PROJECT MANAGEMENT PO BOX 27642, DUBAI, UAE

EDA-04 CONSTRUCTION STAGE PROCEDURES

This document is the property of edara LLC and must not be copied in part or full (except the forms appended with

PROJECT MANAGEMENT PO BOX 27642, DUBAI, UAE

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This document is the property of edara LLC and must not be copied in part or full (except the forms appended with

CONSTRUCTION STAGE PROCEDURES
CONTENTS

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Document No. EDA-04-01 EDA-04-02 EDA-04-03 EDA-04-04 EDA-04-05 EDA-04-06 EDA-04-07 EDA-04-08 EDA-04-09 EDA-04-10 EDA-04-11 EDA-04-12 EDA-04-13 EDA-04-14 EDA-04-15 EDA-04-16 EDA-04-17 EDA-04-18 EDA-04-19 EDA-04-20 EDA-04-21 EDA-04-22 EDA-04-23 EDA-04-24 EDA-04-25 EDA-04-26 EDA-04-27 EDA-04-28 EDA-04-29 EDA-04-30

Document Title Contents Authorisation and Revision Schedule Responsibility and Authority Limits Meetings # Contractor Submittals Contract Programme Contractor Prepared Drawings Method Statements # Request for Information Contractor Request for Inspection Change Management # Builders Work Employer Supplied Materials Field Instruction Non-conformance Reports Employer Complaints # Contractor’s Daily Activity Report Consultant’s Monthly Progress Report Monthly Progress Report to the Employer Taking Over Defects Liability Consultant, QS, Contractor and Supplier Payments # Safety and Welfare IT Guidelines and Recommendation for Sites Construction Stage Records

# - Numbers reserved for introducing new documented procedures (as required) in the future.

CONSTRUCTION STAGE PROCEDURES
SCOPE, AUTHORISATION AND REVISION SCHEDULE

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SCOPE edara Construction Stage Procedures describe the responsibilities and requirements to be fulfilled and complied with by the Consultant(s), Contractor(s) and edara LLC in performing the tasks described herein. Should there be a difference between any part of this procedure document with the contract document, the later shall take precedence. AUTHORISATION Construction Stage procedures are authorised by the General Manager and apply when carrying out the activities described herein. Revisions may be issued from time to time as necessary via the Quality Assurance Manager with the authorisation of the General Manager. REVISION SCHEDULE
Doc Rev No. 0 Date Subject of Amendment Reviewed by and Signature Nishad A Rahim EDA-04-01 EDA-04-03 EDA-04-03-C EDA-04-04-A WI EDA-04-06-A EDA-04-07 EDA-04-13 EDA-04-13-A EDA-04-13-B EDA-04-13-C EDA-04-13-D EDA-04-13-F EDA-04-13-G EDA-04-13-H EDA-04-17 EDA-04-17-A EDA-04-17-B EDA-04-18 EDA-04-21-A EDA-04-22 EDA-04-22-A EDA-04-23 EDA-04-23-C EDA-04-23-D EDA-04-25 EDA-04-25-A EDA-04-30 Rev 1 Rev 1 Rev 0 Rev 1 Rev 1 Rev 1 Rev 1 Rev 1 Withdrawn Rev 1 Rev 1 Rev 1 Rev 1 Rev 1 Rev 1 Rev 1 Rev 1 Rev 1 Rev 1 Rev 1 Rev 1 Rev 1 Rev 0 Rev 0 Rev 1 Rev 1 Rev 1 Authorised by and Signature Zuhdi Al Rai

12 Mar 05

Initial Issue Procedure Procedure Appendix Appendix Work Instruction Procedure Procedure Form Form Form Form Form Form Form Procedure Form Form Procedure Form Procedure Form Procedure Form Form Procedure Form Procedure

1

16 Oct 05

Nishad A Rahim

Adel A Lootah

CONSTRUCTION STAGE PROCEDURES
RESPONSIBILITY AND AUTHORITY LIMITS

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1. 1.1. 2. 2.1.

PURPOSE AND SCOPE To define the responsibility and authority to originate, review and authorise various types of documents raised by edara during the construction stage. DEFINITION Correspondence – The word ‘correspondence’ used in the context of this procedure refers to letters/faxes. Such documents shall be used only to address issues of general nature that do not deal with technical issues, project schedules, scope change, claims or disputes. ABBREVIATIONS None PROCEDURE The responsibility and authority limits applicable to the construction stage processes are defined in Appendix EDA-04-03-C. The personnel responsible to originate and review any document shall ensure that its contents are carefully examined and found suitable for the intended use prior to offering it for authorisation. A ‘Control Sheet’ (Form EDA-04-03-A) shall be used to demonstrate the review and approval process of various documents described in Appendix EDA-04-03-A. The Control Sheet shall be replaced by an ‘Employer Submittal Control Sheet’ (Form EDA-04-03-B) for documents requiring authorisation/decision from the Employer. The Control Sheet shall be assigned with a reference number as per following format: Project No./Year/ Serial No./Rev X  Year – Write the last two digits of the year. For e.g. write 05 for the Year 2005 Serial Number – Is the sequential number assigned to the Control Sheet from a Control Sheet Log maintained. Rev X – Denotes the revision status of the Control Sheet. The first submission shall carry Rev 0 status, and the status incremented by ‘1’ for every re-submission. Note Note Note Note

3. 3.1. 4. 4.1. 4.2.

4.3.

Note

edara Secretary/ Document Controller

5. 5.1. 5.2.

RECORDS MAINTAINED BY EDARA Signed Letters and Documents Control Sheets (including Employer Submittal Control Sheets)

CONSTRUCTION STAGE PROCEDURES
MEETINGS

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1. 1.1.

PURPOSE AND SCOPE To describe the various types of meetings held at site, particularly the ‘Kickoff Meeting’ with the Contractor and the ‘Construction Progress Review Meetings’. DEFINITION Contractor Kick-off Meeting: The meeting held with the successful Contractor immediately after the acknowledgement of the Letter of Acceptance by the Contractor and before commencement of their work at site. Construction Progress Meetings: Regular meetings held with the Contractor to review progress, performance and resolve any issues. ABBREVIATIONS None PROCEDURE Contractor Kick-off Meeting Within a week from the Contractor’s acknowledgement of the Letter of Acceptance, the Contractor, the Consultant and the QS (if employed) are called for a kick-off meeting allowing enough time for each party to prepare for the meeting. The meeting is chaired by edara Senior Project Manager and attended by the relevant edara Project Manager(s) and the other parties as described above. The meeting agenda shall be advised to all attendees in advance. The agenda for the meeting includes but not limited to the topics listed in the attached proforma (Appendix EDA-04-04-A). Minutes of the meeting shall be prepared and circulated to all parties within 3 working days from the date of the meeting. The minutes are prepared using the project management software where available. A sample format of the minutes is attached for reference (Appendix EDA-04-04-B). Construction Progress Meetings Construction progress meetings are held on a weekly basis at the start of the project and later at a frequency determined by the edara Project Manager. The meeting is chaired by edara Project Manager and attended by the Contractor, the Consultant and the QS (as required). The agenda for the meeting includes but not limited to the topics listed in the attached proforma (Appendix EDA-04-04-C). Minutes of the meeting shall be prepared and circulated to all parties within 3 Note Note Note edara PM edara PM Note Note Note

2. 2.1.

2.2. 3. 3.1. 4. 4.1. 4.1.1.

Note

4.1.2.

Note

4.1.3.

edara PM

4.1.4.

edara PM

4.2. 4.2.1. 4.2.2. 4.2.3. 4.2.4.

CONSTRUCTION STAGE PROCEDURES
MEETINGS

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working days from the date of the meeting. The minutes are prepared using the project management software where available. A sample format of the minutes is attached for reference (Appendix EDA-04-04-B). 4.3. 4.3.1. Other Meetings Other meetings held at site may include:  Design co-ordination meetings (for design and build jobs)  Ad hoc meetings  Status review meetings  Technical meetings  Special meetings as required by edara, dependent on the nature of the project. Such meetings are initiated by edara either by itself or at the request of the Employer, Consultant, QS or the Contractor. These meetings are chaired by edara and attended by the parties required to fulfil the objective of the meeting. The party that calls for the meeting prepares the agenda, and the minutes are prepared and circulated by edara. RECORDS MAINTAINED BY EDARA Meeting Agenda. Minutes of Meetings. Note

4.3.2. 4.3.3. 4.3.4. 5. 5.1. 5.2.

Note Note Note

CONSTRUCTION STAGE PROCEDURES
CONTRACTOR SUBMITTALS

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1. 1.1.

PURPOSE AND SCOPE To standardise the preparation of submittals made by the Contractor as required by the Contract for review and approval by the Consultant and edara. This procedure neither replaces nor supersedes the Contract, but provides guidance to the Contractor to implement the Contract. DEFINITION Submittals: The word submittal used in the context of this procedure refers to submissions made by the Contractor that contain technical information (including technical queries), alternative proposals, drawings, manufacture’s data, certificates, test results and the like. ABBREVIATIONS None PROCEDURE All submittals made by the Contractor shall comply with the requirements in table A: Table A
Documents required along with the Submittal (Form EDA-04-06-E)Specification Comparison Sheet (Form EDA-04-06-A)Submittal Transmittal Sheet

Note

1.2. 2. 2.1.

Note

Note

3. 3.1. 4. 4.1.

(Form EDA-04-06-B)Submittal Title Block

(Form EDA-04-06-C)Drawing Title Block

Nature of Submittal

(Form EDA-04-06-D)Sample Tag

No. of Copies

Technical Submittals Samples Drawings

Yes Yes Yes

Yes Yes No

No No Yes

No Yes No

Yes Yes No

1 Original + 2 Copies 2 Originals 3 Prints

4.2. 4.3. 4.4.

Submittal Transmittal Sheets shall be prepared as per the guidelines in the attached work instruction (WI EDA-04-06-A). All submittals are made to the edara Secretary at Site. edara Secretary signs and records the receipt date on the Submittal

Contractor Contractor edara

CONSTRUCTION STAGE PROCEDURES
CONTRACTOR SUBMITTALS

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Transmittal Sheet, registers it in the submittal log maintained under the respective Project Management Tool used (Supremacy, Expedition, etc) and forwards the submittal to the Consultant for review. The Secretary shall obtain the Consultants signature on a logbook maintained to record the delivery. 4.5. 4.5.1. Consultant’s Review The Consultant reviews the submittal and returns the same to edara along with their comments/decision as follows: APP AAN Approved Approved as Noted Means that fabrication, manufacture, supply or construction can proceed Means that fabrication, manufacture, supply or construction may proceed provided that the Contractor complies with the notations made in the submittal. If for any reason, the Contractor cannot comply with such notations, the Contractor shall make revisions and resubmit. Means that fabrication, manufacture, supply or construction may proceed only for the approved items provided that the Contractor complies with the notations made in the submittal and resubmits the submittal for the non approved items incorporating the notations made. Means that the submission is cancelled since the scope of work has been deleted or altered. Where the work is altered, the Contractor shall initiate a new submittal. Means that the submission does not comply with the contract and that fabrication, manufacture, supply or construction shall not proceed. The contractor shall revise and resubmit.

Secretary

Consultant

ANR

Approved as Noted Resubmit

NR

Not Required

NA

Not Approved

4.6. 4.6.1.

edara’s Review edara Secretary receives the submittal from the Consultant, updates the submittal log maintained and forwards the submittal to the relevant edara Project Manager for review. edara Project Manager reviews the submittal and records his/her comments/decision (similar to clause 4.5.1) and return to edara Secretary for distribution. edara Secretary edara Project Manager

4.6.2.

CONSTRUCTION STAGE PROCEDURES
CONTRACTOR SUBMITTALS

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4.6.3.

edara Secretary copies the submittal to the Contractor, the Consultant, the QS (as required) and Others (as required) using a Transmittal generated using the Project Management Tool. The original Submittal is maintained by edara. 5. 5.1. 5.2. 5.3. 5.4. 5.5. 5.6. 5.7. 5.8. RECORDS MAINTAINED BY EDARA Submittal Transmittal Sheets. Submittal Title Blocks. Drawings. Samples with Sample Tags. Specification Comparison Sheets. Submittal Log maintained under the respective Project Management Tool (Soft Copy). Log book maintained to record delivery of Submittals to the Consultant. Transmittal used to distribute Submittals following Consultant and edara review and comments.

edara Secretary

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WORK INSTRUCTION
GUIDELINES FOR PREPARING SUBMITTAL TRANSMITTAL SHEET
1. 1.1. Submittal Transmittal Number The format of Submittal Transmittal number shall be as follows: Contract No./STS-XXX 

Rev Date Page

  2. 2.1. 3. 3.1. 4. 4.1.

Contract No. – This is the reference number assigned by edara to the particular contract against which the submittal is made. For project with only one contract, the contract number will be the project number itself. STS – denotes Submittal Transmittal Sheet. XXX – denotes the serial number assigned by the Contractor.

Project No. Is the identification number assigned to the project by edara. Date All dates shall be in the format “day – month – year”. Submittal Number This shall be a unique number assigned to each submittal by the Contractor. This number shall include the first five digits of the Project Master Format as below (or as approved by the concerned edara Project Manager) followed by a serial number assigned by the contractor: Package Number
00100 00200 00300 00400 00500 00600 00700 00800 00900 01000 02000 02500 02700 03000 04000 05000 06000 07000 08000 09000

Title
Shop Drawing - Structural Shop Drawing - Architectural Shop Drawing - Electrical Shop Drawing - Mechanical Shop Drawing - Builder’s Work Coordinated Services Layout Materials - Structural Materials - Architectural Materials - Electrical Materials - Mechanical Programmes and Schedules Test Reports Method Statements Waterproofing Landscaping Maintenance and Cleaning Equipment Aluminium and UPVC Works Elevator and Escalator As Built Drawings Operation and Maintenance Manual

5. 5.1.

Revision Denotes the revision status of the Submittal. The first submittal shall carry Rev 0 status, and the status is incremented by ‘1’ for every re-submittal.

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WORK INSTRUCTION
GUIDELINES FOR PREPARING SUBMITTAL TRANSMITTAL SHEET
6. 6.1. 7. 7.1. Submittal Title This is the heading/title of each submittal. Item No.

Rev Date Page

Number or letter assigned by the Contractor to individual within the items within the body of the submittal. For example: ITEM NO. a. b. c. DESCRIPTION Manufacturer’s data Shop Drawings (list by number) Load Calculations

8. 8.1. 9. 9.1. 9.2. 9.3. 9.4. 10. 10.1.

