Final QAQC Building

GUIDELINE FOR OPERATIONAL PROCEDURES FOR BUILDING PROJECTS
– PRE CONTRACT STAGE
The Core functions of the building branch can be translated into six basic procedures
namely;
1. Processing Client Requests & Applications for Annual Allocations Submission of

Siting Applications
2. Preparation of Quality Plan
3. Preparation of Schematic Design
4. Preparation of Working Drawings and Specifications
5. Building Contract Administration and Supervision
`
1) PROCESSING CLIENT REQUESTS & APPLICATIONS FOR ANNUAL
ALLOCATIONS
Introduction
Identification of new project proposals for the forthcoming new Five Year Malaysia
Plan is normally carried out before the current Plan ends. Projects may also be
identified during Mid Term Review or come from ad hoc projects requested by the
State and Federal Government.
This Section describes the procedures to:

i) 1(A) Process client’s requests for projects which have not been approved yet
ii) 1(B) Process client’s requests for projects which have been approved; and
iii) 1(C) Apply for annual allocation.
ACTION RESPONSIBILITY
1(A) Client Requests For Projects Which Have Not Been
Approved Yet
1. Receive instructions from the State Government through DPW AD (B)

to prepare Five Year Plan proposals for projects under
subheads P03 and P04.
2. Instruct SA (I) to issue memorandum to DE to prepaid and

submit Five Year Malaysia Plan proposals in accordance with AD (B)
the State Government instruction.
3. Issue memorandum to DE and instruction relevant SH to

coordinate the submission and the preparation.
4. Receive submission from DE as well as from other SA (I)

Government Agencies and instruct AIC to scrutinize and
prepare proposals.
5. Proceed to prepare proposals and consider the following SH
below:
(a) State Government Circular; and
(b) Discussions with the Clients to determine the requirement
and priority of projects. AIC
6. Compile and submit a list of prioritized Five Year Malaysia AIC

Plan proposals to relevant SH.
7. Scrutinize and check the Five Year Malaysia Plan proposals. SH

Return to relevant AIC for amendment if any. if there is no
amendment, compile and arrange a discussion with AD (B)
together with the AIC.
8. If amendment is required, AIC is to amend the proposals

accordingly and resubmit to SR. AIC
9. Compile the amended proposals and submit to AD (B) for

endorsement. Upon endorsement, arrange with CIC for SH
printing and submit to DY (Dev) for his onward submission to
relevant authorities for approval.
10. Receive lists of Five Year Malaysia Plan approved projects

through DPW and discuss with relevant SH for AD (B)
implementation.
11. Instruct relevant AIC to proceed with implementation of

projects. SH
12. Determine the information in the Adequacy Checklist Form

(Appendix 2) before starting with implementation of project. AIC
If Adequacy Checklist Form is incomplete obtain information

from Client or DE. Ensure the information required in the
Adequacy Checklist Form is complete before proceeding with AIC
Schematic Design.
1(B) Processing Client Requests For Projects Which Have

Been Approved
1. Receive request to implement approved project from AD (B)

Ministries, State and Federal Agencies through DPW and
discuss with relevant SH for implementation.
2. Repeat Procedure 1(A) steps 11 and 12 above. SH/AIC
1(C) Application For Annual Allocation

An application of Annual Development Budget is normally
prepared before the year the allocation is required and upon
receiving instruction from the Government
1. (a) Receive instruction from the State Government through AD (B)

DPW to prepare for Annual Development Budget
Estimates for projects under Heads P03 and P04.
(b) Receive request from other State and Federal Ministries
through DPW for Annual Budget requirement.
2. Instruct SA (I) to issue memorandum to IDE to prepare and AD (B)

submit Annual Development Budget Estimates proposals.
3. Issue memorandum to DE and instruct relevant SH to SA (I)

coordinate the submission and the preparation.
4. Receive submission from DE and instruction AIC to scrutinize SH

and prepare proposals.
5. Proceed to prepare the proposals and consider the following AIC

below:
(a) State Government Circular.
(b) Financial requirement and
(c) Schedule and Progress of Implementation
6. Compile and submit proposals to relevant SH. AIC
7. Scrutinize and check the Annual Development Budget SH

proposals. Return to relevant AIC for amendment if any. If
there is no amendment, compile and arrange a discussion
with AD (B) together with the AIC
8. If amendment is required, AIC is to amend the proposals AIC

accordingly and resubmit to SH.
9. Compile the amended proposals and submit to AD (B) for SA

