Civil Engineering Documentation_Lecture Slides1

DOCUMENTATION III- DOC33B2

MODULE ONE: INTRODUCTION

LECTURER: JB NARTEY

BUTTERWORTH CAMPUS

TABLE OF CONTENTS

Learning Objectives/Outcomes

Project Cycle

Contracts Documentation

Report Writing

References

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LEARNING OBJECTIVES/OUTCOMES

• Where documentation fits into the overall management of construction projects

• The project cycle

• What contracts are needed for a construction project

• What documentation makes up a construction contract

• The importance of writing concise and accurate reports

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PROJECT LIFECYCLE/PHASES

• Concept Phase

• Definition Phase

• Implementation Phase

• Close-out Phase

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PROJECT PHASE & DOCUMENTATION

• Concept Phase

– Project Business plan/Business Case, Funding approval, Project Brief, RFP/RFQ, Proposal evaluation reports, letters of appointments , Contract Documents, Feasibility Report/Technical Report, Project Implementation Plan etc

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• Definition Phase

– Contract/Procurement Strategy, Project Implementation plan(revised), Design Brief, Preliminary designs/design reports & cost estimates, final Detailed Designs/design reports, final drawings and specifications, Bill of quantities, Cost Estimations, Tender/bid documents ,Tender evaluation/adjudication reports, letters of appointments, contract documents, etc

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• Implementation Phase

– Project Implementation plan(revised),Project Progress Reports, Minutes of Meetings, payment certificates, site records, store records, cost reports, audit reports, special reports, investigative reports, sub-contractor/supplier’s quotations, appointment of sub-contractors/suppliers, Sub-contract/Suppliers contract documents, supplier’s invoices, payroll records etc

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• Close-out Phase

–Snag/De-snag list, Completion certificates, Project close out report, As built drawings, Operational manuals, project final accounts etc

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CONTRACT

• A written or verbal agreement between two(2) or more contracting parties that is intended to be enforceable by law.

• All the forms of contract are subject to SA Contract Law.

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CONTRACT

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CONTRACT

Party2

Party 1 Contract/Contractual Relationship

Customer

/buyer/

Employer

Contractor/Seller

/ Service Provider

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CONTRACTS _PURPOSE

• Common method of engagement/

appointment for construction service or supplies in the construction industry

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CONTRACTS _CONTRACTING MODEL/APPROACH

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Client/Employer/Owner

Principal Agent( P.M.)/Implementing Agent(IA)

Consulting Engineer(“Engineer”)

Land Surveyor

Sponsors

Specialists Consultants • OHS Co. • Eco. • Geotechnical • EE • ME • SF

QS

Main Contractor

Sub- Contractors (Own/

Nominated)

Suppliers (Own/

Nominated)

Site Agent/ Contractor’s

Rep.

Govt Agencies/Depts,

Main/Lead Consultants

Sub- Consultants

Architect

Over 10 different Contracts & Associated Contract

Documentation

CONTRACTS _CONTRACTING MODEL/APPROACH

• REVEALS

–CONTRACT ROLE PLAYERS

–CONTRACTS OR CONTRACTUAL RELATIONSHIPS AMONGST THE ROLE PLAYERS

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CASE STUDY PROGRAM NAME; KSD PRESIDENTIAL INTERVENTION PROGRAM

PROJECT NAME; PHASE 1B-2 UPGRADE OF MTHATHA WWTW; NEW INTAKE WORKS

Employer

ORTDM

IA/PM

Amatola Water

Consulting Engineers(“Engineer’)

UWP Consulting (Pty) Ltd

Contractor

Mamlambo Constr(Pty) Ltd

EC Provincial Planning & Adjudication

Committee

Funding Agency

DWA

EE

AKM &

Associates

ECO

Pollution

Control

Tech(PCT)