Drawings, Specification or BOQ Reference This refers to the drawing, specification or BOQ item number under which the submittal is required. Description For Drawings: List the drawing numbers, along with its title and revision status. For Manufacturer’s Data: Identify using the same name or description shown in the manufacturer’s information. For Samples: Identify using the descriptive items in the specification and/or BOQ. For Others: Include similar descriptions as to item 9.3 for all guarantees, test certificates, and any other documents. Type The types of submittals shall be:  SD - Contractor produced shop drawings  SM - Sample  GT - Guarantee  MD - Manufacturer’s data, catalogue, brochures, calculations  CT - Certificates  TT - Test results  OT - Other Subcontractor/Supplier/Manufacturer List the name of the Subcontractor responsible for the material as well as the supplier’s and/or manufacturers name if applicable.

11. 11.1.

CONSTRUCTION STAGE PROCEDURES
CONTRACT PROGRAMME

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1. 1.1.

PURPOSE AND SCOPE To ensure that the Contractor has established a valid Programme in compliance with the Contract Documents and the Project completion requirements. DEFINITION None ABBREVIATIONS None PROCEDURE The Contract Programme (Clause 14 of General Conditions of Contract) shall be submitted (one hard copy and one electronic copy) for review and approval by edara and the Consultant within 28 days from the acknowledgement of the ‘Letter of Intent' by the Contractor. Following approval by edara and the consultant, the Contract Programme will be “baselined” and will form the basis for comparison of planned and actual contract indicators (i.e. time, cost, resource and other indicators). The submission, review, approval and distribution of Contract Programme submittals shall be as described in the edara procedure for Contractor Submittals (Procedure EDA-04-06). The Contractor should bear in mind that the submissions may not necessarily achieve approved status at first submission and hence the programme should be designed with suitable contingency for such eventuality. The Contract Programme shall utilise the ‘Critical Path Method’ using specialised software such as Primavera Project Planner or equivalent (to be proposed to and approved by edara). The Contract Programme shall include the following components: Work Breakdown Structure (WBS) WBS shall be prepared encompassing every element of the scope of works and agreed with edara prior to proceeding with the Contract Programme. A precise and unambiguous coding structure shall be used in its preparation. Contractor Note Note

2. 2.1. 3. 3.1. 4. 4.1.

4.2.

Note

4.3. T 4.4.

Note

Note

4.5.

Contractor

4.6. 4.6.1.

Contractor

4.6.2.

Working Programme The working programme shall be represented in the form of a bar chart or a series of bar charts supported by durations, start and finish dates and amount of float resulting from the critical path analysis of the network for the contracted scope of works. A precedence network shall also be shown to support and explain the bar chart(s). The working programme shall consist of:

CONSTRUCTION STAGE PROCEDURES
CONTRACT PROGRAMME

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The Programme of Working Drawings, Method Statements and other Submissions (Shop Drawings).  The intended preparation, submission and review of each individual package of shop drawings or submissions for every element of the scope of works shall be clearly defined and separately identified.

 The Contractor shall, when preparing this programme, take into account the physical and technical interfaces between every element of the scope of works for the contract and the scope of works for other contracts based on information provided by edara from time to time.  The programme shall consider phasing of submissions in order that edara is provided with an even flow of documents for review. This programme shall also identify all items of information that the Contractor requires from the Project Manager and the time they are required. In addition to indicating the essential relationships between each element or task of the programme, the programme should also clearly identify the relationship between the completion of review of each submission and any subsequent procurement, manufacturing, construction or other key element of the contract.

The Procurement Programme  This should clearly identify and define the intended preparation of shop drawings, fabrication schedules and the like, procurement of materials, the manufacture and/or fabrication of materials, items of plant or equipment required to complete the scope of works, any tests required, the preparation of goods for shipment, etc. The procurement programme should consider the risks inherent in shipping (where applicable), and hence provide sufficient time periods for the unpacking and checking of delivered materials in additions to sufficient contingency to mitigate the effects of the type of event(s) that an experienced Contractor should anticipate. This will be later developed into a comprehensive procurement schedule in a format agreed with edara.

The Construction Programme  This programme should include all testing and commissioning requirements including local authority inspections/approvals (such as Municipality, Water and Electricity, Civil Defence, Telecommunications and the miles

CONSTRUCTION STAGE PROCEDURES
CONTRACT PROGRAMME

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stone dates for “Water and Electricity Dept Power On”), the provision of deliverable documents prior to completion and due allowances for snagging.  It is essential when developing this programme, that the Contractor takes into account the requirement that all related design submissions, material submissions and method statements have achieved a suitable status before the associated element of work may commence. This programme shall also identify all items of information and working areas, which the Contractor requires, the time that they are required and the elements and tasks within the programme that the Contractor considers will be affected and how they will be affected by the provision of such information and working locations. The programme should highlight strategic planning for MEP installations that include, but not limited to the following: Submission of electrical drawings for Local Authority Approval. Registration connections. for applications for service

Remittance of Local Authority charges for service connection. HV Substation construction and handing over to Local Authorities. Local installations. Authority inspection of electrical

“Power On” target dates. Civil Defence inspections. Local Authority water connection. connection to public sewerage

Drainage system. -

Telecommunication connections.

Completion of substation building at an early stage of the project considering time impacts for Local Authority involvement and installation of equipment. The Overall Programme  This is a summary of the above three programmes and will be used for monitoring and reporting purposes.

CONSTRUCTION STAGE PROCEDURES
CONTRACT PROGRAMME

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The overall programme shall indicate the means by which the Contractor intends to achieve any interim milestones or handover dates required by the Contract. All floats in the programme shall be accrued to the Employer. Contractor

 4.7. 4.7.1.

In addition to the Contract Programme, the Contractor shall also submit the following: Man Power Loaded Programme The working programme shall be loaded with the manpower (in number of men) on weekly basis, as proposed to be utilised (Planned Manpower). The Manpower Loaded Programme shall be updated with the ‘Actual Manpower’ as work proceeds. The Contractor shall provide an analysis of the manpower usage and productivity to explain and support the Manpower Loaded Programme. In preparing the Manpower Loaded Programme, the Contractor shall:

Note that manpower shall be classified as Management personnel (Engineer, Engineers, Foreman, etc) and Workmen. The Workmen shall be further broken down as Direct Workmen (Skilled and Unskilled Labour) and Indirect Workmen (General. Drivers, Security, etc). Present the Manpower Loaded Programme in graphical format with weekly planned manpower plotted on Y1-axis (histogram), and cumulative until end of week values on Y2axis (‘S’ curve), with period on X-axis. The summary and breakdown of manpower by discipline against each week to be tabulated.

4.7.2.

Planned Key Project Indicators The Contractor shall provide, in tabular and graphical format an identification of the planned progress of major elements of the contract in a form and content to be agreed by edara. Depending on the scope of the Contract, this will indicate the likes of quantities of concrete to be placed over time, lengths of pipe or cable to be laid over time, square meters of tiling to be achieved over time, number of rooms to be tested and the like.

4.8. 4.8.1.

Revisions to the Contract Programme Revision by the Contractor If, for any reason during the execution of the Contract, the Contractor considers that the approved programme no longer reflects the periods and sequence which they intent to adopt for Contractor

CONSTRUCTION STAGE PROCEDURES
CONTRACT PROGRAMME

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the remaining part of the contract, then they shall:   Advise edara in writing. Proceed to revise the programme to take account of current circumstances. Advise edara of the intended submission date of the revised programme. Ensure that the revised programme indicates a completion date in accordance with the latest approved contract completion date. Submit the revised programmed to edara for consent in the manner outlined earlier in this procedure.

 4.8.2.

Revision by the Employer or edara If, during the execution of the works, the Employer or edara considers that the current programme no longer represents a realistic forecast to completion of the works, they shall advise the Contractor accordingly in writing, with a requirement to revise the programme for submission and consent in accordance with the provisions of Clause 14.2 of the General Conditions of Contract Revised programme to be submitted within 7 days of being so requested by the Employer/edara. Employer/ edara

Contractor Contractor

4.8.3.

In the event that a revision to the programme is required, the specific activities of the approved programme that have been affected shall be clearly indicated in the revised submission, their impacts, if any, on interim and final completion dates. RECORDS MAINTAINED BY EDARA Approved Contract Programme. Work Break Down Schedule. Programme of Submissions. Working Drawings, Method Statements and Other

5. 5.1. 5.2. 5.3. 5.4. 5.5. 5.6. 5.7. 5.8. 5.9.

Procurement Programme. Construction Programme. Overall Programme. Manpower Histograms. Planned Key Project Indicators. Revised Contract Programme (where applicable).

CONSTRUCTION STAGE PROCEDURES
CONTRACT PROGRAMME

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CONSTRUCTION STAGE PROCEDURES
CONTRACTOR PREPARED DRAWINGS

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1. 1.1.

PURPOSE AND SCOPE To describe the requirements for the preparation, submittal and revision of all drawings produced by or submitted on behalf of the Contractor. This applies to all drawings that are supplied to edara for approval/information as well as “as built drawings”. This procedure neither replaces nor supersedes the Contract, but provides guidance to the Contractor to implement the Contract. DEFINITION Drawings: The word drawing used in the context of this procedure refers to drawings, sketches, shop drawings, detail drawings, working drawings, or any other drawing required to supplement the contract documents. ABBREVIATIONS None PROCEDURE Drawing Size All Contractor produced drawings shall be of the following sizes only or as approved by edara: Size Identity A0 A1 A3 A4 Sheet Size (in mm) 840 x 1187 840 x 594 297 x 420 210 x 297 A Contractor Contractor Note Note

1.2. 2. 2.1.

Note

3. 3.1. 4. 4.1. 4.1.1.

4.2. 4.2.1. 4.3. 4.3.1. 4.3.2. 4.3.3.

Drawing Title Block All drawings shall have a title block as per Form EDA-04-06-C. Drawing Number All drawings shall have the drawing number in the lower right hand corner in the space provided in the title block. The drawing number shall be as discussed in this procedure or as approved by edara. The drawing number shall contain 4 parts as follows: First Part A M E P S Source of Drawing Architect Mechanical Engineer Electrical Engineer Plumbing Structural Contractor Contractor Contractor

CONSTRUCTION STAGE PROCEDURES
CONTRACTOR PREPARED DRAWINGS

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4.3.4.

Second Part L A C S Third Part Fourth Part

Information Type Location Drawings Assembly Drawings Component Drawings Schedules 2 digit or 3 digit sequential number Revision Status

4.3.5.

As an example, the drawing number of the drawing related to external wall sections submitted for the first time is as follows: Drawing No. AA 101 Rev 0 First Part A Second Part A Third Part 101 Fourth Part 0 4.4. Drawing Co-ordination The drawing co-ordination block shall include initials/stamps of each subcontractor whose trades are involved. This represents the co-ordination of all disciplines of any individual drawing. 4.5. Drawing Scale Contractor prepared drawings shall be to the following scales as a minimum to facilitate reviews and co-ordination: Floor Plan Layout Plant Room, core layouts Details 4.6. Drawing Orientation In the event that the drawings contain reference to the compass, then all plans shall have the north arrow pointing upwards or to the right side of the drawing. The north arrow shall be shown in the upper right hand corner of the drawing. 4.7. Drawing Revisions Revisions shall be clearly indicated by making a cloud around the area that is revised. The cloud should contain a small triangle with the revision number written inside it. When making a new revision, the clouds from the previous revision will be removed. The new revision number is indicated in the space above the co-ordination block along with the date, the initials of the person making the revision and the initials of the person approving the revision. It is important to describe the revision and its location on the drawing. The preferred operative words are Contractor Contractor 1:100 1:50 1:20 Contractor Contractor Architect Assembly Drawing Sequential Number of the Drawing Revision Number

4.4.1.

4.5.1.

4.6.1.

4.7.1.

4.7.2. 4.7.3.

Contractor Contractor

CONSTRUCTION STAGE PROCEDURES
CONTRACTOR PREPARED DRAWINGS

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‘added’, ‘revised’, ‘deleted’. Sample revision description are: Revised Section A Added Detail 1 Deleted Window in west elevation It may also be useful to describe why the revision was made. 4.8. 4.8.1. Drawing Submittals All drawing shall be submitted to edara for approval using a Submittal Transmittal Sheet as described in the procedure for Contractor Submittals (Procedure EDA-04-06). 5. 5.1. 5.2. RECORDS MAINTAINED BY EDARA Approved Drawings. Submittal Transmittal Sheets. Contractor

CONSTRUCTION STAGE PROCEDURES
METHOD STATEMENTS

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1. 1.1. 1.2. 2. 2.1. 3. 3.1. 4.

PURPOSE AND SCOPE To describe the types of Method Statements required to be submitted by the Contractors and the situations in which they are required. This procedure neither replaces nor supersedes the Contract, but provides guidance to the Contractor to implement the Contract. DEFINITION None ABBREVIATIONS USED None PROCEDURE Overall Method Statement An Overall Method Statement covering the general aspects of construction shall be submitted by the Contractor within one month from the Project Kickoff Meeting. This shall include an introduction describing the project and brief statements on:                    Water and power for the works Access Information required schedule Site establishment/temporary facilities Excavation and dewatering Shoring Piling Concrete supply Reinforcement supply, cutting and bending Decking/Formwork systems Tower crane location Material handling, storage Working hours Subcontracted works Sequence of operations Programme Safety Quality Others Contractor Note Note Note

Method Statement Approved Method Statements are required prior to commencement of work where the quality and/or safety are likely to be affected in the absence of written instructions. Activities (or sub activities) that require Method Statements are determined by edara/Consultant and/or the Contractor themselves. Note

Edara/ Consultant/

CONSTRUCTION STAGE PROCEDURES
METHOD STATEMENTS

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Contractor The initial requirement for Method Statements are determined at the Project Kick off meeting and the need for more are determined during the course of construction as deemed necessary. Method Statements shall be prepared and submitted by the Contractor well in advance of the commencement of work to allow reasonable time for review and approval. The Method Statement shall list each step of operation concerned, the information required (drawings, specification, BOQ, product information, etc), the resources utilised (man, equipment) and the checks to be made before proceeding to the next step. Where appropriate, diagrams and sketches will be used to explain proposed working methods. The review, approval and distribution of the Overall Method Statement and Method Statements shall be as described in the edara procedure for Contractor Submittals (Procedure EDA-04-06). 5. 5.1. 5.2. RECORDS MAINTAINED BY EDARA Approved Method Statements Submittal Transmittal Sheets Note Contractor

Contractor

Note

CONSTRUCTION STAGE PROCEDURES
REQUEST FOR INFORMATION

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1. 1.1. 1.2. 2. 2.1.

