assisting in submission of physical transmittal/submittal is [Document
Controller].

8.4 Material Submittals

8.4.1 Product data / material submittals content
8.4.1.1 General requirements
a) Submit data only for that item being offered for review; and remove or clearly delete all
extraneous information.
b) Clearly mark each copy to identify pertinent products or models and to show the grade
and quality of the material or product.
c) Ensure performance characteristics and capacities are shown, where relevant.
d) Ensure dimensions, access and required clearance dimensions, are shown, where relevant.
e) Ensure wiring or piping diagrams and controls are shown, where relevant.
f) When standard manufacturer's pre-printed data is provided:

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- Ensure that any information that is not applicable to the works is deleted or
highlighted as such;
- Supplement standard information to provide information specifically applicable to
the Work.

8.4.1.2 Material submittal template

ALEC shall compile all material submittals in accordance with Contract requirements and
Project Specifications.

A material submittal template is maintained by [QA/QC Manager] or Delegated. This template

shall be referred to when compiling material submittals; it shall also be communicated to ALEC
subcontractors for their compliance too.

8.4.2 Responsibilities in brief

▪ Preparation/compilation/review of material submittals shall be the responsibility of the
[QA/QC Department] and the support of the [Commercial and Procurement
Departments].
▪ Publishing the document on [ACONEX] software shall be conducted by CIC.
▪ Compiling and assisting in submission of physical transmittal/submittal is [Document
Controller].

8.5 Samples, Mock-ups / Job Standards

8.5.1 Identification of required samples and/or mock-ups
Samples and/or mock-ups shall be accounted for in accordance with Project Specifications
requirements. These shall be preferably clearly identified and defined by ALEC and their
subcontractors in their submissions schedule. Irrespective of the above, all ITPs shall make
necessary provision for mock-up / job standard.

All such information shall preferably be internally communicated to the [QA/QC Manager] or
Delegated, for him to compile, review, cascade and monitor.

8.5.2 Preparation of samples

All samples shall be adequately presented and labelled/tagged.

8.5.3 Control of samples on Site (“Samples” Room)

The “samples” room contains exhibits of all samples reviewed and approved by
[Client/Consultant]. Accordingly, only samples bearing the [Client/Consultant] approval stamp,
and showing status [A or B], shall be kept in the “samples” room. This shall be applicable to
samples submitted by ALEC subcontractors as well.

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The “samples” room is under the responsibility of the [QA/QC Manager] or Delegated.

Access to “samples” room is usually restricted to personnel from [Client/Consultant] office(s), as

well as [ALEC Site management team]. Latest updated samples submission register may be
consulted at any time with [ALEC’s Document Controller on Site].

8.5.4 Responsibilities in brief

▪ Preparation/compilation/review of samples shall be the responsibility of the [QA/QC
Department] and the support of the [Commercial and Procurement Departments].
▪ Publishing the related document on [ACONEX] software shall be conducted by CIC
▪ Compiling and assisting in submission of physical transmittal/submittal is [Document
Controller].
▪ Control of “Samples” Room is by [QA/QC Manager] or Delegated.

8.6 Method Statements and Other Technical Documentation

8.6.1 Method statement content
8.6.1.1 General requirements
a) Method statements should provide a detailed, step-by-step, description of how to perform
and record tasks.
b) Method statements should be focused on activities/tasks within one function.
c) A method statement should be developed for each “critical” activity.
d) Details that do not provide more control of the activity should be avoided.
e) Uncommon activities or activities presenting risks shall have their method statement
accompanied by a risk assessment.

8.6.1.2 Method Statement Template

A method statement template built-up according to requirements is maintained by [QA/QC
Manager] or Delegated. This template shall be referred to when compiling method
statements; it shall be communicated to ALEC subcontractors for their compliance too. Refer
Appendix 5

8.6.2 Responsibilities in brief

▪ Preparation/compilation/review of method statements shall be a joint responsibility on
Site; whereas all method statements and work instructions need to be reviewed and
endorsed by the [Construction Department]. Similarly, technical reports or calculation
notes need to be reviewed and endorsed by the [Design Department]
▪ Submissions of method statements and technical documentation shall be overviewed and
regulated by [QA/QC Manager] or Delegated.

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▪ Publishing the document on [ACONEX] software shall be conducted by CIC

▪ Compiling and assisting in submission of physical transmittal/submittal is [Document
Controller].

8.6.3 ITPs and work procedures content

8.6.3.1 Inspection and test plan (ITP) template
There are no mandatory structure and/or format imposed by the Contract for the issuance of a
written procedure.