OHS Cons

Newground

Projects

Electrical

Ukhanyisa

Electrical

Contractors

Mech

Huber

Technologies

Emergency

Repairs

WSSA

Site Agent ER

E.Chiyaze

Foremen

Artisans

Others

Social

Facilitators

etc

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CONTRACTS

_STANDARD FORMS OF CONTRACT

• Appointment of PM/IA

– SACPCMP standard forms of contract

• Appointment of Consulting Engineers/Sub-Consultants/Specialists

– CESA Standard forms of contract

– NEC,

– FIDIC

• Appointment of Architects

– SAIA Standard forms of contract

• Appointment of Contractors/Sub-Contractors/Suppliers

– GCC,NEC,FIDIC,JBCC,COLTO

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CONTRACT DOCUMENTATION

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CONTRACT DOCUMENTATION

TENDER DOCUMENTS

CONTRACT DOCUMENTS

TRANSFORMATION/MODIFICATION

CONTRACT DOCUMENTATION _IMPORTANCE

• Close to the centre of the project cycle

• Communication tool(Project objectives and concepts)

“BIBLE” OF THE CONTRACT

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CONTRACT DOCUMENTATION _CONTRACTING METHOD(TENDERING)

–Preparation of Tender Documents

–Request/Invitation to tender( Advert)

– Tender offer

– Tender Evaluation( Responsiveness, functionality, Price/Black Ownership)

– Tender Adjudication(Source Selection)

–Contract Award

–Preparation & Execution of Contract documents

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GOOD CONTRACT DOCUMENTATION

• Concise,

• Clear (No Doubts)

• Complete ( All Relevant Info provided)

• Free of errors.

Avoid the use of copy and paste and templates.

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GOOD CONTRACT DOCUMENTATION _BENEFITS

• Reduces uncertainties, ambiguities, contradictions, misinterpretations

• Reduces claims for extras

• Reduces contractual disputes

• It’s in the interest of the client to ensure good contract documentation

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POOR CONTRACT DOCUMENTATION

• Vague( Not Clear)

• Ambiguous

• Incomplete

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POOR CONTRACT DOCUMENTATION _RESULTS

• Uncertainties, ambiguities, contradictions, misinterpretations

• Numerous claims for extras

• Contractual disputes

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CONTRACT DOCUMENTATION _PREPARATION GUIDELINES

• The CIDB “Standards for uniformity in construction procurement” (Government Gazette No. 29138 of 18 August 2006)

• The CIDB “ Procurement Practice Guide/Notes”

• SANS 294: Construction Procurement Processes, Procedures and Methods

• SANS 10403: Formatting and Compilation of Construction Procurement Documents

• SABS 0120: Part 1-1979 Preparation of contract documents

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TENDER DOCUMENTS _PURPOSE

• Defines;

– Scope of work( Drawings/BOQ)

– Technical specifications/requirements

• Utilized to prepare cost estimates for the project

• Provided to prospective tenderers when they are invited to tender

• Forms the basis for the evaluation of the tenders

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TENDER DOCUMENT_FORMAT PORTION 1; TENDER

PORTION 2; CONTRACT

Part 1- TENDERING PROCEDURES • Tender notice & Invitation to tender(white pages) • Standard Conditions of Tender (Pink pages)- Reference • Tender Data/Specifications (Pink pages)

Part 1-AGREEMENT & CONTRACT DATA (Yellow pages) • Forms of offer and acceptance • Form of Agreement • General conditions of contract (GCC 2010)- Reference • Special conditions of contract(amendment of the GCC clauses) • Contract Data • Form of Performance Surety

Part 2- RETURNABLE DOCUMENTS(Yellow pages) • List of Returnable Documents • Returnable Schedules

Part 2:- PRICING DATA (Yellow pages) • Pricing Instructions- rules for completing the BOQ • Activity Schedule or Bills of Quantities(BOQ/SOQ) - unpriced