PURPOSE AND SCOPE To describe the method to be followed for raising technical clarifications required by the Contractor or their Subcontractors. This procedure neither replaces nor supersedes the Contract, but provides guidance to the Contractor to implement the Contract. DEFINITION Project Management Tool: This is the software (Supremacy, Expedition, etc.) used to register and track various documents generated in the Construction Stage. ABBREVIATIONS USED RFI – Request for Information. PROCEDURE Technical clarifications are raised by the Contractor using the attached ‘RFI” form (Form EDA-04-11-A). A reference number shall be assigned to all requests as per the following format: Contract No./RFI-XXX.  Contract No. – This is the reference number assigned by edara to the particular contract against which the RFI is raised. For projects with only one contract, the contract number will be the project number itself. RFI – denotes Request for Information. XXX – denotes the serial number assigned by the Contractor. Contractor Contractor Contractor Note Note Note

3. 3.1. 4. 4.1.

 

The Contractor is encouraged to make the requests in the description section of the form. The requests shall be concise and within the space provided on the form. It is important to include the specific references to the specification, drawings, BOQ or other documents. Request may be of varying nature including discrepancies, document clarifications, site conditions, etc. However only one request should be included on each form. 4.2. 4.3. Completed forms shall be submitted to the edara Secretary at Site. edara Secretary signs and records the receipt date on the request, and forwards the original request first to the Consultant and then to the QS with a copy maintained with edara at each stage. The Secretary also obtains the signatures of the Consultant and QS on a logbook maintained to record the delivery. Consultant and QS reviews the request and provides their feedback on the same form. Support documents if any shall be attached to the RFI form and the completed form returned to the edara Secretary.

Contractor

Contractor edara Secretary

4.4.

Consultant/ QS

CONSTRUCTION STAGE PROCEDURES
REQUEST FOR INFORMATION

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4.5. 4.6. 4.7.

edara Secretary then forwards the request to the relevant edara Project Manager for review. edara Project Manager reviews the request and records comments/decision and returns to edara Secretary for distribution. his/her

edara Secretary edara Project Manager edara Secretary

edara Secretary distributes copies of the request to the Contractor, the Consultant, the QS and Others (as required) under the cover of a ‘Transmittal’ generated using the Project Management Tool. The original request is maintained by edara. A RFI log shall be maintained by edara under the respective Project Management Tool to track the various stages of review of the RFI. RECORDS MAINTAINED BY EDARA Request for Information Request for Information Log (Soft Copy) Log book maintained to record delivery of RFIs to the Consultant and QS.

4.8. 5. 5.1. 5.2. 5.3.

edara Secretary

CONSTRUCTION STAGE PROCEDURES
CONTRACTOR REQUEST FOR INSPECTION

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1. 1.1.

PURPOSE AND SCOPE To describe the format, preparation, process, administration and distribution of Site Inspections to allow the Consultant to maintain quality control over the Contractor’s activities and material/equipment used. This procedure specifically applies to the following:  Inspections at the Control Hold Points, and  Materials/equipment requiring Consultant inspection and clearance as per the Project Specifications/BOQ. This procedure neither replaces nor supersedes the Contract, but provides guidance to the Contractor and the Consultant to implement the Contract. DEFINITION Control Hold Points: These are the stages of construction that require inspection and clearance from the Consultant before proceeding to the next stage. ABBREVIATIONS IRS – inspection Request Schedule CRI – Contractor Request for Inspection PROCEDURE Control Hold Points The Control Hold Points shall be agreed between the Consultant and the Contractor prior to start of each set of activities by the Contractor. A schedule of the Control Hold Points shall be submitted to the Consultant by the Contactor for approval. Following approval, copies of the approved Hold Points are distributed to edara and the Contractor. Note Contractor Consultant Note Note Note

1.2.

Note

1.3. 2. 2.1.

Note

3. 3.1. 3.2. 4. 4.1. 4.1.1. 4.1.2. 4.1.3. 4.2. 4.2.1.

Inspection Request Schedule The Contractor shall submit an IRS to the Consultant well in advance of the scheduled inspection (preferably one day in advance) using the attached form (Form EDA-04-12-A). The IRS shall be sequentially numbered as per the following format: Contract No./IRS - XXX  Contract No. – This is the reference number assigned by edara to the particular contract against which the IRS is submitted. For project with only one contract, the contract number will be the project number itself.  IRS – denotes Inspection Request Schedule.  XXX – denotes the serial number assigned by the Contractor. The schedule shall include the time of inspection, items to be inspected, the Contractor Contractor

4.2.2.

4.2.3.

CONSTRUCTION STAGE PROCEDURES
CONTRACTOR REQUEST FOR INSPECTION

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type of inspection required (electrical, civil, mechanical, etc), the exact location by level and area, and the reference drawing/document. 4.2.4. 4.2.5. 4.2.6. The schedule shall be prepared in triplicate and signed by the Contractor and a copy each delivered to the Consultant’s Office and edara. By submitting the IRS, the Contractor shall ensure that the works stated are complete and ready for inspection by the Consultant at the specified time. All tools and equipment necessary to perform the inspection shall be made available at the time of inspection including adequate access and safety measures such as scaffolding, ladders gangways, lighting, safety rails, safety gear, cleanliness, etc. 4.3. 4.3.1. 4.3.2. Inspection All work shall be subject to review and clearance by the Contractor’s own QA Personnel prior to offering to the Consultant for inspection. Contractor shall prepare a CRI Form (Form EDA-04-12-B), signed by the Contractor’s Project Manager/Engineer and QA Personnel and submitted to the Consultant within reasonable time in advance of the inspection. The CRI Form shall be accurately completed, including the item(s) to be checked, location(s), level(s) and the reference drawing(s). The Contractor shall also secure the signatures of the concerned Subcontractors prior to submission to the Consultant where the inspection involves Subcontractors work. The CRI forms shall be sequentially numbered as per the following format: Contract No./CRI – XXX Rev Y  Contract No. – This is the reference number assigned by edara to the particular contract against which the Contractor Request for Inspections are submitted. For project with only one contract, the contract number will be the project number itself. CRI – denotes Contractor Request for Inspection. XXX – denotes the serial number assigned by the Contractor. Y – Denotes the revision status of the CRI. The first submission shall bear Rev 0 status. Consultant Contractor Contractor Contractor Contractor Contractor

4.3.3. 4.3.4.

Contractor Contractor

4.3.5.

Contractor

   4.3.6.

The Consultant carries out the inspection and records the remarks on the CRI Form and distributes the form as below: White: Blue: Yellow: To Contractor To Consultant To edara In the event where the work/material is accepted with comments, the Consultant shall follow up until all outstanding actions are closed out.

Consultant

CONSTRUCTION STAGE PROCEDURES
CONTRACTOR REQUEST FOR INSPECTION

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In the event where any work/material is rejected, the Contractor shall carryout the required corrective measures and submit a new CRI Form with the same reference number as the original request, but with its revision number incremented by 1 (one). 4.3.7. The Consultant shall record the inspections in a database system, and establish and maintain files for all site inspections including records of closure of outstanding actions. 5. 5.1. RECORDS Records Maintained by edara:   5.2. Inspection Request Schedules Contractor Request for Inspections

Contractor

Consultant

edara

Records Maintained by the Consultant:    Inspection Request Schedules Contractor Request for Inspections CRI Data Base

Consultant

CONSTRUCTION STAGE PROCEDURES
CHANGE MANAGEMENT

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1. 1.1.

PURPOSE AND SCOPE To establish a method to control the impact of changes generated as a result of additions, deletions, modifications and alternatives proposed by the Employer, the Operator, edara, the Consultants, the Contractor or any responsible 3rd Party. This procedure applies to the changes that arise during both the design and construction stages of the project. DEFINITION Change – Change refers to any addition, deletion, modification or alternatives proposed by any party that causes a variation to the Employer agreed appearance/specification/cost/programme. Impacts – It is the consequence of effecting a change. Unless specifically mentioned, the word ‘impact’ used in the context of this procedure refers to cost, programme and functional consequences. Change Proposal Form – Is a tool used to advise and seek written approval from the Employer on the estimated impacts of changes proposed. The last portion of the Change Proposal viz. ‘Special Permission to Proceed with Construction’ is used only in urgent situations to instruct the Contractor to proceed with the changes prior to an agreement of its impact between the Contractor and the Employer. Provisional Variation Order – Is a tool to seek the Contractor’s view of the cost and programme impacts and its review by the Cost Consultant/QS and edara. PVO also contains a provision to instruct the Contractor to proceed with the change(s) in urgent situations even prior to reaching an agreement between the Contractor and the Employer on the actual impacts Variation Order – Is a tool to confirm the impacts of the variation by the Contractor, Consultant, QS, edara and the Employer; and is an instruction issued to the Contractor in accordance with the Conditions of the Contract. ABBREVIATIONS USED CP PVO VO - Change Proposal - Provisional Variation Order - Variation Order Note Note Note

1.2. 2. 2.1.

Note

2.2.

2.3.

2.4.

Note

2.5.

Note

3. 3.1. 3.2. 3.3. 4.

PROCEDURE General The Contractor can undertake a change only further to receipt of a VO approved by the Employer or a PVO with Project Manager’s “Instruction to Proceed with the Change” (issued by PM based on an Employer approved CP). Contractor

CONSTRUCTION STAGE PROCEDURES
CHANGE MANAGEMENT

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Change Proposal Following receipt of a request for change from any responsible party, the concerned edara Project Manager shall raise a CP (as per the attached Form EDA-04-13-A) and forward to the QS for providing the estimated cost impact. The QS shall return the CP to edara along with the estimated cost impacts and calculations. edara then forwards the CP to the Design Consultant to review the change(s) and advise on any impacts including cost of additional design and/or supervision required, if any, to be undertaken by the Design Consultant. Once the impacts are estimated, the CP is forwarded to the Employer following review and signoff by edara Senior Project Manager. Note: In situations that demand the Contractor to urgently proceed with the change(s), edara Project Manager shall obtain a specific approval from the Employer using the ‘Special Permission to Proceed with Construction’ portion of the CP form. On approval of the CP by the Employer, the edara Project Manager shall proceed with the issue of a PVO. Distribution of the CP signed by the Employer shall take place along with a transmittal form (generated using the Project Management Tool where available) as follows: Original - edara Copies - Others (as required). Provisional Variation Order Following Employer’s approval of the CP, a PVO (Form EDA-04-13-C) is issued by the concerned edara Project Manager to the Contractor for providing the cost and programme impacts of the change. Note: In urgent situations subject to Employer’s approval on the CP, edara may instruct the Contractor to proceed with the changes before agreement of its impacts between the Contractor and the Employer using the “Instruction to Proceed with Change Immediately” portion of the PVO. The Contractor shall provide the cost and programme impacts to edara within 14 days by recording the details on Section 2 of the PVO form substantiated by supporting calculations/documents. The Contractor’s response is reviewed by the Cost Consultant/QS and edara and where necessary by the Design Consultant and the outcome is recorded in Section 3 of the form. Negotiations may be carried out with the Contractor until the cost and programme impacts are mutually agreed. Following agreement of the costs and programme impacts, the edara Project Manager shall proceed with the issue of a VO. Distribution of a PVO following review and signature by the Cost Consultant/QS and edara shall take place along with a transmittal form Contractor edara Project Manager edara Project Manager QS edara Project Manager/ Design Consultant edara Project Manager

edara Project Manager edara Project Manager

edara Project Manager/Cost Consultant/QS edara Project Manager

CONSTRUCTION STAGE PROCEDURES
CHANGE MANAGEMENT

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(generated using the Project Management Tool where available) as follows: Original - edara Copies - Consultant, QS, Contractor and others (as required). Variation Order Following agreement of the cost and time impacts, a VO (Form EDA-04-13-D) edara Project is issued by QS based on instructions from edara to confirm any Manager/Cost impacts with all parties. Consultant/QS Note: A VO can be issued directly without a prior CP in case of adjustments to Provisional Sum or Prime Cost Materials. In such cases, Section 2 and 3 of the VO form are not required to be filled. The VO shall then be issued to the following parties one by one for their review and signature: First: Second: Third: Fourth: Fifth: To the Contractor To the Consultant To the QS To edara (to be signed by the concerned Project Manager and the Senior Project Manager) To the Employer edara Project Manager edara Project Manager

Distribution of the VO signed by the Employer shall take place along with a transmittal form (generated using the Project Management Tool) as follows: Original - edara Copies - Consultant, QS, Contractor and others (as required). Variations Summary and Anticipated Cost Report Variations Summary Sheet (Form EDA-04-13-E) and Anticipated Cost Report (Form EDA-04-13-F) shall be submitted to the Employer along with every CP and VO.

edara Project Manager

The Cost Consultant/QS shall be responsible for preparing the Variations Cost Tracking Sheet and Anticipated Cost Report. Consultant/QS Anticipated Cost Report is a document that illustrates the stages through which the project cost evolves. This is summarised as follows:

  

Proposed Budget: Gives rise to an Approved Budget. Contract Sum: An amount committed by the Employer by signature of an agreement or contract. Variations: These are costs generated after modifications / changes / risks / claims initiated by responsible parties take place. These are subdivided into the following:

o

Potential Variations: An indicative cost issued through a CP after risk / change is identified.

CONSTRUCTION STAGE PROCEDURES
CHANGE MANAGEMENT

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o o o

Provisional Variations: An estimated cost issued through a PVO after the Employer approved the indicative cost. Claim: An estimated or actual/provision to cover identified and / or notified contractual claims cost. Issued Variations: It is the approved adjustment to the Contract Sum (price) issued through a VO to the Employer for signature.