endorsement. Upon endorsement, arrange with CIC for
printing and submit to Sr. Acct. for his onward submission to
relevant authorities for approval.
10. Beginning of the financial year, submit official memorandum to AIC

relevant Ministries and Government Agencies to request for
allocation in accordance with requirement.
Receive warrant through Sr. Acct., instructs relevant SA to AD (B)

allocate allocation accordingly.
2 SUBMISSION OF SITING APPLICATIONS
Introduction
Before projects can be implemented, siting approval must first be obtained from the
Stale Planning Authority (SPA). This procedure describes the process flow for Siting
Applications for JKR development projects only. This process (Appendix 3) is
applicable to all Divisions except for Bintulu Division whereby siting is submitted to
Bintulu Development Authority [BDA].
Development projects for other Ministries and Departments, the Client is responsible
to submit siting applications.
1. Proceed to submit an application to Superintendent of DE
Land and Survey to identify & a suitable site for the
project.
To provide information as below:

a) Area required (Land size)
b) Location of site
c) Scope of Works (project components)
d) Total scheme value of project
2. DE
Upon identification of a site by Land and Survey
Department, arrange a site inspection with relevant Land
and Survey officer to check on the suitability of site. Notify
& the Superintendent of Land and Survey to identify
alternative site if the site is unsuitable.
3. Repeat step 2 until a suitable site is identified and submit DE
formal Siting Application Form to Superintendent of Land
and Survey for Siting Approval (Appendix 4).
4. After receiving the Siting Approval from Superintendent of AIC

Land and Survey, proceed to arrange to allocate fund for
land acquisition if applicable.
3 PREPARATION OF QUALITY PLAN
Introduction
This procedure is to provide the information required for a Design Quality Plan for
State and Federal Building Projects costing RM 5.0 million and above which are
implemented using open tender.
1. Prior to commencement of project implementation, SH/AIC
prepare a Design Quality Plan (Appendix 5) for the
approval of AD (B).
2. Upon approval by A (B), instruct the AIC to proceed with SH

implementation of the project in accordance with the
approved Design Quality Plan.
3. SH/AIC
Constantly review and update the Design Quality Plan.
4 PREPARATION OF SCHEMATIC DESIGN
Introduction
This procedure describes separately the process flow to prepare Schematic Design
for development projects implemented as follows:
i) 4(A) Preparation of Schematic Design (In-house), and
ii) 4(B) Preparation of Schematic Design (Consultant)
4(A) Preparation of Schematic Design (In-house)
1. Proceed to prepare Schematic Design in accordance with AIC/DT

Design Quality Plan.
2. Obtain a survey plan, location arid site plans from DL, AIC/DT
Client or Surveying Consultant, if relevant.
3. Carry out feasibility studies and conduct site visit to AIC/DT

ascertain site condition as per Site Record Form
(Appendix 6).
4. AIC/DT
Prepare a Preliminary Design report and Cost Estimate of
the project. For Federal Projects complete PWD Sarawak
Preliminary Detailed Abstract (Appendix 7). Ensure that
the cost estimate does not exceed Approved Scheme
Value/Five Year Plan allocation.
5. AIC/DT
Present the design at critic session in Building Branch for
comments and inputs before presenting to Client.
6. AIC/DT
If no amendment, arrange a meeting with the client for
further comments or agreement.
7. AIC/DT
Prepare 7 sets of the Schematic Design Proposal Report
and submit for approval to the State Planning and
Building Design Committee for State projects (Appendix
8) and KSU or his representative for Federal projects.
8. AIC/DT
Amend in accordance to the comments made during the
meeting or design presentation, if any. If the design is not
approved, repeat steps 4 to 7 above.
9. AIC/DT
Upon approval, proceed with preparation of working
drawings.
4 (B) Preparation of Schematic Design (Consultant)

1. AIC
Proceed with procurement of Consultancy Services by
requesting proposals from relevant Branches (Appendix
2. 9). AIC
Compile proposals and submit to DPW for agreement.
3. Upon agreement, complete the Form For Proposed AIC
Appointment of Consultants (Appendix 10) and submit for
approval to SFS for State projects and KSU for Federal
projects.
For Federal projects costing RM2-30 millions, approval is AIC

by KSU and for projects costing RM 30 millions and
above, approval is by Federal Treasury.
4. Upon approval, prepare a letter of commission (Appendix AIC