Part 3:- SCOPE OF WORK & PROJECT SPECIFICATIONS (Blue pages) • Description of Works(Blue) • Drawing Schedule/List of Drawings-(white) • Standardized specifications( SABS/SANS 1200 Series/COLTO)-Reference • Project Specifications(Special Provisions)-Blue • Particular Specifications -Blue

Part 4: SITE INFORMATION (Green pages) • Locality Plan • Scope • Subsoil Investigation • Site Mapping & Hydrological Data • Interpretation of Geotechnical Investigation • Existing Buildings & Structures • Atmospheric & Environmental Criteria

Part 5- ADDITIONAL RELEVANT DOCUMENTS • OHS Specifications • Tender Drawings

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CONTRACT DOCUMENT_FORMAT PORTION 1; TENDER

PORTION 2; CONTRACT

Part 1- TENDERING PROCEDURES • Tender notice & Invitation to tender(white pages) • Standard Conditions of Tender (Pink pages)- Reference • Tender Data/Specifications (Pink pages)

Part 1-AGREEMENT & CONTRACT DATA (Yellow pages) • Forms of offer and acceptance • Form of Agreement BOTH FORMS COMPLETED, SIGNED AND STAMPED BY BOTH PARTIES. • General conditions of contract (GCC 2010)- Ref. • Special conditions of contract(amendment of the GCC clauses) • Contract Data • Form of Performance Surety COMPLETED,SIGNED

Part 2- RETURNABLE DOCUMENTS(Yellow pages) • List of Returnable Documents • Returnable Schedules

Part 2:- PRICING DATA (Yellow pages) • Pricing Instructions- rules for completing the BOQ • Activity Schedule or Bills of Quantities(BOQ/SOQ) - PRICED

Part 3:- SCOPE OF WORK & PROJECT SPECIFICATIONS (Blue pages) • Description of Works(Blue) • Drawing Schedule/List of Drawings-(white) • Standardized specifications ( SABS/SANS 1200 Series/COLTO)-Ref. • Project Specifications(Special Provisions)-Blue • Particular Specifications -Blue

Part 4: SITE INFORMATION (Green pages) • Locality Plan • Scope • Subsoil Investigation • Site Mapping & Hydrological Data • Interpretation of Geotechnical Investigation • Existing Buildings & Structures • Atmospheric & Environmental Criteria

Part 5- ADDITIONAL RELEVANT DOCUMENTS • OHS PLAN & EMP • Tender Drawings

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CONTRACT DOCUMENT _COMPILATION

• Bound form; – No loose pages or pages stapled together or missing pages.

• Table of Contents Page; – shows all the page numbers allocated to each section

• Page Numbering; – Previous page numbers can be deleted and new page numbers inserted

to ensure compliance.

This is to prevent the document from being tampered with after execution.

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CONTRACT DOCUMENT _AUTHENTICATION

• Contractual parties

– Signed and initialled by both parties or representatives with power of attorney or company resolutions.

• Witnesses

– It is sufficient for each party plus one witness to initial each page.

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CONTRACT DOCUMENT _DISTRIBUTION

• Copies for all parties;

– consultant/engineer, contractor & employer.

• The employer keeps the original copy

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REPORT WRITING _INTRODUCTION

• Civil engineers have to report on the things that they do all the time, so it is worthwhile to practice and to polish your report writing skills.

• Communication Method/Tool

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REPORT WRITING _GOALS

• Good Reports

–Concise and accurate reports

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REPORTS _TYPES

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1.4.1 The Project Life Cycle and Reports:

Project Phase Reports

Concept Phase

Project Business case/plan/

Feasibility Report/Technical Report, etc

Definition Phase Project Management plan,

Preliminary Design report and Cost Estimates,

Detailed design report and cost estimates

Implementation Phase

Tender evaluation reports, Project Progress Reports,

Expenditure/cost reports, audit reports, special reports,investigative

reports etc

Close-out Phase

Project close out reports, post-construction evaluation reports etc.

