Form - 3
APPROACH PAPER ON METHODOLOGY PROPOSED FOR
PERFORMING THE ASSIGNMENT
1.0
APPRECIATION OF THE PROJECT BACKGROUND
1.1
General
The approach, methodology and work plan presented in this document
have been developed to specifically meet the requirements of the Terms
of Reference and the project objective so as to ensure the successful
implementation of the project. As per nature of the project it is essential
that all respective component activities of the project are well planned
and coordinated at all levels and that the approach and methodology
enable timely completion of the project.
The objective of the approach and methodology is to Prepare a work plan
for Detailed Construction Supervision of Infrastructure Works of
Sector G-14/2 & 3, Islamabad in an effective manner, through practice
of most appropriate supervision efforts to achieve project completion
within the stipulated time and in conformity with the desired standards.
1.2
Project Introduction
Federal Government Employees Housing Foundation, Islamabad under
Ministry of Housing and Works intends to undertake the development of
Infrastructure Works of Sector G-14/2 and G-14/3.
2.0
OBJECTIVES OF THE SERVICES
The principal, overall objective of the services is to perform Detailed
Supervision of Construction Work, monitoring performance of the
Contractor(s), conducting lab tests, verification and processing of
Contractors IPCs and Variations Orders to the Employer for payment
regarding Infrastructure Works of Sector G-14/2 & 3, Islamabad.
3.0
PROJECT DESCRIPTION
Consultancy Services for Infrastructure Works
of Sector G-14/2 & 3, Islamabad.
Form - 3
The project title is Detailed Construction Supervision of Infrastructure
Works of Sector G-14/2 & 3, Islamabad.
4.0
SCOPE OF SERVICES
The specific assignment under these terms of reference is to carry out the
required construction supervision and quality control activities as
described below:
Construction Supervision Phase:
(a)
(b)
(c)
Detailed Supervision of Construction work, monitoring performance of the
Contractor(s), conducting lab tests, verification and processing of Contractors
IPCs and Variations Orders to the Employer for payment.
Continuous design support through construction supervision period.
Submission of all approved drawings/designs etc. to the Client on completion of
the project.
Defects Liability Period:
i.
ii.
Preparation of Punch List of Defective Construction Works.
Supervision during correction of Defective Construction Works to ensure each
& every item of the Punch List is rectified and s
5.0
TECHNICAL APPROACH AND METHODOLOGY:
The assignment for Construction Supervision is divided in following
parts:
Part-1:
Part-2:
Part-3:
6.0
Project Management
Construction Contract Administration
Field Inspection
STRATEGY
We have long experience on similar nature of projects in Pakistan and
various African, Asian and other developing countries under conditions
similar to the project, and have come to a conclusion that project success
is heavily dependent upon introduction of appropriate systems and tools
in general and principal issues in particular, to be manned by competent
personnel. We, with this background and as a part of our strategy have
laid high emphasis on:
Consultancy Services for Infrastructure Works
of Sector G-14/2 & 3, Islamabad.
Form - 3
Team Composition;
Introduction of the system of cross-checks/verifications at all
stages;
Use of modern tools and software in all stages of designs;
Introduction of sample cross-checking in all field operations all
through review and consultants survey / investigation process;
Updating of design standards;
Use of recent development / research in finding solutions to
problems;
Close liaison all through with clients.
7.0
PROJECT TEAM
The Consultant will deploy a competent team of engineers and experts
from our Company in conformity with the requirements of TOR, having
global experience of carrying out highway design and feasibility stage
projects. Tasks will be assigned based on the principle of right man for
the right job.
We have a number of staff based in our head office and other operating
offices, available to provide support to our Team Leaders and project staff
to develop and implement project specific systems within the framework
of the Consultants Quality Management System.
7.1
Management System
Project planning and the establishment of effective management systems
are the key to success on any project. Our first task will be to clearly
define and confirm the project requirements in terms of services, critical
issues, controls and authorizations, deliverables and outputs, timeframes
and budget, reporting and communication channels. The requirements
then form the basis of the project management and administration
systems, which are developed to support efficient project implementation.