Variation Status Log A consolidated status log shall be maintained by edara as per the Form EDA- edara Secretary 04-13-G for each contract to track the various stages of CPs, PVOs and VOs. /Document Controller Variation Status - Graphical Representation The status of variations shall be graphically represented for each contract as edara Secretary per the sample shown in Appendix EDA-04-13-H to provide the management /Document with a bird’s-eye view of the status of variations. Controller Such graphs shall be submitted along with the monthly reports raised from the sites. 5. 5.1. 5.2. 5.3. RECORDS MAINTAINED BY EDARA CPs, PVOs, VOs – all originals with the supporting documents. Transmittals. Variation Status Logs/Graphical Representations. edara Project Manager

CONSTRUCTION STAGE PROCEDURES
BUILDER’S WORK

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PURPOSE AND SCOPE 1.1. To describe the method followed by the Contractor to obtain the approval of edara and the Consultant for any builder’s work associated with the main works. This procedure neither replaces nor supersedes the Contract, but provides guidance to the Contractor to implement the Contract. DEFINITION Builder’s Work – refers to the ancillary work carried out by the Contractor usually in connection with the MEP installations, which includes leaving holes or apertures through structural floors, walls, beams; providing embedded bolts for fittings, and the like. ABBREVIATIONS USED None PROCEDURE Prior approval is required from edara and the Consultant to proceed with builder’s work. The approval is obtained by submitting the builder’s work drawings to edara along with a Submittal Transmittal Sheet as described in the edara procedure for Contractor Submittals (Procedure EDA-04-06). 4 . 2 . 1 . 4 . 2 . 2 . The builder’s work drawings shall be prepared as per the requirements described in edara procedure for Contractor Prepared Drawings (Procedure EDA-04-08). Contractor Contractor Note Note

1.2. 2. 2.1.

Note

3. 3.1. 4.

Contractor

Any additional cutting, chipping, chases, etc required in due course shall be done only after approval by edara and the Consultant thought the submission of revised builder’s work drawings.

Contractor

The review, approval and distribution of the builder’s work drawing submittals shall be as described in the edara procedure for Contractor Submittals (Procedure EDA-04-06). 5. 5.1. 5.2. RECORDS MAINTAINED BY EDARA Approved Builder’s Work Drawings Submittal Transmittal Sheets

Note

CONSTRUCTION STAGE PROCEDURES
EMPLOYER SUPPLIED MATERIALS

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1. 1.1. 1.2.

PURPOSE AND SCOPE To define the responsibilities pertaining to procurement, receipt, storage, protection and issue of ‘Employer Supplied Materials’. This procedure neither replaces nor supersedes the Contract, but provides guidance to the Main Contractor and the Nominated Subcontractors to implement the Contract. DEFINITION Employer Supplied Materials – The expression “Employer Supplied Materials” shall mean the items (including equipment), which are procured by the Employer and delivered to the Contractor at site, wherein the Contractor has to install, test and commission them as part of their contract, as described in the specification, the contractual drawings and the Bill of Quantities. ABBREVIATIONS USED None PROCEDURE Procurement of Employer supplied materials is done either directly by the Employer (through their own staff) or by edara under the approval of the Employer. In situations where the Employer directly procures the materials, edara shall be responsible to provide the Employer with the list of items required and the time they are required. In situations where the procurement is done by edara under the approval of the Employer, the responsibilities of edara are as stated under clause 4.4. Responsibilities of edara To short list potential suppliers based on any or a combination of the following criteria and obtain Employer’s approval of the same: Prequalification (either in the Supplier’s own format or as per Form EDA-0416-A) Past experience  Single source supplier  Employer specified To invite tenders from the Employer approved suppliers and adjudicate based on compliance with specification, price, ability to meet delivery schedule, etc. To recommended the most suited supplier and obtain Employer’s approval. To initiate Purchase Orders as per the procurement schedules agreed with the Contractor. Note Note Note Note

2. 2.1.

3. 3.1. 4.

edara Project Manager Note

CONSTRUCTION STAGE PROCEDURES
EMPLOYER SUPPLIED MATERIALS

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To ensure that the Purchase Orders contain adequate data to precisely define the product ordered including the need for the following as appropriate:  Source/test certificates.  Special packaging/shipping/labelling instructions. Inspections required by edara.  Delivery schedule and location. To obtain Employer’s approval on all Purchase Orders. To follow up throughout the procurement stages to ensure timely delivery to site. Responsibilities of the Main Contractor To submit the delivery schedule of Employer supplied material along with the Procurement Programme and obtain edara approval. Verify quantity of materials from the BOQ/Drawings prior to placing of orders and advise edara if there are any discrepancies. Notify edara in advance in the event of any delays in the delivery of materials that may affect the completion of works according to the contract programme. To allow for builders work in connection with installation. Receive samples of materials delivered to site and install them according to the manufacture’s recommendation or specification or as detailed in the drawings and obtain edara/Consultant approval on all materials included as fix only in the B.O.Q. E.g. Light Fittings, Sanitary Ware, Floor Tiles, Wall Tiles, etc. To co-ordinate with suppliers to receive materials at site and check compliance of materials on arrival with the purchase order and the contract specification. To notify edara in writing in case of any discrepancies in the materials delivered. To forward the original delivery note to edara duly signed by the Contractor’s representative responsible for inspecting the materials on arrival. To suitably protect and store materials as per the supplier/manufacture’s instructions to prevent any damage in due course of storage or movement within the site. To maintain proper inventory and issue records and be responsible for the security of materials. To co-ordinate with Subcontractors and issue materials as they are required on site, including addressing queries regarding identification of materials.

CONSTRUCTION STAGE PROCEDURES
EMPLOYER SUPPLIED MATERIALS

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Responsibilities of Nominated Subcontractors To verify the quantities as per approved shop drawings /specification prior to placing of orders with the Suppliers. To issue complete set of shop drawings to edara via the Main Contractor to verify the final quantities of material in order to procure materials on time to suit the construction programme. Sufficient time shall be allowed for procurement, anticipating the delivery period of materials and obtaining approvals of shop drawings. To co-ordinate with the Main Contractor and receive all materials and distribute on site during the installation stage To check delivery orders at the time of delivery and advise the Main Contractor if there are any additional/missing items required for the installation. To take responsibility for any loses, breakages and damages to material during distribution or installation. To allow for builders work in connection with installation. To install samples of materials to the satisfaction of the Main Contractor, Consultant and edara. To test and commission fixtures and equipment and notify edara through the Main Contractor of any defects found. Handover installed items to the Main Contractor. 5. 5.1. 5.2. 5.3. 5.4. 5.5. 5.6. 5.7. 5.8. RECORDS MAINTAINED BY EDARA Supplier Pre qualifications Procurement Programme for Employer Supplied Materials Employer’s Approval of Short Listed Suppliers Supplier Tender and Adjudication Records Employer’s Approval of the Supplier Purchase Orders Delivery Notes Inspection Records (where relevant)

CONSTRUCTION STAGE PROCEDURES
FIELD INSTRUCTIONS

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1. 1.1.

PURPOSE AND SCOPE To define the method of issuing instructions to the Contractor based on routine observance of activities to maintain compliance with the project requirements and accepted practices within the construction industry. Field instructions shall not be used in the following cases:  For instructing changes to the Contractor – irrespective of whether the change involves time/cost or not.  Where the contractor’s work is rejected – in which case a Nonconformance Report shall be raised DEFINITION None ABBREVIATION USED FI – Field Instruction PROCEDURE FIs are raised using the Form EDA-04-17-A and issued to the Contractor with copies to edara and the QS along with a transmittal form (generated using the Project Management Tool). FIs are sequentially numbered and registered in an FI Log (use Form EDA04-17-B or the format prescribed in the Project Management Tool where such facility is available). The numbering of FIs shall be: Contract No./FI-XXX. Consultant Note Note

1.2.

Note

2. 2.1. 3. 3.1. 4.

Consultant

 

Contract No. – This is the reference number assigned by the Consultant to the particular contract against which the FI is issued. For project with only one contract, the contract number will be the project number itself. FI – denotes Field Instruction. XXX – denotes the serial number assigned by the Consultant. Consultant

The FI contains a reference to the location and the relevant drawing or the contract document/specification that the instruction refers along with the description of the required actions. A written response from the Contactor is not required unless otherwise specified by the Consultant in the FI. The Consultant shall monitor the Contractor’s site activities to ensure compliance with the FI and accordingly signs off the FI. Distribution of the FI subsequent to follow-up shall take place along with a transmittal form (generated using the Project Management Tool) as follows: Original Copies - edara - Consultant, Contractor and Others (as required).

Note Consultant Consultant

CONSTRUCTION STAGE PROCEDURES
FIELD INSTRUCTIONS

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5. 5.1.

RECORDS Records Maintained by edara:


5.2.

Field Instructions

Records Maintained by the Consultant:

 

Field Instructions Field Instruction Log

CONSTRUCTION STAGE PROCEDURES
NON-CONFORMANCE REPORTS

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1. 1.1.

PURPOSE AND SCOPE To define the method of notifying the Contractor of work(s):  not in compliance with Project Requirements (specification, drawings, BOQ, edara procedures or other mutually agreed Procedures),  undertaken without adequate safety precautions or  where the Contractor fails to comply with any instructions given by consultant/edara/Client. Non-conformance report shall be raised for any work that is rejected or involves repair/rework. Payment of the non-compliant work shall be withheld until the work is accepted by the Consultant. DEFINITION Work – The term ‘Work’ used in the context of this procedure includes materials purchased by the Contractor or Sub Contractors. ABBREVIATIONS USED NCR – Non-Conformance Report PROCEDURE Consultant themselves or following advice from edara raises NCRs (as per Form EDA-04-18-A) in situations cited under clause 1 of this procedure. NCRs are issued to the Contractor (original) with copies to edara and the QS. NCRs are sequentially numbered and registered in a NCR Log (use Form EDA-04-18-B or the format prescribed in the Project Management Tool where such facility is available). The numbering of NCRs shall be as: Contract No/NCR-XXX.  Contract No. – This is the reference number assigned by edara to the particular contract against which the NCR is raised. For project with only one contract, the contract number will be the project number itself. NCR – denotes Non Conformance Report. XXX – denotes the serial number assigned by edara. Consultant Consultant Note Note

1.2. 1.3. 2. 2.1. 3. 3.1. 4.

Consultant Note

Consultant

 

The NCR contains description of the non-conformity along with reference to the location and the relevant drawing/contract document/specification against which the non-conformity is raised. If the Contractor agrees with non-conformity, they shall return the NCR form (original) with the corrective action proposed to dispose the non-conformity and actions required to prevent its recurrence. If the Contractor disagrees with the non-conformity, they shall return back the NCR form (original) to the Consultant and copy to edara with their justification in writing; and the Consultant together with edara reviews the

Contractor

Note

CONSTRUCTION STAGE PROCEDURES
NON-CONFORMANCE REPORTS

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Contractor’s justification in light of the supportive documentation to decide on the appropriate instruction to be issued to the Contractor in order to maintain the quality of works as per the Project requirements. Where required, the Employer’s involvement may also be sought in settling disagreements in a mutually amicable manner. Any work against which an NCR is raised shall be stopped until corrective measures are agreed by the Consultant. Non-conforming materials shall be segregated and suitably identified to prevent inadvertent use. Consultant reviews the actions proposed by the Contractor and provide comments or approval to the Contractor to proceed with the corrective measures. Consultant shall then monitor the Contractor’s site activities and closeout the NCR subject to implementation of the corrective actions. Where corrective actions are not taken by the Contractor in a reasonable time, edara may opt to correct the non-conformities and back charge the Contractor for such corrections as per the Conditions of Contract. Distribution of the NCR subsequent to follow-up and closeout by edara shall be as follows: Original Copies - edara - Consultant, QS, Contractor and Others (as required). Consultant Contractor

Consultant

Consultant Note

Consultant

The NCR log shall be updated to show the various stages until close out of the NCR. 5. 5.1. RECORDS Records Maintained by edara:  5.2. NCRs and supporting documents

edara

Records Maintained by the Consultant:   NCRs and supporting documents NCR Log

Consultant

CONSTRUCTION STAGE PROCEDURES
EMPLOYER COMPLAINTS

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1. 1.1.

PURPOSE AND SCOPE To describe the method of handling complaints brought to the attention of edara by the Employer. This procedure applies to any complaint received by edara LLC other than snagging. DEFINITION None ABBREVIATIONS USED ECR – Employer Complaint Record PROCEDURE Complaints received from the Employer shall be registered and corrected where justified under the project requirements (Specifications, Drawings, BOQ, etc). There shall also be an enquiry into its cause and appropriate measures shall be taken to prevent future recurrence. The edara Manager receiving the complaint shall review it and confirm its genuineness against the project requirements. Where justified, the complaint is recorded on an ECR Form (EDA-04-19-A). Employer complaints are sequentially numbered and registered in an Employer Complaint Log (Form EDA-04-19-B) maintained by the site secretary. The numbering of Employer Complaints shall be as per the following format: Project No./ECR-XXX.    Project No. – This is the reference number assigned by edara to the Project. ECR – denotes Employer Complaint Record. XXX – denotes the serial number assigned by edara. edara Manager Note Note Note

1.2.

Note

2. 2.1. 3. 3.1. 4.

edara Manager

edara Secretary

The Manager shall take the necessary action(s) to address the complaint and provide a written response to the Employer regarding the action(s) taken. Prior to informing the Employer, the Manager shall discuss the actions with the General Manager. The actions shall also be recorded on the ECR. Where the corrective actions are not taken immediately due to valid reason(s), the Employer shall be informed accordingly (in writing). The Manager shall also investigate the cause of the complaint with a view to preventing future recurrence of the same. The results of the review and actions arising shall be recorded on the ECR.

Manager

CONSTRUCTION STAGE PROCEDURES
EMPLOYER COMPLAINTS

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The Employer Complaint Record Forms shall then be forwarded to a Senior Manager (edara Senior Project Manager or edara General Manager) for review and Distributed as follows: Original Copies 5. 5.1. 5.2. - edara Site File - edara GM, edara QA Manager and Others (as required).

edara Manager

RECORDS MAINTAINED BY EDARA Employer Complaint Records Employer Complaint Log

CONSTRUCTION STAGE PROCEDURES
CONTRACTOR’S DAILY ACTIVITY REPORT

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1. 1.1. 2. 2.1. 3. 3.1. 4.

PURPOSE AND SCOPE To describe the Daily Activity Report issued by the Contractor to edara. DEFINITION None ABBREVIATIONS USED None PROCEDURE The Contractor shall prepare and submit a Daily Activity Report as per Form EDA-04-21-A to summarise the main activities engaged at the site during the day. This report shall be submitted at the edara Site Office prior to 09.00 a.m. for the previous day’s activities. Daily Activity Reports are sequentially numbered as per the following format: Contract No./DAR-XXX.  Contract No. – This is the reference number assigned by edara to the particular contract against which the DAR is raised. For project with only one contract, the contract number will be the project number itself. DAR – denotes Daily Activity Report. XXX – denotes the serial number assigned by the Contractor. Note Contractor Note Note

Contractor Contractor

 

The various topics included in this report are as follows: General Information: Project reference, names of parties involved in the Project. Contractor’s Manpower: Staff, direct labour and indirect labour. Equipment: Type, quantity, hours worked and status (i.e. idle or repair) Subcontractor’s Manpower: Staff, direct labour and indirect labour. Separate entries are required for each Subcontractor. Materials Delivered to Site Visitors to Site Construction Activities: Description of work ongoing and completed during the day including those of the subcontractors. Specifics of concrete pour shall also be provided including the axis and levels. 5. 5.1. RECORDS MAINTAINED BY EDARA Contractor’s Daily Activity Reports

CONSTRUCTION STAGE PROCEDURES
CONSULTANT’S MONTHLY PROGRESS REPORT

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1. 1.1. 2. 2.1. 3. 3.1. 4.