An ITP template is maintained by [QA/QC Manager] or delegated – Refer to Appendix 3. This

template shall be used when writing up ITPs; it shall also be communicated to ALEC
subcontractors for their compliance too.

8.6.3.2 Work procedure template

There are no mandatory structure and/or format imposed by the Contract for the issuance of a
written procedure.

Nonetheless, reference shall be made to the guidelines provided under the work procedure
template, which is maintained by [QA/QC Manager] or Delegated. This template shall also be
communicated to ALEC subcontractors for their reference as well.

8.6.4 Number of copies to be submitted

Transmittal / Submittal Requirement

QA/QC Documentation The received hardcopy of the transmittal form should
be scanned and uploaded to [ACONEX].

8.6.5 Responsibilities in brief

▪ Preparation/compilation/review of QA/QC documents shall be the responsibility of the
[QA/QC Department] and/or [Construction Department] (specifically) where needed.
▪ Publishing the document on [ACONEX] software shall be conducted by Document control.
▪ Compiling and assisting in submission of physical transmittal/submittal is [Document
Controller].

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9 Submittals (from ALEC subcontractors to ALEC)

The following processes shall apply irrespective of the imposed communication system / software.

9.1 Specific Rules of Communication

• Except where otherwise allowed for in writing by ALEC, ALEC subcontractors shall not conduct
any formal communication and/or direct correspondence with the [Client and/or Consultant],
or any of their representative(s).
• Specific rules of communication shall be properly communicated and explained to all ALEC
subcontractors.

9.2 Subcontractor Transmittal Sheet

9.2.1 General
As a general rule, all submittals, issued by ALEC subcontractors to ALEC, shall be accompanied
by a Subcontractor Transmittal Sheet – refer to Appendix 2. The “Subcontractor Transmittal
Sheet” is supplied by [QA/QC Manager] or Delegated, and is based on internal document control
procedures/practices dictating communication between parties.

ALEC shall clearly communicate these requirements, including existing limitations/exclusions,

use and completion of said form, etc., to their subcontractors. This is typically conducted
through the [Commercial Department] towards early subcontract stages.

9.2.2 Subcontractor Transmittals Register

The [Document Controller] shall maintain a register of all transmittals submitted by ALEC
subcontractors; the said register will be periodically updated to reflect updates in transmittals’
status.

The electronic format of the subcontractors transmittal register is provided by the [QA/QC
Manager] or Delegated.

Relevant updates shall be communicated to concerned subcontractors. This is typically

conducted either by [Commercial Manager] or [Contract Manager].

9.3 Subcontractor Reports

Requirements in terms of reporting (i.e., subcontractor reporting to ALEC) shall be clearly
communicated and agreed on with all subcontractors.

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ALEC shall define in particular the required reporting format, which will be aligned with the
Project’s requirements with respect to ALEC’s own reports to the [Employer/Engineer].

In general, all subcontractors are expected to submit the following reports:

- Pre-work hazard analysis. This is a one-time submission only; the pre-work hazard
analysis form is provided by [ALEC SHE Department]. The Subcontractor only
needs to fill in the blanks, as appropriate. It is highlighted that in the event where
subcontractors are unclear about corresponding requirements, they may at any
time seek the assistance of [ALEC Site Safety Advisor].
- Subcontractor Daily Report. A standard form drafted by [Site Management Team]
shall be due for submission on daily basis. The subcontractor daily report includes
the Daily Safe Task Instruction form required by [SHE].
- Subcontractor Weekly Report. A standard form drafted by [Site Management
Team] shall be due for submission on weekly basis. The subcontractor weekly
report includes the Toolbox Talk Training records required by [SHE].
- Subcontractor Monthly Report. A standard form drafted by [Site Management
Team] shall be due for submission on monthly basis. The subcontractor monthly
report includes “Project SHE Report” required by [SHE].

9.4 Submittal Review by ALEC

9.4.1 The process
All submittals provided by ALEC subcontractors shall be received by the [Document Controller].
Once receiving procedure is completed, the submittal shall be due for internal review, prior to
being forwarded to [Client/Consultant].

The [Document Controller] shall then attach the Internal Submittal Review form and ensure the
document is circulated amongst ALEC’s concerned departments and/or persons, accordingly.

Should a satisfactorily internal review be completed, the submittal may then be formally
submitted to [Client/Consultant]. This is conducted through the [Document Controller] based on
instruction released by the concerned department head.
In the event where comments and/or concerns were raised by any ALEC reviewing personnel,
the submittal is returned to the concerned subcontractor, along with marked-up comments.
This is also followed through the [Document Controller] under the supervision of concerned
department head.