Consultant has standard project management and administration
procedures, which are easily applied on all our projects, and which have
been developed and improved over many years, and which are tried and
tested across our full range of project services. These will be applied on
this project and include:
Contract administration and change management
Consultancy Services for Infrastructure Works
of Sector G-14/2 & 3, Islamabad.
Form - 3
7.2
Client care
Quality management
Progress management
Financial management
Risk management
Reporting and communication management
Project Control Plan
One of the key project management tools of the Consultants Quality
Management System is the development of a Project Control Plan (PCP).
This is used to describe all the controls to be applied when managing the
project, and includes controls to ensure that:
Client requirements are met,
Relevant policy and legislation is identified and adhered to,
Outputs and deliverables meet defined technical and quality
standards,
Target dates for deliverables and significant events are met,
The services are completed within the agreed budget.
Typical controls include:
detailed checklists,
technical checking and verification procedures,
review and authorization procedures,
Change management procedures.
Change management procedures ensure that the project Control Plan,
procedures and the project management system can be updated and
revised as necessary to reflect changes in client requirements, project
conditions, and other internal or external factors that may affect project
implementation. The procedures include assignment of responsibility to
appropriate personnel and authorization requirements.
8.0
QUALITY PRODUCTION PROCEDURES
8.1
Quality Production
Project quality is built-in, not added on. Quality work is the direct result
Consultancy Services for Infrastructure Works
of Sector G-14/2 & 3, Islamabad.
Form - 3
of careful, properly sequenced production, and continuous checking of
each work element for completion and correctness. This process also
includes the concurrence of the designated Quality Reviewer on concepts
and presentation of each work element. The key expert and the supporting
staff working under their direct supervision will ensure implementation of
the designs, plans and/or reports, utilizing thorough quality-oriented
methodology.
Key expert perform detailed checks for accuracy, errors and omissions
prior to substantial completion and before each phase submittal. The
checking procedure described herein will be utilized for production
checking. The Team Leader and the other key expert will continuously
monitor and coordinate all aspects of the project and check the work for
inclusion of Client review comments and requirements.
8.2
Completion Checklists
Submittal Sufficiency and completion Checklists will be utilized prior to
each submittal to see that the drawings and documents have been
completed to the point appropriate for each submittal. Use of completion
checklists does not confirm correctness and accuracy.
Complete Submittal Reviews will also be performed in addition to
completion checks.
8.3
Standard Checking Procedures
These procedures will apply to all documents to be submitted to the
Client or otherwise to be part of the construction documents. It will apply
equally to supporting documents and information to be incorporated into
other documents that will be submitted to the Client, even though the
supporting document will not necessarily be part of the submittal to the
Client. This procedure will document the Due Care process and provide
a check and balance arrangement between the Responsible Professionals
and the Quality Reviewers. It requires:
a. Completion - Responsible Professionals to produce and check all
work prior to review.
b. Checking - Quality Reviewers to check all work before each
submittal
c. Concurrence - Responsible Professionals to concur with all
comments and revisions (back checking)
Consultancy Services for Infrastructure Works
of Sector G-14/2 & 3, Islamabad.
Form - 3
8.4
d. Incorporation - Responsible Professionals to check the incorporation
of all agreed revisions
e. Verification - Quality Reviewers to verify the proper incorporation
of all agreed changes
Checking Procedures
Drawing Production Checking Procedure
Deliverables and supporting documents are, in many cases, laid out by
the Designer working under direct supervision of the Responsible Expert,
copies of details or calculation sketches, pencil sketches, written
instructions, etc. Drawings would then be reviewed against the markups
for conformity with the layout, completeness and consistency of lettering,
pen sizes, line weights etc., by the Computer Aided Drafting and Design
(CADD) staff performing the work.
9.0
APPROACH TO ASSIGNMENT
.
We have developed our methodology for this project from the
information given in the terms of Reference (TOR), together with our
detailed knowledge of the project from our previous involvement in
supervision projects of nature similar to the present assignment.
The project would be implemented in two phases with specific of each
stage as mentioned in TOR and presented logically in below graph to suit
the specific requirements of this project.
CONSTRUCTION SUPERVISION PHASE:
Project Commencement Flow Diagram
Consultancy Services for Infrastructure Works
of Sector G-14/2 & 3, Islamabad.
