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February 10, 2014

Introduction

Introductions

Purpose of this session Provide you with a brief account of what is

generally required with regards to documentation of a construction project and why

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Why do we keep records?

Because if it is not written then it did not happen

To provide an official document as part of the contract administration

To verify quantities for payment To record changes in the work For future reference To manage claims from the public and

contractors3

What we will discuss at this session Daily and weekly reports Photographic record keeping Forms Red line drawings or your As Builts Meeting preparation and participation Audits Field Services Manual

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Daily and Weekly Reports

What do we record? Time on and off site for us and the contractor Visitors to site Site conditions Traffic channelization set up Changed conditions Underground utilities Extras and claims

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Photos

The Inspector should have a camera on site A pictorial record, if properly done, can avoid

many arguments later and also support the Inspector’s position in court if necessary

A picture taken of the excavation shows proof of underground conditions, of the contractor’s safety practices etc

Any unexpected conditions or faulty workmanship should be recorded

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Common errors in daily reports

Not enough information Calculation errors Use of non standard short forms Statements in the remarks section that do

not make sense

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Who uses the records

Contract Administrator Payment Clerks Clients Auditors Insurance Investigator Public Lawyers

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Case history whereby daily reports were used to deal with a claim Plans were prepared to reconstruct a existing

combined sewer in the exact same alignment and existing drains were to be reconnected to the new sewer

Tender was issued for a sewer reconstruction project and the project commenced

But the existing sewer was found to be radius pipe (not straight from MH to MH) and on top of this the hydro conduit was found to be closer than shown on the plan

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One of many photos taken to document and verify a claim

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Forms

Great way to document because they act as a checklist

Every organization has them but they naturally vary from place to place

Should be signed usually by both parties, in triplicate (contractor, inspector, and office copies) and numbered

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A Properly Prepared Change Directive will answer the following

why the work was ordered Where it was done When it was done How it is to be paid

In addition add photos, record in daily report and attach any relevant e mails 12

Final payment and contract close out

Summaries and checks Must be able to substantiate quantities Calculations should be checked by someone

else Checklist of required documents

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As builts

Record changes of 300mm or more. Show any changed locations for utilities Show lengths of drains or waterservices

replaced. , sizes and material types Remember that others will use these plans to

alter the mylars so someone should check them after they are completed.

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Meetings

Important for inspector Be prepared and make a list as it is your

chance to get issues resolved in a formal manner that is documented

For contentious issues you might want to discuss with the PM first

Conduct yourself appropriately Keep your own notes

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Field Services Manual

This was developed in order to address audit and senior management concerns.

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