9.4.2 The form

Appendix 4 contains the “Subcontractor Submittal Review” form that shall be used to record
internal reviews and verifications conducted by ALEC onto their subcontractors’ submittals –
prior to submission for [Client/Consultant]’s review.

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The said form may be reviewed from time to time, depending on Site requirements. However,
such revisions or alterations to the content and/or format of the subcontractor submittal review
form shall only be conducted by the [QA/QC Manager] or Delegated.

Revised form only needs to be communicated to the [Document Controller] who typically
controls its usage.

9.4.3 Lead reviewer

The [Lead Reviewer] advises the [ Document Controller] on internal review requirements (i.e.,
internal distribution / circulation of submittal); he further assumes responsibility for ensuring
that ALEC interests are preserved, by deciding on whether or not to proceed with the
submission of subcontractor submittal to [Client/Consultant], and instructing [ Document
Controller] accordingly.

9.5 Subcontractor Submittal Details

Lists details of subcontractor submittals covering general overview of described submittal,
availability of standard format, and lead reviewer and responsible key person.

9.6 Subcontractor Inspection Requests

There are two distinct types of inspection requests that may be initiated by a Subcontractor:
• Material – issued through a Material Inspection Request (MIR); and
• Completed works of Site activities – issued through a Work Inspection Request (WIR).

9.6.1 Subcontractor MIR

CSP 3(2).22, “Control of Subcontractors’ Material on Site” (MODULE 3), provides necessary
guidelines from planning stage, through submissions, until receipt and storage on Site.

Refer to Construction quality control plan on Material Receipt procedure, which contains the
MIR form.

9.6.2 Subcontractor WIR

The process for requesting [Client/Consultant] to conduct formal inspections of works completed
by ALEC subcontractors shall be as described below, Work Inspection Request (WIR).

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10 Reports (by ALEC)

10.1 Daily Site Dairy
- List of subcontractors at the Site – from [Security] records, cross-checked with
subcontractors’ own daily reports,
- List of separate Contractors at the Site,
- Number of personnel on Site – from [Security] records,
- Temperature range, rainfall and general weather conditions – from [SHE] daily record,
- Instructions, orders and requests by any relevant Service Authorities,
- Partial completions and occupancies – from [Construction] and [QA/QC], cross-checked
with two-week look-ahead programmes,
- Accidents, incidents and near misses – from [SHE] reports,
- Unusual events,
- Stoppage, delays, shortages, losses,
- Emergency procedures and orders – from [SHE].

10.2 Weekly Progress Report

- Design information required. This is actioned by [Design Manager]. It makes reference to
RFIs,
- Procurement status. This is actioned by [Commercial Manager]. It makes reference to the
procurement schedule and related processes,
- Approval of submittals. Actioned by [Contract Managers], in collaboration with
concerned heads of departments. Addresses drawings, method statements, and other
technical submittals, material/product and samples submittals, QA/QC and safety-related
submittals, etc.,
- Progress of works. Actioned by [Planner],
- Coordination issues,
- Programme review. Actioned by [Planner]. Based on an updated short-term programme
(24 hours prior to the meeting) – also refer to Section 8.2,
- Mitigation of delays. Actioned by [Contract Managers] and the [construction team], in
collaboration with [Planner],
- Variations. Actioned by [Commercial Manager],
- Payments. Actioned by [ALEC Contract’s Manager] in coordination with [Commercial
Manager].

It is worth noting that the weekly progress report is discussed in the weekly progress meetings it
must be submitted 24 hours prior to the said meeting - also refer to Section 5.2.

10.3 Monthly Site Report

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- Contract Summary.
- Executive Summary
o Progress of Works to date,
o Significant challenges and delays,
o Reasons for delays and actions taken to mitigate the delays.
- Financial Summary – [Commercial Manager]
o Outline Statement of Final Account (Schedule of Instruction),
o Status of Payments,
o Updated cash flow forecasts.
- Occupational Health and Safety and Environment – [SHE Advisor].
- Procurement – [Commercial Manager]
o Long lead procurement schedule,
o Schedule of subcontractors employed on Site (stat/finish date),
o Schedule of Provisional Sums / PC rates (if applicable),
o Schedule of procurement regime for jointly procured Provisional Sums (if
applicable).
- Programme and logs – [Site Management Team]
o Updated CPM programme showing progress against baseline - along with
commentary on the reason(s) for any delay, areas of concern and
recommendations for maintaining Works on programme,
o Forecast completion date,
o Current construction programme,
o Current commissioning programme,
o As-Built programme,
o 8 week look-ahead programme,
o Extension of time requested / awarded,
o Summary of the progress of the Works,
o Cumulative labour return for preceding month,
o Cumulative plant and equipment return for proceeding month.
- Outstanding approvals – [Document Controller].
- Key information required in the next 4 weeks.
- Progress photographs – [Planner] – see Section below.