11) describing the scope of works, project cost,
implementation schedule and for confirmation of
acceptance by consultant.
5. AIC
Arrange a meeting with the consultant and other relevant
parties to discuss the task and implementation of work
schedule.
6. AIC/DT
Proceed to prepare Schematic Design. Repeat Procedure
4(A) steps 1 to 9.
5 PREPARATION OF WORKING DRAWINGS AND SPECIFICATIONS
Introduction
This procedure describes separately the process flow for preparation of Working
Drawings and Specifications for the development of projects implemented as follows:
i.) 5(A) Preparation of Working Drawings and Specification (In-house), and
ii.) 5(B) Preparation of Working Drawings and Specification (Consultant).
5 (A) Preparation of Working Drawings and
Specifications In-house
1. Proceed with Working Drawings based on the approved AIC / DT

schematic design and Design Quality Plan.
2. Prepare and submit via minutes sheet (Appendix 12 and AIC/DP

Appendix 13) one set of the basic architectural drawings
to relevant branches.
3. Prepare submission drawings for council’s approval (refer AIC/DT

Appendix 14). These drawings are the original copies for
the project once endorsement had been made by AD (B).
4 Proceed to prepare Detail Drawings and Special AIC/DP

Specifications. Liaise with SH / various Branches / other
relevant parties, for checking and verification.
5. Receive Special Specifications and Drawings from AIC/DP

various Branches. Prepare the tender documents and
print minimum of 15 sets for compilation.
6. Prepare minutes and submit via minute sheet (Appendix AIC

15) the tender documents to Quantity Surveying Branch
for tendering process.
7. For Federal Projects, prepare cost estimate upon request AIC

from AD (QS). Submit cost estimate as Confidential
Document before opening of tender (Appendix 16).
5 (B) Preparation of Working Drawings and

Specification (Consultant)
1. Proceed with the procurement for consultancy services AIC

(Refer Procedure 4 (B) steps 1 to 4).
2. Upon issuance of Letter of Commission, arrange a AIC

meeting with the consultant and other relevant parties to
discuss on the scope of works, project cost and
implementation schedule.
3. Proceed to prepare working drawings and specifications. AIC/DT

Repeat Procedure 4(A) steps 1 to 7. Ensure tender
drawings are endorsed and signed by the director of the
consulting firm before preparing the tender document.
6 BUILDING CONTRACT ADMINISTRATION AND SUPERVISION
Introduction
This procedure describe the process flow for the followings

i) 6(A) Appointment of the Site Supervision Team for Project Supervised by
Consultant
ii) 6(B) Contract Administration and Construction Supervision
iii) 6(C) Project Hand Over to Client After Completion
iv) 6(D) Project Completion; and
v) 6(E) Quality Record.
6 (A) Appointment of the Site Supervision Team For

Project Supervised by Consultant
1. Instruct the Consultant to submit the proposed Site AIC

Supervision Team and cost estimate for the administration
and supervision for the construction of the project.
2. Receive the proposed Site Supervision Team and cost SH

estimate from the Consultant through AD (B).
3. Instruct AIC to check and if in order prepare submission to SH

the relevant Federal/State Authorities for approval.
4. Upon approval, inform the Consultant via letter on the AIC

approval and request the Consultant to submit 8 copies of
Supplementary Agreement for supervision.
5. Inform relevant Branches and other related parties on the AIC

approval.
6 (B) Contract Administration and Construction

Supervision
1. For Federal Projects, complete the As Tendered Detailed AIC

Abstract (Appendix 17) and instruct SO/PD to arrange for
site handing over
2. Prior to handing over of site, arrange the first Coordination SO/PD

Meeting, if required.
3. Arrange a date for site handing over to the Contractor and SO/PD
followed by the first Site Meeting.
4. The following parties should be present to attend the first

site meeting.
 Client
 Public Work Department
 Contractor
 Consultants, if required
Coordination meeting among the Client/Contractor or JKR
will precede the project site meeting, if required.
Appendix 1
B UILD IN G B R AN C H C O R E P R O C E S S C H AR T
1 ) IN - H O US E
START
A. PLANNING STAGE
1.0 RECEIVE AUTHORITY TO IMPLEMENT
1.1 PROJECT PLANNING [Planning Project Quality Plan (PQP)]
PQP NO
APPROVED
YES
2.0 IDENTIFY DETAILED PROJECT SCOPE
2.1 COORDINATE WITH DESIGN TEAM (ARCH, C&S, M&E, QS, CLIENT)
IGN STAGE
2.2 OBTAIN APPROVAL OF DESIGN FROM CLIENT