REPORT _THEME/MESSAGE

• Make up your mind regarding the message/theme you want to convey

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REPORT _AUDIENCE

• Define the likely audience/audience limitations

–Technical audience eg. Technical people

–Non-technical, e.g. general public

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REPORT _OUTLINE

• Taking into account the audience’s limitations and the message you want to convey, choose an appropriate outline

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REPORT OUTLINE_SAMPLE

• REPORT TITLE

• TABLE OF CONTENTS

• EXECUTIVE SUMMARY/ABSTRACT

• INTRODUCTION/BACKGROUND

• BODY OF THE REPORT:

– LITERATURE REVIEW

– METHODOLOGY

– RESULTS

– RESULTS ANALYSIS

– RESULTS DISCUSSION

• CONCLUSIONS

• RECOMMENDATIONS

• REFERENCES

• APPENDICES/TABLES 37

REPORT _TITLE PAGE

• Short and descriptive

• Good for information search

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REPORT _TABLE OF CONTENTS

• Gives the reader quick glance of

the report content.

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REPORT _EXECUTIVE SUMMARY

• A report summary, tailored to high level executives

• Outlining the major findings of the report, i.e., the bottom line.

• Standalone, not part of main document.

• Briefly describes what was investigated , what was found, and the main conclusions.

• Provides the basic information contained in the report to anyone reading it.

Do not write the executive summary before the report is basically complete

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REPORT _INTRODUCTION

• Brief background /history or a problem statement

• A good introduction must have: – Motivation (i.e., why is it important?)

– General

– Specific

– Background (i.e., what is the history of this issue?)

– Objectives (i.e., what are you trying to accomplish?)

– Scope (i.e., what is the focus of your analysis?)

– Limitations (i.e., what constraints did you face?)

– Content (i.e., what is in the report?)

– Organization (i.e., how the report is organized?) 41

REPORT _BODY

• LITERATURE REVIEW – Previous/Earlier works done about the theme

• METHODOLOGY – A description of the methodological framework you have used in

the project, or investigation.

• RESULTS – Outcomes

• RESULTS ANALYSIS – A description of the results obtained and analysis of the

implications associated with main results. – It must be supported by figures and tables to facilitate, not to

confuse, the reader

• RESULTS DISCUSSION – This goes into detail and should fully describe what was

investigated and how it was done; how the results were analysed;

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REPORT _CONCLUSIONS

• A summary of the major findings you have

arrived to in the previous sections.

• “Conclusions” is not an analysis section.

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REPORT _RECOMMENDATIONS

• Insights into the next steps you recommend to be taken.

• This must be supported by the analysis and conclusions section of the report.

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REPORT _REFERENCES

• List of the books/articles references that were

consulted during the report writing.

• Harvard Referencing Style

AVOID PLAIGIARISM IN YOUR REPORTS

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TUTORIAL ONE(1)

• Assuming your department embarked on a trip or a site visit to Thornhill WTW, Mthatha WWTW and Mthatha Dam Sites on the 25th May,2015.

• Write a site visit report suitable to be presented to your head of department.

• The report must cover the ff: – REPORT TITLE – TABLE OF CONTENTS – EXECUTIVE SUMMARY/ABSTRACT – INTRODUCTION/BACKGROUND – BODY OF THE REPORT:

• METHODOLOGY • OBSERVATIONS • LESSONS/INSIGHTS GAINED

– CONCLUSIONS – RECOMMENDATIONS – REFERENCES – APPENDICES/TABLES

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REFERENCES • Sparrius, A in Nel, WP (2000) editor: Management

for Engineers, Technologists and Scientists, Juta & Co Ltd, Kenwyn, Cape

• • Guidance Notes: The Eskom Minor Works Contract,

Megawatt Park, March 1992 • • Management: Civil I Study Guide • Van Steenderen WPC, 2004. Brief Guide to Report

Writing. UNISA, Florida Campus, Roodepoort.

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