10.4 Photographic Record

- Arrange and publish photographs on [Aconex],
- Ensure sufficient number of daily progress photos to cover the full area of Phase 1 works,
- Ensure photos are taken from fixed high vantage points, preferably at the same time each
day (to suit best sun angles), keeping in mind that the compiled photographic record will
be used in the creation of a time-lapsed construction sequence film – at a later stage,
- Ensure all photos contain date and time.

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11 Request for Information (RFI)

11.1 Purpose
The “request for information” process shall be used to raise and record technical queries or other
enquiries where the originator discovers or perceives a conflict, error, ambiguity or omission in
the Contract, Project documents, drawings, etc., or where a lack of understanding or doubts
about certain information arises.

11.2 Types
There are 2 (two) types of RFI, linked to the “RFI originator”:
- ALEC RFI originated by ALEC; which is an RFI originated by [ALEC Site Management
Team], usually through the [Design Manager], and submitted to
[Client/Consultant] for their response.
- Subcontractor RFI originated by an ALEC subcontractor; which is distinct from the
previous RFI as it requires mandatory internal review by [ALEC Site Management
Team] prior to being submitted to [Client/Consultant] - as an “ALEC RFI”.

Irrespective of the originator, as a general rule, one RFI shall contain query related to one subject
only.

11.3 Process
11.3.1 ALEC RFI
1. The RFI originator -part of ALEC team- is responsible for proper completion of the RFI
form – refer to Appendix 7.
2. The completed RFI form is forwarded to the [Design Manager], who ensures that the
query is relevant and as such requires a formal query, and that the query itself has not
already been raised and answered previously (whether directly or indirectly).
3. Once the RFI is “authorised” for submission to [Client/Consultant], by the [Design
Manager], it is forwarded to the [ Document Controller] who will submit via ACONEX
4. [Document Controller] further monitors and reports back on progress of RFIs, distributes
copies (electronically internally on Site), update RFI logs, files completed RFIs, etc. Original
RFI remains with [Document Controller].

11.3.2 Subcontractor RFI

1. RFIs originated by subcontractors are received by the [Document Controller] who affixes
enters the details of the RFI into a subcontractors’ RFI register. The Subcontractor RFI
register software/format is provided by the [QA/QC Manager ] –

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2. The [Document Controller] forwards the RFI to the [Design Manager] who advises on
additional internal circulation. All internal distribution/circulation is conducted by email.
3. All internal comments are forwarded to the [Design Manager].
4. Subsequently, should the subcontractor RFI be found valid for submission, the [Design
Manager] authorises submission of the RFI, and the RFI is forwarded to the [Document
Controller] who handles it as an ALECRFI. Steps 3 to 5 described under ALEC RFI process
above apply.
5. In the event where a response may be formulated by [ALEC Site Management Team] and
there is no further need to submit the RFI to [Client/Consultant], the subcontractor is
informed by returning the RFI with the relevant response, through the [Document
Controller], who further updates the RFI register as appropriate.

11.4 RFI Form

Appendix 7 contains the RFI form used by ALEC and their subcontractors. Consequently, the RFI
form is typically communicated to subcontractors at early stages of their subcontract – this is
conducted by the [Commercial Manager].

While the response generated by RFI is mostly an informative and/or clarifying statement on
behalf of [Client/Consultant], it is also very likely that the response to such queries results in the
issue of Site Instructions, or similar. In which case, the response generated shall be in accordance
with the relevant process defined in Contract documents, and/or in the present document,
and/or in corresponding procedure.

On another hand, it is worth noting that RFI and the response it generates shall not be used as a
variation document. In the event where a response to an RFI is considered as a variation to cost or
time of performance, ALEC shall refer to the appropriate procedure for the same –Proposal for
Alternative

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12 Inspection Requests (to Client/Engineer)

12.1 Material Inspection Request (MIR)
CSP 6(3).02, “Material Receipt” (MODULE 6),provides addresses material entry to Site,
unloading, order checking and goods inspection, delivery note handling, issue of Material
Inspection Request (MIR), identification and follow up on subsequent testing requirements, etc.
The document also contains the MIR form to be used by ALEC and/or their subcontractors.