Form - 3
1)
Part-1 Project Management:
We include Project and Quality Management as a separate task because it
provides the foundation to the management and implementation of all
other tasks. It is important to develop appropriate management systems
from the outset. Consultants operate within a Quality Management
System that meets ISO 9001:2008 standards, and therefore have a number
of local and internal project and quality management procedures that we
follow on all projects. Our quality policy and objectives aim to achieve
customer satisfaction and continual improvement in all aspects of our
work.
Consultancy Services for Infrastructure Works
of Sector G-14/2 & 3, Islamabad.
Form - 3
Integrated Management Plan
The Project Management Plan shall have a clear statement of project
objectives translated into well-defined documents and procedures that
allows the project implementation processes to be conducted with
maximum control at all times.
Each member of the team working on the project would be clear on
his/hers other contribution to the assignment and how it interfaces and
unites with other project elements and disciplines without losing sight of
what the Employer wants (output); how to achieve this (process) and the
resources to be devoted for its achievement (input).
The project management will ensure adherence to the procedures set forth
in Consultants scope of services, organization/staffing, schedules,
deliverables, methodologies, administrative and reporting procedures.
2)
Construction Contract Administration
Our company maintains a formal Quality Management System (QMS)
that is applied to all project assignments. The basic approach for settingup the QMS for the project w would be:
Establishment of clear quality management goals and mile stones
that would be measured and monitored for reporting and
continuous improvement;
Quality Plan requirements will be communicated to all Consultant
staff to ensure an overall seamless Quality Management System for
the project.
The overall Quality Management and Control System Structure to be
implemented in the Project is shown below:
Consultancy Services for Infrastructure Works
of Sector G-14/2 & 3, Islamabad.
Upon Contract award, the Consultants QA Manager will prepare the
Consultants Quality Management Plan (QMP) and procedures. The QMP
will formalize and set the standards for the control and monitoring of the
Consultants activities, in accordance with project requirements and the
Employers quality standards. The QMP shall be submitted to the
Employer for approval.
The QMP should establish an effective interface between the Employer,
other consultants, and project stakeholders to ensure comprehensive
contract administration.
The Consultant will implement a process for the identification,
disposition, correction and verification of non-conforming items or
activities. Design activities, where required, will be reviewed continually
and documented through daily reports, submittal review logs,
surveillance, nonconformance reports, and other appropriate means.
3)
Field Inspections
a) Site Preparations
For a roadway to perform well, it is imperative that the subgrade for the
roadway should be competent to support the anticipated traffic loads. It
is, therefore, recommended that the subgrade should be properly prepared
to meet the design CBR. In order to meet this requirement, all the areas
that will support roadway, should be properly cleared and grubbed by
removing any topsoil. Any wet, soft or loose soils pockets should also be
replaced with improved soil, as the result of proof-rolling.
b) Fill Placement and Compaction
Before placement of the fill, in-situ soil should be proof rolled to 90-95%
of Modified AASHTO dry density, as necessary. For the placement and
compaction of the embankment and subgrade fill, loose lift thickness
should not generally exceed 20cm. The moisture content of the fill
material should be controlled to within 2% of the optimum moisture
content.
For the sub-base and base courses, the placement of the material should
be in such a manner that the compacted thickness of 10cm is not
exceeded.
The following layer thickness and compaction levels are recommended
for various pavement elements:
Material Type
Maximum
compacted
Layer thickness
(cm)
10
10
Recommended
Modified
AASHTO
Compaction (%)
100
98
Base Course
Sub-base
Subgrade & General Fill
15
95
Upper 30cm (Subgrade)
15
93
30cm 70cm (Fill)
15
90
Below 70cm (Fill)
The above compaction levels have to be attained by the Contractor using
appropriate equipment. However prior to construction, the Contractor should be
required to submit his Method Statement for fill placement and compaction, for
the approval of the Engineer.