PURPOSE AND SCOPE To describe the Monthly Progress Report issued by the Consultant to edara. DEFINITION None ABBREVIATIONS USED None PROCEDURE The Consultant shall prepare and submit Monthly Progress Reports to summarise activities engaged during the month. This report shall be submitted to edara on or before the 10th of every month (e.g. Progress report for Jan should be submitted on or before 10th Feb). Contents of the Report Executive Summary: This shall contain the following information: Progress Summary – As per the table in Appendix EDA-04-22-A. Main events during the month – Summarise them as shown below: Consultant Consultant Note Note

1. Package 1
Design ………………………… ………………………… Construction Progress i. …………… ii. …………… Tendering Process ………………………… ………………………… 2. Package 2 Matters of Concern (In brief)) below: – Summarise them as shown …………… ……………

1. Package 1
i. ii. ………………………… …………………………

CONSTRUCTION STAGE PROCEDURES
CONSULTANT’S MONTHLY PROGRESS REPORT

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EDA-04-22 1 16 Oct 05 2 of 2

2. Package 2
i. ii. ………………………… …………………………

Progress Compared to Programme (In Detail): Provide the status of various activities as they appear in the programme whether they are ahead, behind programme, reasons why and recommendations to recover lost time as appropriate. Matters of Concern (In Detail): Specify actual and potential problems recommendations to overcome the problems. Consultant’s Manpower on the Project. Provide name and designation of all consultants’ personnel engaged in the project. Summary of Request for Information as follows:
Received From
(Add/delete rows as necessary)

faced

at

site

along

with

REQUEST FOR INFORMATION
During Previous Month Nos. Received Nos. Replied Nos. Outstanding To Date

Summary of Contractor Submittals as follows:
Received From
(Add/delete rows as necessary)

SUBMITTALS
During Previous Month Nos. Received Nos. Replied Nos. Outstanding To Date

Summary of Field Instructions as follows:
Issued To
(Add/delete rows as necessary)

FIELD INSTRUCTIONS
During Previous Month Nos. Issued Nos. Closed Nos. Outstanding To Date

Summary of Non Conformance Reports as follows:
Issued To
(Add/delete rows as necessary)

NON-CONFORMANCE REPORTS
During Previous Month Nos. Issued Nos. Closed Nos. Outstanding To Date

Attachments • Field Instruction Log • Non-Conformance Report Log 5. RECORDS MAINTAINED BY EDARA Consultant’s Monthly Progress Reports

CONSTRUCTION STAGE PROCEDURES
MONTHLY PROGRESS REPORT TO THE EMPLOYER

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1. 1.1. 1.2.

PURPOSE AND SCOPE To describe the format, content and preparation of the monthly progress reports issued to the respective Employers by edara. The purpose of the monthly progress report is to provide information that is significant to the Employer in terms of cost, programme, variations and raise areas of concern if any for Employer’s action/information. Minor projects like the fit out works performed for Emirates Bank are exempted from the scope of this procedure. DEFINITION None ABBREVIATIONS USED None PROCEDURE Reporting Cycle Note Note Note

1.3. 2. 2.1. 3. 3.1. 4.

Note

4.1.1. 4.1.2.

Progress reports are issued on or before the 15th of every month to summarise the progress until the end of the previous month. The Project Managers originate this report with inputs from various personnel within the Project Management team, consultant and the QS, as appropriate. Any information assumed or estimated in the report, shall be explicitly specified as such and adjusted in the reports generated in the month(s) that follow. The report shall be completed and issued to the Senior Project Manager well in advance (at least 2 working days in advance) for review and approval. Approved monthly reports are distributed to the Employer along with a Transmittal (generated using the Project Management Tool, where available). Two additional copies shall also be generated – one for edara General Manager and the other maintained at Site. Layout and Format

Note edara Project Managers edara Project Managers edara Project Managers edara Project Managers

4.1.3.

4.1.4. 4.1.5.

4.2.1.

Page headers shall contain the logo of the Employer and the footers contain the page numbers, the month for which the report is issued and the logo of edara. Main headings shall be in BOLD UPPER CASE, Arial size 14; sub headings in bold Title Case, Arial size 12. All other text to be Arial size 10 or 11 with 1.5 line spacing and aligned as “justified”. All date formats shall be day (2 digit), month (in words), year (4 digit) format. E.g. 01 January 2004.

4.2.2.

4.2.3.

CONSTRUCTION STAGE PROCEDURES
MONTHLY PROGRESS REPORT TO THE EMPLOYER

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4.2.4.

The cover page shall contain an appropriate image of the project along with the Employer and edara logos. The cover page shall not contain headers and footers. Refer Appendix EDA-04-23-A for a sample Cover Page. Contents of the Report

4.3.1.

Cover Page Described in clause 4.2.4

4.3.2.

Authorisation Page Contains the signatures of the various people involved in the preparation, review and authorisation of the progress report. Also shows the distribution of the progress report. Refer Appendix EDA-04-23-B for a sample Authorisation Page.

4.3.3.

Table of Contents Lists the contents of the report along with the relevant page numbers.

4.3.4.

Introduction Description of the project, its locations, its features and special characteristics if any – to be as brief as possible and restricted to one page where possible.

4.3.5.

Executive Summary This shall contain the following information: Financial Summary – As per the table in Form EDA-04-23-C. Progress Summary – As per the table in Form EDA-04-23-D. Main events during the month – Summarise them as shown below: Package 1 o  ………  ……… o  ………  ……… ………………… Construction Progress ………………… ………………… Design …………………

CONSTRUCTION STAGE PROCEDURES
MONTHLY PROGRESS REPORT TO THE EMPLOYER

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o  ………  ……… Package 2 Matters of Concern (In brief)) below: Package 1  ………  ……… Package 2  ………  ……… 4.3.6. Progress Compared to Programme (In Detail)

Tendering Process ………………… …………………

– Summarise them as shown

………………… …………………

………………… …………………

Provide the status of various activities as they appear in the programme, whether they are ahead, or behind schedule, reasons why and recommendations to recover lost time as appropriate. 4.3.7. Matters of Concern (In Detail) Specify actual and potential problems faced recommendations to overcome the problems. 4.3.8. Project Photographs Include a maximum of 6 photographs per package. The exact number is however left to the discretion of the concerned Project Manager based on the scope and stage of the project. Provide a brief against the photos to familiarise the reader with the areas photographed. 4.3.9. Safety A brief description of the safety statistics shall be provided, preferably in a tabular form which includes:  Number of reportable accidents since the last report,  Number of mandays achieved since the last lost time accident, at site along with

CONSTRUCTION STAGE PROCEDURES
MONTHLY PROGRESS REPORT TO THE EMPLOYER

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  4.3.10.

Accident frequency rates and severity rates, and Any other relevant information related to safety.

Attachments Updated Programme Key Progress Indicators:  Planned versus actual value of work  Planned versus actual key activities Anticipated Cost Report: 4. 3. 10 .4. Variations Summary Payment Summary Graphical representation of the status of variations (as described in change management procedure). Schedule of agreements issued with dates of validity, amounts, etc of Bonds, Insurances, etc. Schedule of Project Participants and Contacts

5. 5.1.

RECORDS MAINTAINED BY EDARA Monthly Progress Reports

CONSTRUCTION STAGE PROCEDURES
TAKING OVER

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1. 1.1. 1.2. 1.3. 2. 2.1. 2.2.

PURPOSE AND SCOPE To describe the method of taking over completed sections of the Project from the Contractor. The procedure applies to both partial and complete take over as specified in the General Conditions of Contract. This procedure neither replaces nor supersedes the Contract, but provides guidance to implement the Contract. DEFINITION Snags – Unfinished items that need to be completed by the Contractor e.g. unfinished skirting boards, missing door knobs, unpainted parts etc. Defects – The non-conformity of the result of a test with the specification for a characteristic (ISO 2071). It indicates a deviation from some (perceived) standard, which may, but will not necessarily result in a failure. Outstanding works – Works to be completed by the Contractor to rectify any snags reported. ABBREVIATIONS USED TOC – Taking Over Certificate. CRI – Contractor Request for Inspection PROCEDURE General As soon as the Contractor becomes confident that the Project has achieved substantial completion and the works have satisfactorily passed any tests on completion prescribed by the Contract, the Contractor may give a notice to edara with a copy to the Employer for substantial completion inspection, accompanied a written undertaking to finish any outstanding works during the Defects Liability Period. edara shall within 21 days of receipt of the Contractor’s notice, either issue to the Contractor a TOC or submit a List of Outstanding Snags (Form EDA04-24-A) to be remedied by the Contractor for issuing a TOC. Prior to issuing the TOC, edara shall arrange for an inspection along with the Consultant and the Contractor (and Employer and/or Operator also where required). The Consultant records snags noted during the inspection on the attached form (Form EDA-04-24-A) and forward a copy to edara. The list of snags will also include any defects noted during such inspections. If the snags are minor in nature, a TOC may be issued to the Contractor at the sound judgement of edara and the Consultant, based on the Contractor’s Contractor Note Note Note Note

2.3. 3. 3.1. 3.2. 4.

edara Project Manager edara Project Manager Consultant

edara Project Manager

CONSTRUCTION STAGE PROCEDURES
TAKING OVER

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undertaking to complete the outstanding works. If the event of major snags, the Contractor shall be issued with a TOC within 21 days from the date the snags are remedied to the satisfaction of edara and the Consultant. It is required to consult with the Project’s Contracts Administrator where the date of completion specified in the TOC could lead to any contractual disputes with the Contractor. Preparation and Issue of TOC TOCs are prepared by edara (as per Form EDA-04-24-B), subject to the conditions stated under clause 4.1 of this procedure. A certificate number shall be assigned to all TOCs as per the following format: TOC/Project No./ Contract No./ XXX.    TOC – denotes Taking Over Certificate. Project No. – Is the reference number assigned by edara to the particular project. Contract No. – Is the reference number assigned by edara to the particular contract against which the TOC is issued. For projects with only one contract, the contract number will be the project number itself. XXX – denotes the serial number assigned by edara. A separate register shall be maintained to facilitate this. edara Project Manager edara Secretary edara Project Manager edara Secretary edara Project Manager edara Project Manager

Date of completion of the Section(s) taken over and the Defects Liability Period shall be stated in the TOC. 4.3. TOC shall be signed by the Consultant and edara Senior Project Manager and distributed as follows along with a transmittal form (generated using the Project Management Tool): Original – to Contractor Copies – Employer, edara, Consultant and QS Follow up of Snags The Consultant shall re-inspect and sign-off the ‘List of Outstanding Snags’ subject to rectification of all snags by the Contractor. Outcome of the reinspection shall be copied to edara for information and appropriate action, which may include instructing the Contractor to carry out further remedial actions. Handover to the Employer The following documents/items shall be handed over to edara by the Contractor at the time of Substantial Completion and prior to the issue of the TOC (unless in the event of urgent tenant occupancy, where some of these shall be provided within 28 days from the issue of the TOC). As built drawings. Operation and Maintenance Manuals and Catalogues.

Consultant/ edara Project Manager

Contractor

CONSTRUCTION STAGE PROCEDURES
TAKING OVER

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Keys. Guarantees and Warranties. List of contact names and telephone numbers. Options on Maintenance Agreements. No Objection Certificates (NOCs) from Local Authorities. Identification of the Security Systems to be used and its mechanism. Any other as required by the Contract. edara shall handover the above items/documents to the Employer and maintain records of the handover. 5. 5.1. 5.2. 5.3. 5.4. RECORDS MAINTAINED BY EDARA Contractor’s Notice of Substantial Completion. List of Outstanding Snags Taking Over Certificates. Record of hand over of documents/items to the Employer as per clause 4.5. edara Project Manager

CONSTRUCTION STAGE PROCEDURES
DEFECTS LIABILITY

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1. 1.1.

PURPOSE AND SCOPE To describe the method of:   Correcting deficient workmanship or materials discovered during the Defects Liability Period and Issuing the Defects Liability Certificate to the Contractor at the end of the Defects Liability Period. Note Note

1.2. 2. 2.1.

This procedure neither replaces nor supersedes the Contract, but provides guidance to implement the Contract. DEFINITION Defects Liability Period – It is a period specified in the contract starting from the date of completion of works as stated in the TOC, during which the Contractor is liable to rectify any defects as defined in the Conditions of Contract. Such remedial works shall be undertaken at the Contractor’s cost and in compliance with the Contract specifications. Defects – The non-conformity of the result of a test with the specification for a characteristic (ISO 2071). It indicates a deviation from some (perceived) standard, which may, but will not necessarily result in a failure. Outstanding Works – Works to be completed by the Contractor to rectify any snags reported. ABBREVIATIONS USED TOC – Taking Over Certificate. DLP – Defects Liability Period DLC – Defects Liability Certificate PROCEDURE Correction of Defects During the Defects Liability Period The responsibilities of edara pertaining to the management of defects shall be in accordance with the contract with the Employer. Defects brought to the attention of edara (by Tenant, Operator, Employer, etc) are recorded on a “Defects Notice” (either use Form EDA-04-25-A or an appropriate form approved by the Senior Project Manager). A copy of the Defects Notice is issued to the concerned Contractor for taking the required corrective actions. Also, a copy is forwarded to the Consultant to follow up corrective actions taken by the Contractor. “Defects Notices” are numbered as per the following format: Contract No./ DN – XXX

Note

2.2.

Note

2.3. 3. 3.1. 3.2. 3.3. 4.