All permanent works material and/or product brought into Site shall be submitted to
[Client/Consultant] for inspection. (Refer to Appendix 8)

12.2 Work Inspection Request (WIR)

12.2.1 General

The following is recalled:

• Work inspection requests refer to formal requests for inspection of completed tasks that
are submitted to the [Client] and/or [Consultant], in order to confirm they comply with
specified requirements and meet specified acceptance criteria.
• ITPs govern the issue of work inspection requests (WIRs) – be it for works executed by
ALEC or ALEC subcontractors.
• WIRs are typically scheduled in the two-week look-ahead programme issued by [Planner].
• WIRs are frequently accompanied by an inspection checklist or similar quality record –
typically reviewed and approved by [Client/Consultant].
• WIRs are initiated either by the [Construction Department] or by the concerned
subcontractor. However, WIRs are issued to the [Client/Consultant] through the [QA/QC
Department], exclusively.

12.2.2 The Process

1. ALEC shall coordinate the works with relevant subcontractors (when applicable) prior to sending
the request to the [Engineer] for inspection of the work.
2. [ALEC Planner] issues, on regular basis, a two-week look-ahead programme listing details and
dates of anticipated inspections to be requested from the [Engineer]. This programme is
inclusive of subcontractors’ anticipated inspection requests.
3. Once works are ready for inspection the [Construction Team] initiates the WIR process. In the
event where works are completed by a subcontractor, the said subcontractor is responsible for
launching the WIR process. Inspection checklists or applicable forms shall be attached to the
WIR, when applicable.
4. Inspections are conducted either by [QA/QC] depending which item works are submitted for
inspection.
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5. Should works have been satisfactorily completed, [ALECQA/QC] meets with the [Engineer] at
9.00AM to discuss inspections required that same day up to 6.00 PM and at 3.00 PM to discuss
inspections required after 6.00 PM and up to 12.00 AM following day. This practice is intended
to provide sufficient time as advance notification; it comes in addition to the preliminary notice
provided through the two-week look-ahead programmes.
6. ALEC ensures the WIR form is signed off on their behalf and then sends it to the [Engineer] for
inspecting the installation of works. Necessary and duly completed inspection checklists or
applicable forms shall be attached to the WIR, as well.
7. The [Engineer] conducts the inspection and pass on any comments to ALEC.

12.2.3 The form

Appendix 6 contains the WIR standard format to be used on this Contract.

The WIR register is maintained by [QA/QC]. The WIR register software/format is provided by
[QA/QC Manager] or Delegated, .

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13 Non Conformance Reports

For works not in compliance with the Project requirements, a non conformance report shall be
generated to record corresponding details and ensure effective monitoring of the resulting
corrective and/or preventative actions. The NCR process records discrepancies and analysis any
trends for implementation of preventive measures.

A register of NCRs is maintained to ensure that the approved corrective and/or preventive actions
agreed on, have been satisfactorily completed.

Where an NCR has been raised on an item or work directly managed by ALEC, the responsible
[Contract Manager] prepares the formal corrective action proposed, together with a proposal for
any preventive action to be taken to ensure that the NCR does not recur (when applicable). This is
conducted through the [QA/QC Manager] or Delegated.
On another hand, when an NCR is raised against a subcontractor’s work, the subcontractor will
propose a corrective action which will be agreed by [ALEC Site Management Team], and the
[Client/Consultant] when applicable. ALEC Site Management Team imply that different teams may
be involved in approving the proposed corrective action on an NCR, as appropriate; these teams
include [Design], [Safety], [Commercial], etc.

As a general rule, remedial of work shall not be permitted or undertaken until the necessary
approvals have been granted.

CSP 3(2).13, “Control of Non Conforming Products” (MODULE 3), describes the types of NCRs that
may be reported (i.e., internal versus external), categories, related processes, forms, registers,
authorities, responsibilities, distribution, filing, etc.

The mentioned procedure is issued under the authority of the [QA/QC Manager] or Delegated,
who further ensures it is properly communicated and explained internally within ALEC team, as
well as to ALEC subcontractors – through the [Commercial Manager].

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14 Field Instructions
The following processes shall apply irrespective of the other

Engineer may issue field instructions based on routine observations of activities to maintain
compliance with specification.

FI’s are sequentially numbered in and registered in ACONEX FI log. Written reply from ALEC is not
mandatory until and unless specifically mentioned in FI.

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