Concrete work for Desilting and covering of the Drain.
i)
Mobilization to site:
The Consultant is to ensure that the mobilization to site is
completed in the shortest possible time and the Contractor brings in
the required plant and Equipment suitable for the performance of
the construction activities in conformity with the planned speed of
construction.
ii)
Collection of material samples for testing:
Samples of the materials the Contractor proposes to be used for the
Road structure should be produced for testing. The Consultant staff
shall forward these samples in adequate quantities to the testing
laboratory set up at site.
iii)
Construction Schedule from Contractor:
In consideration of the allowed construction period the Contractor
will submit a schedule for the completion of work. The schedule
shall be broken up to the activity stage and each activity shall be
assigned a time for completion. For the sake of this methodology
document and to fully illustrate the consultants approach we have
developed a tentative construction schedule which will be
submitted by the contractor, based on this schedule we have
developed our approach to achieving the desired results. Copies of
the developed Tentative Schedule to be submitted by the
Contractor and the Monitoring of the progress with the help of a
computer aided schedule developed by us the supervising
consultant are attached at the end of this methodology to fully
illustrate our understanding and approach to the Assignment.
iv)
Appointment of Contractor Representative
The contractor is required to authorize a representative who shall
receive instructions from the Consultant on his behalf
v)
Issuance of Construction drawings to contractors
The drawings as prepared by the Design Section of the Consultant
after approval by the Client are issued to the Contractor duly
marked as Approved for Construction.
vi)
Layout
The Contractor is required to carry the layout of the Road
Alignment and establish proper bench marks to maintain the
required designed alignment and the profile of the Road structure
as provided in the Drawings Approved for Construction.
vii)
Establish bench marks.
It is necessary that the reference Bench marks are established and
secured so as not to be disturbed during the different stages of
construction.
viii) Calibration of Equipment
Calibration of the equipment to be used from authentic sources is
to be checked by the Consultant Staff.
ix)
Reporting formats for daily and weekly progress
The Consultant shall provide to the Contractors staff the format
for the various reporting documents. These would include:
Daily Strength Reports which would include the presence of the
skilled, unskilled labour, the Technical/Administrative Staff and
the plant and Equipment present at site in working condition.
Check request which shall include the location and the nature of
the work which is ready for check by the Consultant staff. These
would also specify the date and time of submission and the time
when the work is checked by the Consultant.
x)
Regular testing:
Especially in case of road structure every component of the road
structure is put to test and the next step is only initiated if the
subsequent component of the structure has passed the required
levels of quality.
xi)
Verifying of IPCs:
The consultant would provide a format to the contractor for the
preparation of and submission of the Monthly Interim Certificates.
Which shall be verified by the Consultant within the time
stipulated in the Contract. The same shall be forwarded to the
Client, in the required number of copies, for release of payments to
the Contractor within the time period provided in the contract. It is
our firm opinion that timely release of due payments to the
contractor is important if the completion is to be ensured within the
stipulated time.
xii)
Demobilization :
Demobilization of the contract is not complete till the site has been
cleared by the Contractor and left in a clean state to be used by the
end users.
xiii) Final Bill/ Completion:
Completion of the Project is marked by Submission, approval and
payment of the final Bill and release of Securities.
RECORDS
A complete set of site records will be kept by the Project Manager and Resident
Engineer at the site office(s) including:
A master day to day Project diary and diaries of all site staff, to record all
relevant and important events pertaining to the contract.
Daily weather records.
Progress photographs.
Records of test reports, trials, investigations, laboratory reports, borehole
data and piling records if any.
Records of original ground levels and setting out markers.
Records of drawings issued to the Contractor, original and all amendments.
Records of drawings received.
Daily, weekly and monthly reports filed by site staff.
Records of measurements.
As Built drawings and documents.
Copies of all instructions issued to the Contractor.
Copies of day works orders, variation orders and provisional sum orders.
Copies of all site calculations.
Copies of Contractors claims.
Survey field notes and plans.
Contractors labour and plant returns.
Leave registers, movement registers, etc. relating to site staff.
Register of third party claims and copies of such claims and complaints.
Copies of all drawings, specifications and manuals of plant and works.
Minutes of all site meetings (progress, utility, coordination etc.)
Progress reports and financial records
Project Completion Flow Diagram
Project completion is as important as the actual execution of the
project. The important steps and stages of completion as per the
requirements of FIDIC are fully illustrated in the flow diagram given
below. The project team will ensure that all the formalities required
for a successful completion including the Defect Liability Period are
implemented in letter and spirit to achieve a project we can proudly
refer in our achievements as Consultant.