Note edara Project Manager

edara Secretary /Document Controller

CONSTRUCTION STAGE PROCEDURES
DEFECTS LIABILITY

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 

Contract No. – Is the reference number assigned by edara to the particular contract against which the Defects Notice is issued. For projects with only one contract, the contract number will be the project number itself DN – denoted Defects Notice XXX – denotes the serial number assigned by edara. Consultant

The Consultant shall follow up and sign off the Defects Notice subject to rectification of the defects by the Contractor. Outcome of the inspections are copied to edara for information and appropriate action which may include instructing the Contractor to carry out further remedial actions. edara shall maintain an up-to date Defects Notice Log (Form EDA-04-25-B) to register and track Defect Notices issued. Conditions for Issue of Defects Liability Certificate DLC is issued to the Contractor upon expiration of the DLP subject to the Contractor’s fulfilment of all the following:   Completion of all outstanding works notified to the Contractor along with the issue of ‘Taking Over Certificates’. Execution of all works of amendment, reconstruction, and remedying defects, shrinkages or other faults notified to the Contractor: During the DLP, and As a result of a final inspection made by or on behalf of edara prior to the expiration of the DLP.

edara Secretary /Document Controller edara Project Manager

Preparation of Defects Liability Certificate DLC is prepared by edara (as per Form EDA-04-25-C) subject to the conditions stated under clause 4.2.1 of this procedure. DLCs are numbered as per the following format: DLC/Project No./Contract No.  DLC – denotes Defects Liability Certificate.  Project No. – Is the reference number assigned by edara to the project.  Contract No. – Is the reference number assigned by edara to the particular contract against which the DLC is issued. For Projects with only one contract, the contract number will be the Project number itself. 4.4. DLC shall be signed by the Consultant, edara Senior Project Manager and the Employer and distributed as follows along with a transmittal form (generated using the Project Management Tool): Original – Contractor; Copies – Employer, edara, Consultant and QS RECORDS MAINTAINED BY EDARA Defects Notices Defects Notice Log Defects Liability Certificate edara Project Manager edara Secretary

edara Secretary

5. 5.1. 5.2. 5.3.

CONSTRUCTION STAGE PROCEDURES
CONSULTANT, QS, CONTRACTOR AND SUPPLIER PAYMENTS

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1. 1.1.

PURPOSE AND SCOPE To describe the method of raising payment applications by Consultants (including QS), Contractors and Suppliers and its review and approval by edara and the Employer. The currency used in the Application for Payments and Payment Certificates shall be UAE Dirhams, unless the Consultancy Agreement/ Contract specifically states otherwise. DEFINITION None. ABBREVIATIONS USED AFP – Application for Payment. PROCEDURE Payments to Consultants edara shall in accordance with the respective Consultancy Agreements review AFPs received from the Consultants/QS and make recommendations to the Employer for payment. The Consultants/QS shall submit an AFP in a format to be jointly agreed with edara. edara Project Manager reviews the AFP, seek clarifications if any and prepares the Payment Certificate (Form EDA-04-26-A). The Payment Certificate shall then be presented to the Senior Project Manager for authorisation and issued to the Employer. The Payment Certificate shall be forwarded to the Employer along with a copy to the Consultant/QS within 5 working days from the receipt of AFP from the Consultant/QS. Payments to Contractors Payments are made for the value of works erected satisfactorily and materials stored on or off-site in accordance with the stipulations of the Contract. Before submitting the AFP to edara, the Contractor shall meet with the QS to review a draft Payment Application. They shall review this in conjunction with the Consultant and agree as to what work is in place projected to the end of the month and the materials located onsite and offsite. At this stage the QS specifically reviews the quantities and the Consultant reviews the quality. Subject to the approval of the draft AFP, the Contractor shall submit to edara, an itemised Application for Payment. Note Note Note Note

1.2.

Note

2. 2.1. 3. 3.1. 4.

Consultant/ QS edara PM

edara PM

Contractor/ QS

Contractor

CONSTRUCTION STAGE PROCEDURES
CONSULTANT, QS, CONTRACTOR AND SUPPLIER PAYMENTS

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The Contractor shall ensure that each AFP is accompanied by all supporting data substantiating the Contractor’s right to payment. Starting from the AFP No. 2 onwards, the Contractor shall submit letters from each nominated Subcontractor that they have received all their due payments up to the last payment certificate received by the Contractor. Following receipt of the AFP, the edara Secretary shall attach a “Checklist for Contractor Payments” (Form EDA-04-26-C) and the documents required by the Checklist under section 1, and forwards it to the QS. The QS shall review and ensure that the Contractor’s Application is in line with the earlier draft agreed between both parties and accordingly certifies the AFP. The QS shall also check and ensure the validity and availability of various documents as stated under Section 2 of the “Checklist for Contractor Payments” and return the AFP, the Checklist and all attachments to edara. The edara Secretary shall then forward the AFP, the Checklist and all attachments to the Consultant. The Consultant shall review and endorse the AFP subject to the acceptance of the workmanship and materials specified in the AFP. The Consultant shall also check and verify Section 3 of the “Checklist for Contractor Payments” and return the AFP, the Checklist and all attachments to edara. The edara Secretary shall check and ensure that all documents as per Section 1, 2 and 3 of the Checklist are available and forwards the entire set to the edara Project Manager. edara Project Manager reviews the AFP, the Checklist and the attachments and accordingly prepares a Payment Certificate (Form EDA-04-26-B). The Payment Certificate shall then be presented to the Senior Project Manager for authorisation and issued to the Employer. edara Project Manager shall ensure that the Payment Certificate is issued to the Employer within 28 days from the date of receipt of the AFP from the Contractor. Copies of the Payment Certificate are forwarded to the Consultant, the QS and the Contractor. Payments to Supplier Payments are made to the Supplier as per the supply contract. The procedure of supplier payment is similar to that of the Contractor’s payments described under Clause 4.2 of this procedure with the following changes: Suppliers can issue AFP without prior consultation and agreement with the QS.

Contractor

edara Secretary QS

edara Secretary Consultant

edara Secretary edara PM

edara PM

edara PM

Note Note

Note

CONSTRUCTION STAGE PROCEDURES
CONSULTANT, QS, CONTRACTOR AND SUPPLIER PAYMENTS

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The “Checklist for Contractor Payments” is replaced with “Checklist for Supplier Payments’ (Form EDA-04-26-D). Distribution of the Payment Certificate shall be as follows: Original: Employer Copies: Consultant, QS and Supplier. Payments Summary Report A summary of payments shall be maintained by the Project Manager/ Senior Project Manager as per the attached format (Form EDA-04-26-E & EDA-0426-F) and updated on a monthly basis to show the status of payments to all parties. 5. 5.1. 5.2. 5.3. 5.4. 5.5. RECORDS MAINTAINED BY EDARA Application for Payments Payment Certificates Checklist for Contractor Payments Checklist for Supplier Payments Payment Summary Reports

Note Note

edara PM/ Senior PM

CONSTRUCTION STAGE PROCEDURES
SAFETY AND WELFARE

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1. 1.1. 1.2. 2. 2.1.

PURPOSE AND SCOPE To describe the minimum safety practices deployed by the Contractor at site and the reports submitted to edara. This procedure neither replaces nor supersedes the Contract, but provides guidance to the Contractor to implement the Contract. DEFINITION Accident – Is an incident that results in fatality, injury (minor or major), property damage, fire/explosion, environmental impact or occupational illness. ABBREVIATIONS USED None PROCEDURE Site Safety Plan and Procedures Note Note Note

3. 3.1. 4.

4.1.1.

The Site Safety Plan and Procedures to be implemented by the Contractor shall be submitted to edara for approval within a month from the Project Kick-off Meeting. The Contractor shall ensure that the Safety Plan/Procedures takes into account the prevalent Municipality/local regulations and the minimum safety and welfare requirements stipulated in the attached instruction WI EDA-04-28-A. Reporting of Near Miss/Hazards and Accidents

Contractor

4.2.1.

Near miss/hazardous incidents and accidents that happen at site, if any, shall be reported to edara using the attached formats respectively:

Contractor

 
4.2.2.

Near Miss/ Hazard Report– Form EDA-04-28-A Accident Report and Investigation– Form EDA-04-28-B

The above reports shall be sequentially numbered as follows:

 

Contract No./NMHR - XXX – for Near Miss/Hazard Reports Contract No./ARI - XXX – for Accident Report and Investigation Forms.

   4.2.3.

Contract No. – This is the reference number assigned by edara to the particular contract against which the report is raised. For project with only one contract, the contract number will be the project number itself. NMHR – denotes Near Miss/Hazard Report. ARI – denotes Accident Report and Investigation XXX – denotes the serial number assigned by edara. edara Project Manager

The concerned edara Project Manager shall review these reports and ensure that adequate corrective and preventive measures are taken by the Contractor to correct the damages caused by the accident (where possible)

CONSTRUCTION STAGE PROCEDURES
SAFETY AND WELFARE

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and prevent recurrence. Monthly Project Safety Statistics 4.3.1. 4.3.2. The Contractor shall submit Project Safety Statistics on a monthly basis as per the attached format (Form EDA-04-28-C). This report shall be submitted to the site office of edara prior to the 10th of the following month. Safety Inspections 4.4.1. The Safety Officer of Union Properties conducts safety audits at the sites on an adhoc basis using the attached checklist (Form EDA-04-28-D) and reports to edara. Should there be more than one main contractor operating at site, separate checklists shall be raised for each main contractor’s area, to ease corrective action and follow up. The concerned edara Project Manager shall review the reports and liaise with the concerned Contractor(s) regarding the required corrective actions and follow up its implementation. For any violation from the safety plan/procedures and local regulations, the edara Project Manager shall issue a Non-Conformance Report to the Contractor. Areas requiring improvement are intimated to the Contractor via a Site Instruction. RECORDS MAINTAINED BY EDARA Near Miss/ Hazard Reports Accident Report and Investigation Forms Monthly Project Safety Statistics Safety Audit Checklists UP Safety Officer Note Contractor

4.4.2.

edara Project Manager

5. 5.1. 5.2. 5.3. 5.4.

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WORK INSTRUCTION
MINIMUM SAFETY AND WELFARE REQUIREMENTS

Rev Date Page

1. 1.1. 1.2. S 1.3. 1.4. 1.5. 1.6. 1.7. 1.8. 1.9. 1.10. 2. 2.1. 3. 3.1. 3.2. 3.3. 3.4. 3.5. 3.6. 3.7. 3.8. 3.9.

Safe Access Access to work locations to be safe from obstructions. Site hoardings to be well maintained and kept clean. Edge protection for walkways above 2 m from the ground level. Holes to be protected with fences/barriers or suitably covered. Remove or hammer down nails from timber. Safe lighting for dark and poor light areas. Adequate ventilation shall be ensured at the work areas, especially those involving dusts, fumes, mists, vapours or gases. Props for shores in place to secure structures, where required. Official to manage site traffic Visitors to the construction and storage areas to be provided with hard hats (with visitors label). Signs, Signals and Barricades Appropriate signs, signals and barricades shall be provided to warn the employees and site visitors of hazards and to prevent accidents. Scaffolding Design calculations to be submitted for Consultant’s approval. Design to take account of all possible loads including wind, materials, equipment, men, etc. To provide proper access to scaffold platform. All uprights to be fitted with base plates. To contain strong ties to the building to prevent collapse and braced for stability. To contain load bearing fittings where required. Uprights, ledgers, braces and struts not to be removed during use. The working platforms shall be free from defects (i.e. broken, split, cut, worn, warped, twisted, etc) and arranged in a manner that avoid tripping. To fix Guard Rails (Handrails and Mid Rails) and Toe Boards where the scaffold is more than 2 meters from the ground level. Securely fix the working platforms against strong winds.

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WORK INSTRUCTION
MINIMUM SAFETY AND WELFARE REQUIREMENTS

Rev Date Page

3.10.

To provide barriers or warning notices for incomplete scaffolding – e.g. not fully boarded. A suitable tagging system (that reads “Ready to Use”, “Do Not Use – Incomplete Scaffolding”, etc) shall be implemented. The actual system to be used shall be included as a part of the Contractor’s Safety Plan/Procedures. To avoid over stacking of materials on the scaffold platforms. To inspect the scaffold on a weekly basis and after any bad whether conditions; and maintain records of inspections. Scaffolds to be erected/dismantled only by competent (trained) personnel or a specialised third party. Lightweight scaffolding shall not be used. Formwork/False Work Design calculations to be submitted for Consultant’s approval. To produce method statement dealing with preventing fall of workers. Appointment of a person to co-ordinate formwork or false work. Props shall be properly set out on level bases. Use correct pins in the props. To be inspected by a competent person, against agreed design criteria before pouring concrete. Ladders To be used where ever required To be in good condition and properly positioned. To be located on firm and level ground. Suitable secure ladders to prevent sliding. Top of the ladder to be at least 1 m above the landing. Deploy colour coded inspection system (different coloured tags for different months). Excavation Underground services to be located and marked and precautions taken to avoid them. To deploy safe method for erecting/removal of timber supports. Sides to be sloped or battered to prevent collapse. To inspect daily after use of explosives or after unexpected fall of materials.

3.11. 3.12. 3.13. 3.14. 4. 4.1. 4.2. 4.3. 4.4. 4.5. 4.6. 5. 5.1. 5.2. 5.3. 5.4. 5.5. 5.6. 6. 6.1. 6.2. 6.3. 6.4.

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6.5. 6.6. 6.7. 6.8. 6.9. 6.10. 6.11. 6.12. 6.13. 6.14. 7. 7.1. 7.2. 7.3. 7.4. 7.5. 7.6. 7.7. 8. 8.1. 8.2. 8.3. 8.4. 8.5.

Provide safe access to excavations (e.g. sufficiently long ladder). To provide barriers to restrict personnel/plant. Ensure stability of neighbouring buildings. Take adequate measures to prevent risk of flooding. Do not stack materials or drive/park vehicles near the excavation. Provide stop blocks for vehicles to prevent tipping into excavations. Ramp to be used only for equipment not for pedestrian. Provide safe access for men and materials. To have an emergency evacuation plan. To provide excavation safety signs. Roof Work To use crawling ladders or boards on roofs inclined more than 10 degrees. Also use lifelines and safety harness in such cases. To provide safe and recognised access to the workforce. Provide edge protection before commencement of work. Provide safe handhold and foothold for sloppy and slippery roofs. To provide crawling boards for working on fragile roof materials such as asbestos cement sheets or glass. Sky lighting areas to be properly covered or provided with barriers during sheeting operations. Take precautions to prevent fall of debris onto others working under the work roof. Transport and Mobile Plant All plant to be in good repair (e.g. steering, hand brake, foot brake). Drivers and operators to be trained on safe use of plant. Maximum speed limit inside the site shall be 20kph Loading shall be as certified by a competent third party or as per the manufacturer’s recommendation. Passengers are prohibited from riding in equipment/ plant. To prop raised bodies of tipping lorries prior to inspection.

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8.6. 8.7. 8.8. 8.9. 9. 9.1. 9.2. 10. 10.1. 10.2. 10.3. 10.4. + 10.5. 10.6.

Control on-site movements to avoid danger to pedestrians, etc. Control of reversing vehicles by properly trained banksmen. Reverse horn is mandatory. Drivers shall hold a valid Driving Licence. All equipment shall carry a valid Registration Certificate. Machinery and Equipment Dangerous parts like exposed gears, chain drives, shaft, etc to be protected to prevent injury to the operatives. All operatives shall machinery/equipment. have the necessary competency to safely operate the

Cranes, Hoists and Lifting Gears To inspect on a weekly basis and maintain records of inspection. Lifting work shall not commence without valid test certificate from a competent third party for all lifting equipment including gears (slings, belts, shackles, hooks, etc). Tower cranes design calculations shall be submitted for Consultant’s approval. Drivers to possess valid operating license. All controls to be clearly marked. Banksman/Slinger to be adequately trained to provide signals to the operator, attached loads in correct and safe manner and should be knowledgeable about the lifting limitations of the crane. For cranes with varying operating radius, clearly mark safe working loads against the operating radii. Lifting equipment above 1 ton to be fitted with automatic Safe Load Indicator. There shall be a routine preventive maintenance programme for the equipment. Maintenance records to be maintained. There shall be suitable communication accessories made available where appropriate like walky-talky. Electricity To the extent possible, electricity operated equipment to be 110 V. Adequate measures to be taken to protect portable electric tools and equipment from mechanical damage and wet conditions. Power cables to be routed either overhead or underground to avoid any damages/ tripping hazard.

10.7. 10.8. 10.9. 10.10. 11. 11.1. 11.2. 11.3.

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11.4. 11.5. 11.6. 11.7. 11.8. 11.9. 12. 12.1.

Damaged cables shall be removed from the site. Joining cables with insulation tapes is prohibited - to use industrial sockets instead. Use proper plugs to connect to power points – inserting naked wire directly to the socket is prohibited. Take adequate precautions to prevent power cables interfering with the operation of construction equipment and vehicles. To have a documented procedure for obtaining “Hot Work Permits’ and comply with the same. Electrical Safety Signs must be provided with all electrical facilities on site such as Distribution Panels or Generators etc. Risks to the Public To identify all risks to members of the public on and off site, e.g. materials falling from scaffold etc., site plant and transport (access/egress) and implement precautions, e.g. scaffold, fans/nets, banks men, warning notices, etc. Provide barriers to protect/isolate persons and vehicles. To provide adequate site perimeter fencing to keep out the public and particularly children. Work in Public Area All risk involved to be identified and suitable measures taken to counter them. Method statement to be submitted to edara for approval prior to commence such work. Obtain approval from local authorities (traffic dept for any road closures – in such cases temporary diversions must be in place, municipality, etc). Safety barriers shall be erected/maintained. Safety signs and lighting shall be installed/maintained. Changes made if any shall be reinstated to the satisfaction of the local authorities within the shortest possible time. Cartridge Operated Tools The manufactures instruction shall maintaining/cleaning the equipment. be strictly complied with in operating and

12.2. 12.3. 13. 13.1. 13.2. 13.3. 13.4. 13.5. 13.6. 14. 14.1. 14.2.

No person may operate, clean, maintain or repair any cartridge operated tool without possessing a certificate of competency (from the relevant tool vendor) which identifies the particular model that the person is qualified to handle. The operators shall wear suitable safety gadgets (goggles, ear muffs, safety belts).

14.3.

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14.4.

A secure place shall be provided for storing guns and cartridges when not in use. Storage shall be fireproof, dry and be capable of being locked and situated in a clear and easily accessible location where constant supervision can be maintained. A documented inventory system of issuing and returning cartridges and tools against signatures shall be maintained. Where tools are used in high-risk areas, a Hot Work Permit shall be obtained before work commences. Fire - General Provide sufficient number and types of fire extinguishers. Escape routes shall be kept clear. Provide a fire assembly area. Provide workers with adequate training on what to do in the event of a fire emergency. Do not over stock combustible materials at site. Waste materials shall be removed regularly from site. Fire – Flammable Liquids Provide proper storage area for flammable liquid away from any source of ignition and in a no smoking areas, with appropriate signage that reads “flammable liquids”, “no smoking”. Amount of flammable liquid issued from the store to be kept to a minimum (issue quantity for the day’s work only). Only store in containers approved for the storage of inflammable liquids. Fire – Compressed Gases, e.g. Oxygen, LPG, Acetylene Compressed gas cylinders shall be used and stored only in an upright position. They shall not be exposed to sparks, hot slag, or flames unless provided with fire shields. Compressed gas cylinder valves shall be closed completely whenever: 1) work is finished, 2) the cylinders and empty, or 3) the cylinders are moved. Gauges shall be removed and valve protection caps put in before moving cylinders, except when the cylinders are secured in a carrier designed for such use. Cylinders shall be stored in well-protected, ventilated, dry locations and separated at least 6 m (or by 1.5 m high barrier with a 1-hour fire rating) from highly combustible materials, and away from egress routes such as stairways and elevators. Compressed gas cylinders will not be used as, or placed where they may become part of an electrical circuit.

14.5. 14.6. 15. 15.1. 15.2. 15.3. 15.4. 15.5. 15.6. 16. 16.1. 16.2. 16.3. 17. 17.1. 17.2. 17.3. 17.4.

17.5.

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17.6. 17.7. 17.8. 18. 18.1.

Compressed gas cylinders shall not be hoisted by the valve cap or by means of magnets or slings. Damage and defective cylinders shall not be accepted – they shall be tagged and returned to the vendor. To have a documented procedure for obtaining “Hot Work Permits’ and comply with the same. Noise Noise levels shall be within industry norms and local regulations. At Dubai, the permissible noise exposure levels are defined in the Code of Construction Safety practise issued by Dubai Municipality. To assess noise levels and provide adequate ear protection wherever necessary. Workers shall use ear protection where they work in noisy surroundings for extended periods of time. Noise producing plant and machinery shall be fitted with silencers/mufflers, where required. Radiation Any activity that involves the use of radioactive materials, X-rays or laser shall be performed by competent persons specially trained in the proper and safe operation of such equipment. Health Identify hazardous substances, e.g. asbestos, lead, solvents, etc. and assess the risk. To the extend possible avoid the use of substances that are harmful to health. Safety information from the supplier/manufacturer shall be obtained for hazardous materials and the supplier’s/manufacture’s safety instructions shall be complied. Use suitable equipment to protect the head, eyes, hands and feet where appropriate. Wear adequate protective clothing/accessories when engaged with substances/equipment likely to pose a health hazard. Keep other workers who are not protected out of danger areas. Provide fresh air supply artificially where required. Emergency procedures to in place for rescue from confined spaces. Manual Handling To be supervised by the Contractor. Avoid manual handling where there is a risk of injury. If unavoidable, assess and reduce risks.

18.2. 18.3. 18.4. 19. 19.1. 20. 20.1. 20.2. 20.3. 20.4. 20.5. 20.6. 20.7. 20.8. 21. 21.1. 21.2.

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22. 22.1. 22.2. 23. 23.1. 23.2. 24. 24.1. 24.2. 24.3. 25. 25.1. 25.2. 25.3. 25.4. 25.5.

Waste Disposal Adequate waste collection and disposal facilities to be provided. Provide chutes for waste disposal, where required. Storage and Housekeeping Materials to be stored in a safe manner, especially the inflammable and volatile materials. To engage an ongoing housekeeping programme. Induction, Tool Box Talks and Training All new arrivals including employees of the subcontractors shall be inducted on the site safety requirements. There shall be a regime of regime of continuous toolbox talks and training. Records of induction, tool box talks and training to be maintained and made available to edara on request. Welfare Provide adequate toilet and washroom facilities including soap and tissues/towels. Provide wet weather gear for those working in wet conditions. Air-conditioned site hut or shaded area where workers can take shelter and have meals to be provided. Provide first aid facilities. Provide prayer area and ablution facility.

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1. 1.1. 1.2.

PURPOSE AND SCOPE To provide guidelines and recommendations related to procurement of IT products and its safe usage. This procedure has been prepared by the IT Dept of Union Properties and changes to this procedure require consent of the IT Manager of Union Properties. Topics covered by this procedure are as follows: Hardware – Guidelines and Recommendations A. General Guidelines B. Recommendations Software – Guidelines and Recommendations A. General Guidelines B. Recommendations Server Room Security Guidelines A. Checklist - Physical Security B. Checklist - Environmental Security Virus Prevention Guidelines Backup Guidelines A. Backup Schedule B. General Recommendations for Backup and Restore C. Performing Backup and Restore Operations Physical and Logical Security Recommendations Computer Usage – Health and Safety Recommendations Note Note

1.3.

Note

2. 2.1. 3. 3.1. 3.2. 3.3. 4.

DEFINITION None ABBREVIATIONS USED SPM – Senior Project Manager PM – Project Manager UPG IT – Union Properties Group Information Technology Dept. PROCEDURE Hardware – Guidelines and Recommendations General Guidelines Note

All requests for purchase of any IT Equipment should be forwarded to the respective IT Support personnel before passing them onto the local Purchase Dept – in the case of Projects, technical approval of items would suffice, as the procurement is normally done through the Contractors or other 3rd parties involved. All requests for purchase of any IT Equipment shall be granted only after it has been technically approved by UPG IT – in the case of Projects an

edara SPM/PM

Note

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initial technical review and approval would suffice • All purchase decisions for IT equipment are based on a variety of parameters including, but not limited to, performance, reliability, effectiveness, cost, support, warranty issues & group contract discounts. All critical hardware equipments to be insured against theft, damage etc. All critical hardware to be supported by valid Annual Maintenance Contracts. All hardware should be placed in a dust free area, away from water sources, fire sources, excess moisture & humidity. All hardware devices should be placed in a proper manner, so that they are easily accessible to staff at the site office. Ensure that there is enough room around the equipment and that it is not placed into cramped spaces. Cramped spaces hamper heat dissipation which in turn affects device performance in the log run. Unless absolutely necessary, do not leave laptops or portable computers unattended, especially during non-working hours. Store removable media such as Floppy Drives, CD Drives, Disk Drives & PCMCIA (Personal Computer Memory Card International Association) cards in a secure environment. Note

• • • • •

Note Note Note Note Note

Note Note

Recommendations

Hardware purchase recommendations are provided in Appendix EDA-0429-A attached herewith.

Note

Software – Guidelines and Recommendations General Guidelines

All requests for purchase of any software should be forwarded to the respective IT Support personnel before passing them onto the local Purchase Dept - in the case if Projects, Technical approval of items would suffice, as the procurement is normally done through the Contractors or other 3rd parties involved. All requests for purchase of any software shall be granted only after it has been technically approved by UPG-IT - in the case of Projects, an initial technical review and approval would suffice. All Corporate software used at site should be licensed and legal. All critical software and data to be insured against theft, damage etc. All critical software, applications and data to be supported by valid Annual Maintenance Contracts.

edara SPM/PM

Note

• • •

Note Note Note

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For computers that are connected to the corporate network via dial-up, non-standard software may be used only in the following cases: The software is not pirated or unlicensed.

Note

-

The Non-Standard Software Request form (Form EDA-0429-B) has been filled by the requestor & duly signed by the necessary authorities (edara Project Manager, edara Senior project Manager and UPG IT Manager) The software has been tested under test environment conditions before moving into production.

-

The Application Pre-Purchase Checklist (EBI Format) (Form EDA-04-29-C) has been duly signed by the IT Support incharge of the testing & all results logged onto the form. IT Support in-charge of the respective business unit shall test the software & get the test results approved by the Manager - UPG IT Recommendations

Software purchase recommendations are provided in Appendix EDA-0429-A attached herewith.

Note

Server Room Security Guidelines Server Room security is the responsibility of the Site Administrator/IT-incharge at the site office. It is extremely vital that sound physical & environmental controls are in place in the server room where critical equipment that runs the business, are installed. Below are two checklists (4.3.1 & 4.3.2) that the Project Manager & Site Administrator can use for assistance in ensuring controls for the Server Room at site offices. The objective shall be to minimize any business risks Checklist – Physical Security • Is there adequate security for the building/site office, where the server room is located? For example, main door of the building/site office is being monitored, main door is electronically controlled using cards, security guards are guarding the site at all times, etc. Are entry & exit points to the server room protected by electronic access control systems or other any other suitable methods? If Access control systems are used, are access cards controlled? Are doors secured? Are windows (if any) secure? Is the server room access monitored using CCTV camera systems? Site Administrator /IT-in Charge

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• • • • • • • •

Are keys & combinations controlled? Are combinations, if any, changed frequently? Is an access log book available for monitoring activity (all traffic) into & out of the server room? Is access to the server room by 3rd parties (for maintenance or support) supervised by the Site Administrator or IT-in-charge? Is the work area secured during non-working hours? Are intruder detection systems activated during non-working hours? Are hardware devices secured against theft of the equipment itself or against removal of internal/attached components? Is storage media stored securely (safe lockable and fire resistant cabinet/chubb) Is the hardware placed near a window where people can view the materials being processed or sight of it might tempt theft? Have personnel controls been established for the use of each hardware device? For example, only Network Administrators may work on routers but IT Support may not , Non-IT personnel are not permitted to change/remove components connected to the router/leased line modem, etc. Is an access log book available for monitoring activity on hardware usage? (Who operated which critical hardware & when) For example, when was the data server last shutdown (time & date), who switched the server off, what was the reason for a server shutdown, how long did this exercise take, when was the router switched off (for maintenance reasons) etc. Has the management/site manager selected the man-in-charge for controlling IT operations? Has the Management/Site Manager notified the IT Department of the personnel delegated for IT Operations at site? Have policies & procedures been developed for Access control? Have the policies & procedures been communicated to all users via emails/memos? Are physical emergency procedures tested and documented? Are network diagrams/important documents of reference stored securely (safe lockable and fire resistant cabinet/chub)?


• • • • • •

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Checklist – Physical Security Is there proper lighting? Are alarm systems installed? Are alarm systems regularly tested? Is access to electrical power controlled & secure? Are temperature controlling instruments installed? Are temperature controlling maintained & tested regularly? Are humidity metering instruments installed? Are humidity metering instruments maintained & tested regularly? • • Have spike guards & UPS devices been installed to prevent against spikes/surges and dips/blowouts/interruptions in voltage? Have electrical control devices been installed to protect against noise interference?

Are electrical control devices maintained & tested regularly? Have water alert systems been installed? Are water alert systems maintained & tested regularly? • Are protective covers available for the hardware equipment and other electrical equipment?

Is static electricity controlled? Is carpeting/and or floor wax anti-static? Are floors & ceilings watertight? Is the floor raised? Is there sufficient ventilation around hardware equipment? • • • Is the hardware equipment placed away from water & steam pipes? Is the hardware area & equipment kept clear of fire sensitive materials like paper & wood residue? Is excess stationery (more than daily use requirement) stored in the server room?

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Are hazardous/combustible materials stored in the server room? • • Are only small amounts of cleaning solvents allowed in the area? (Cleaning solvents in excessive quantities can be hazardous) Are wastebaskets emptied outside the computer area to reduce dust in the air?

Are eatables prohibited in the server room? Is smoking prohibited in the server room? Are liquids prohibited in the server room? • • • • Is the Computer room protected by FM 200 or any other standard anti-fire system? Are Carbon Dioxide or Halon fire extinguishers strategically located? Consult the Safety Officer for tips. Are Carbon Dioxide or Halon fire extinguishers properly marked? Consult the Safety Officer for tips Are Carbon Dioxide or Halon fire extinguishers easily accessible? Consult the Safety Officer for tips

Are personnel trained on the use of fire extinguishers? • Have fire/smoke sensors been placed in areas where critical hardware is located?

Are the fire/smoke sensors maintained & tested regularly? Have the fire extinguishers been inspected lately? Are there fire escapes located & marked clearly? Are the storage racks (if any) in the server room fire resistant? Are environmental emergency procedures documented? Are environmental emergency procedures tested? • Are all critical equipments used for environmental controls supported by valid annual maintenance contracts?

Virus Prevention Guidelines By using simple, easy-to-follow precautions, users at site offices can ensure that their computers are less prone to virus attacks, thus enhancing system performance & productivity. Following are a few pointers that can help reduce the chances of virus attacks: Site Administrator /IT-in Charge

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All Corporate PC’s and Servers to be installed with Corporate Antivirus package. Alerts to be automated to the IT support staff in case of virus issues. Pattern file update to be automated. All users should manually scan any media (for viruses) that is received for copying/moving purposes from outside the company. Media would include CD’s, Floppies or USB Drives. IT Support Staff can be contacted for assistance. Execution of files on storage media without first scanning them is NOT PERMITTED, as an infected file on the media, would trigger a virus and affect the performance of network at site. This leads to loss of productivity for the company. Usage of personal media to transfer data is not allowed. Personal media, if requested for use by higher authorities, should be scanned for viruses. No exceptions are recommended, however critical the urgency. Scanning is mandatory at all times. E-mails are the biggest carriers of viruses & cause maximum damage. Do not open emails that look suspicious or contain attachments ending with PIF, BAT, SCR, and EXE. As a standard though, these attachments are normally filtered using the parent anti-virus server. If a suspicious mail is encountered, contact IT Support Staff immediately for assistance BEFORE opening the e-mail. Do not allow external contractors, consultants to use their laptops to connect to the site network. Allowing it would endanger security of data & could also cause a virus outbreak.

Note Note Note Note

Note

Note

Note

Note

Backup Guidelines Backup Schedule Backup guidelines help to ensure compliance to UPG-IT standards & availability of data at all times. The Grandfather-Father-Son (GFS) media rotation scheme is recommended to be followed with a full data backup taken on separate tapes on a daily, weekly, monthly and yearly basis, in order to ensure that a copy of the latest data is available at all times. The standard backup scheme is explained below which uses daily (Son), weekly (Father) & monthly (Grandfather) backup sets. Site Administrator /IT-in Charge

Daily Backups – Son: (Optional – Left to the discretion of the Senior Project Manager/Project Manager)

-

Typically, individual backup media are labelled for each day of the week and full data backups are taken daily; for example, from the 1st day of the week i.e.; Saturday to the day previous to the last working day of the week (possibly Wednesday in case of sites or

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Tuesday in the case of Corporate offices). At least one-week retention is maintained for the daily backup data & each tape is overwritten every week on the backup day. For example this week's Sunday tape would not be overwritten for 1 week, until the next Sunday.

Weekly Backups – Father: (Mandatory) Follow a similar scenario. A set of up to five weekly backup media is labelled "Week1", "Week 2", and so on. Full backups are recorded on a weekly basis, on the day that a "Son" media is not used. i.e. the weekly tape is used on the last working day of the week.

-

The "Father" media is re-used on a monthly basis. Five weekly tapes are required in order to maintain @ least one-month retention of data, as some months have 5 weeks. Monthly backups – Grandfather: (Mandatory) The final set of the three media is the monthly backup ones known as the Grandfather labelled "January", "February", and so on till December, according to which month of the year they would be used. Ideally, twelve tapes which correspond to the 12 months of the year are labelled. This "Grandfather" media records full data backups on the last business day of each month with a data retention period of @ least one year. • Yearly backups: (Optional – Left to the discretion of the Senior Project Manager/Project Manager) In addition to the “Grandfather” media set used above, a provision for 5 yearly backup tapes (or as per the business data retention policy) is recommended. The yearly backup tapes would be used for taking a full backup on the last working day of each year with a retention period of @ least 5 years (or as per the business retention policy). This tape would be archived for future restoration. If your backup plan follows a corporate fiscal calendar, then your monthly tape will take the place of the week 4 or week 5 weekly/Father tapes, depending on the month. If your backup schedule follows calendar months, then your monthly backup will vary throughout the year, replacing a daily or weekly tape. Typically, monthly tapes are overwritten yearly (recommended).

Project

Backups:

(Mandatory) A full backup of data is required upon completion of the project and forwarded to edara General Manager’s Office for safe keeping.

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General Recommendations for Backup and Restore

Cleaning/Spare Tapes - To make a provision for a cleaning tape (for cleaning the backup drive) & 2 spare tapes (for contingency) should be made for any backup plan. Labelling - All backup tapes have to be clearly labelled, so as to allow recognition & documentation of the same. Repetition - Sole backup must not be repeatedly used; i.e. the only copy of a backup should not be overwritten with a new backup - ideally use 5 tapes for daily backup, 5 for weekly, 12 for monthly, 5 for yearly, 2 for spare and 1 for cleaning. Storage - Backups should be stored in secure areas that are accessible by authorized personnel only. All backup tapes to be stored in a fire resistant chub, as a safety measure. This recommendation is mandatory. Restore/Catalogue - All backup tapes have to be tested for cataloguing/restoration at least once a month, in order to ensure successful restoration of the backed up data – this needs to be logged for records. Off site storage - A copy of the latest data backup needs to be “off-sited” to a remote location ideally on a daily basis (or as per business standards). An off-siting log register has to be maintained & filed for records. Transportation - During transportation to & from offsite storage locations, backup media should be adequately protected in fire resistant, shock resistant, water proof containers. Backup Media - All site offices (that do not contain dedicated DAT/DLT/Ultrium backup drives) will use ZIP Drives (with reference to the current Technology standards) for executing backups on a regular basis. Ideally, the GFS system of backup would be followed but backup frequency decisions can be made by the business based on criticality. Site Administrators/IT-in-charge/Backup Operators at site offices are responsible for the backup, restoration, storage & off-siting of data. The Business/IT Support personnel should make sure that Site Administrators/IT-in-charge/Backup Operators at site offices follow standard Backup, Restore & Tape Off-Siting procedures.

Site Administrator /IT-in Charge

• •

• •

Performing Backup and Restore Operations All servers used by UPG-IT (whether at HO or sites) are either installed using Windows Server 2003 or Windows Server 2000 as the primary operating system – as per the current IT Technology standards. It is the job of the Site Administrator or IT-in-charge, who will be designated henceforth as Backup Operator, to execute backup & restore operations using

Site Administrator /IT-in Charge

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the backup guidelines mentioned above. The backup operator will be given a username & password for logging onto the server locally & executing the backup. In order to ensure logical security at all times, the backup operator shall strictly comply with the following rules. • • Lock server console when not in use by pressing the Ctrl Alt Delete keys all at once & then clicking on Lock Computer. Unlock workstations when required by pressing the Ctrl Alt Delete keys all at once & then key in the logon password. The password should not be written down or passed on to anybody under any circumstances. Do not write passwords on Post-It notes and stick them on tables, monitors, walls or anywhere else. The password should be changed at least once every 30 days. IT Support has to be updated of the passwords in use by the Backup Operator whenever it is changed.

• •

Kindly refer to the Backup & Restore Manual for detailed procedures execution on Windows 2003 & Windows 2000 Server computers. Physical and Logical Security Recommendations The following recommendations have been prepared to help users to understand the importance of IT Assets. Confidentiality, Integrity & Availability of assets at all times is an important factor that helps users carry out their daily activities effectively. • • • • Visitors to the office should be escorted by the employee concerned & supervised at all times. Lost or stolen IT assets should be reported to the Business in-charge immediately. Dispose official company documents only by shredding. Documents that are deemed sensitive must be subjected to controlled distribution. Each copy of the document must be numbered and that number must be recorded and signed for by the recipient. Collect printed documents from network printers as soon as they are printed, especially for confidential documents. Do not leave media such as CD’s/Floppies etc. unattended. Keep them locked away safely in a drawer. Any media (soft or hard copy) should not be given to people outside the Group without appropriate management and originator authorization. Lock workstations when not in use by pressing the Ctrl Alt Delete keys all Site Administrator /IT-in Charge

• • • •

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at once (for Windows 2000 & Windows XP PC’s) & then clicking on Lock Computer. • • Unlock workstations by pressing the Ctrl Alt Delete keys all at once (for Windows 2000 & Windows XP PC’s) & then key in the logon password. Always save all data on the designated folder on the server & never on the desktop, my documents or any other folder on the local PC as the data backup would be setup only for the data on the centralised server. If a workstation holds sensitive work-in-progress information, power-on and screen saver passwords can be used to restrict access to authorized users only. These passwords should be sent to IT Support Staff on a monthly basis (or as and when modified) for records. Shutdown & switch off computers & monitors before leaving the office premises for the day. Never use a dial up connection from a PC connected to the network. Network & dial up connections should never be used simultaneously. If a connection is required, disconnect the PC from the network prior to using dial-up or vice-versa. Recommended Password Length: Minimum - 8 characters Maximum -14 characters. Password must preferably have a special character like! @ # $ % & () Etc. Password must preferably have alphanumeric characters. Passwords are preferred not to have any personal identification details like users name, spouse’s name, children’s name and so on. The password should be easy to remember but difficult to guess. The password should not be written down or passed on to anyone else under any circumstances. Do not write passwords on Post-It notes and stick them on tables, monitors or walls.

• • • •

Computer Usage – Health and Safety Recommendations Health & Safety tips will help users get more comfortable when working with computers. If not followed, it can lead to health hazards such as muscle pain, tendon fractures (due to incorrect use of the keyboard), bad eyesight & the like. Following are a few tips to keep users relaxed but at the same time cautious. Health Tips • • The head & the neck always have to upright when working. The top of the monitor screen should be at or below eye level so it can be read without bending the head or neck. Note

CONSTRUCTION STAGE PROCEDURES
IT GUIDELINES AND RECOMMENDATIONS FOR SITES

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Monitor screen distance should be such that you don’t have to read by moving your head back & forth. Shoulders should be relaxed. Do not elevate your shoulders when typing or using the phone. Forearms, wrists & hands should always be in one straight line. Use the armrests on the chair for supporting the forearms. Thighs should have sufficient clearance space (enough to move around comfortably) between the chair & the computer table. Feet should be placed flat on the floor & always rested. Ensure that glare from lights & windows do not reflect on your screen, as this could cause damage to the eyes. Use a screen filter or window blinds to reduce glare.

Safety Tips • • • • Ensure that there are no wires are hanging around or below your desk which could hamper movement or cause accidents. Do not stack equipment on top of each other if storing in an open area. Use closed cabinets if required to avoid hazards. Avoid bringing any liquids (like tea, water, etc) onto your desk, as spilling them might damage computer components or cause power short circuits. Do not switch off the PC directly by switching off the mains power switch. Always shutdown from the operating system. Call IT Support for help, if in doubt.

5. 5.1. 5.2.

RECORDS MAINTAINED BY EDARA Technical approval from UPG IT for all IT Purchases Backups

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CONSTRUCTION STAGE RECORDS

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1. 1.1. 1.2. 1.3. 2. 2.1. 3. 3.1. 4.

PURPOSE AND SCOPE To describe the controls needed for the identification, storage, protection, retrieval, retention time and disposition of records maintained by edara. This procedure shall apply to records generated during the construction stage including those pertaining to the defects liability period. The formats of file index and file labels described in this procedure are recommended samples only. DEFINITION None ABBREVIATIONS USED None PROCEDURE An up-to-date index of site records shall be maintained by the Site Secretary/ Document Controller. Refer Appendix EDA-04-30-A for the recommended format for the Index of Records. All records shall be maintained in proper files and stored in a suitable environment to minimize the risk of deterioration and to prevent loss. Each file shall be labelled as per the sample appended herewith (Appendix EDA-04-30-B). The label shall contain:      Project Name, Contract Name and Number, Description of the Contents of the File, File reference number (drawn from the Index of Records) and Volume Number. Senior PM/ PM Note Site Secretary / Doc Controller Senior PM/ PM Note Site Secretary / Doc Controller Site Secretary / Doc Controller Site Secretary / Doc Controller Note Note Note Note

Following completion of the Project, the records are archived at the Stores of Union Properties. This is done in co-ordination with the Human Resources Department of Union Properties. Movement of records to and from the Archive Stores is controlled by an Archives Document Form (to be obtained from the HR Dept). The records shall be neatly arranged in boxes provided by the HR Dept. and each box identified (by paint or permanent parker) with an unique identification number obtained from the HR Dept. A List of Archived Files (format to be obtained from the HR Dept) shall be prepared for each box and pasted inside the box. A copy of the List of Archived Files shall be forwarded to the HR Dept and edara Head Office along with the keys and duly filled Archives Document Form.

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CONSTRUCTION STAGE RECORDS

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Retrieval of records once archived is possible only with the approval of the General Manager on the Archived Document Form. The Site records shall be retained for a minimum period of 10 years from the completion of the Defects Liability Period of the project or until resolution of disputes if any (which ever is greater). Disposition of Site records will only occur with the approval of the General Manager. 5. RECORDS MAINTAINED BY EDARA Index of Records (and the records referred therein) Archives Document Forms & List of Archived Files.

Note Note

Note