B UILD IN G B R AN C H C O R E P R O C E S S C H AR T
3 ) C O N S ULTAN T
START
1.0 IDENTIFY PROJECTS FOR CONSULTANCY APPOINTMENTS (STATE FUNDED)
1.1 REFER TO JPPPA (Jawatankuasa Pemilihan & Perlantikan Perunding Peringkat

Agensi)
1.2 REFER TO COMMITTEE FOR DISCUSSION & DECISION ON APPOINTMENT OF

A. PLANNING STAGE
CONSULTANT
NO
APPROVED
YES
1.3 SUBMIT NOMINATIONS TO SFS
NO
APPROVED
YES
1.4 ISSUE LETTERS OF APPOINTMENT
1.5 PROCESS & DISTRIBUTE CONSULTANCY AGREEMENTS
2.0 REQUEST PROPONENT TO SUBMIT PRELIMINARY TECHNICAL PROPOSAL
2.1 CALL 1ST TECHNICAL CLARIFICATION COMMITTEE MEETING TO GO THROUGH

PROPONANTS PRELIM TECHNICAL PROPOSAL
NO
B. SCHEMATIC DESIGN STAGE
APPROVED
YES
2.2 OBTAIN APPROVAL OF DESIGN FROM CLIENT
NO
APPROVED
YES
2.3 OBTAIN APPROVAL OF

1. PLANNING AND BUILDING DESIGN COMMITTEE
2. STATE PLANNING AUTHORITY
NO
APPROVED
YES
-
Appendix 2
ADEQUACY CHECKLIST FORM
PROJECT NAME
VOTE HEAD SCHEME VALUE (RM)
Please tick(√) if complete, if documents are not complete, please liaise with relevant client/authority or DE
1. Detail Project Brief/Scope of work (attached a copy)
2. Allocation:- a) 5 Year Plan Approved Allocation : RM
b) Financial Year Approved Allocation : RM
3. Site/Locality Plan (attached a copy)

If site not available, please indicate status.
Site Application (Date Of Application: )
Site Identification
Site Approval (Date Of Application: )
Land Acquired (*State/Private) :RM
4. Remarks (if any):
* Delete if not applicable
To
(Section Head)
All documents are complete and I am ready to discuss implementation of project.
A.I.C Name: Date
To:
A.I.C Name:
(Section Head) Date

Appendix 3
Appendix 4
SITING APPLICATION FORM

1. Name of Project ..........................................................................................................................................
2. Applicant.....................................................................................................................................................
3. Contact Person........................................................................Tel. No........................................................
4. Area required ..............................................................................................................................................
5. Total Scheme Value, RM ...........................................................................................................................
6. Amount of fund approved in the...................................Malaysia Plan, RM...............................................
7. Amount of fund available now RM ............................................................................................................
8. Project Justification and Description of Project Components

(Project brief to be submitted together with conceptual site layout plan i f available, additional
sheet to be attached if insufficient space).
..................................................................................................
..................................................................................................
..................................................................................................
..................................................................................................
..................................................................................................
.....
9. Reasons for selecting the site (with plan attached)

(Additional sheet to be attached if insufficient space)
..................................................................................................
..................................................................................................
..................................................................................................
..................................................................................................
..................................................................................................
.....
Signature:................................................................................Designation.................................................................
Name of Officer: ....................................................................Date:...........................................................................
Date: 3 September 1 9 9 6
Appendix 5
Page 1/5
DESIGN QUALITY PLAN

1. BASIC PROJECT INFORMATION
Project Name
Project Type * New Construction / Renovation / Extension Work
Post Contract Ref.

Pre Contract Ref. No.
No.
Name and Client's

Address
Tel. No. Fax. No.
Name of Client's
Representative
Tel. No. Fax. No.
2. PROJECT FINANCIAL DETAILS
Head:
Malaysia Plan No.
Subhead:
Scheme Value (RM)
Allocation for Current

Malaysia Plan (RM)
Target Completion Date
*Delete if not applicable

Appendix 5
Page 2/5
DESIGN QUALITY PLAN
3. PROJECT SCOPE
(Attach or state works scope)
Location
Size of Site
Project Description
(such as space
requirement type of
building such as office,
school, etc.)
Appendix 5
Page 3/5
DESIGN QUALITY PLAN
4. PROJECT TEAM
Mark as follows:
Responsibility "A" - Works scope implemented by PWD HQ
"B" - Works scope implemented by Consultant
Activities Responsibility
a) Surveying Works
b) Schematic Design Drawings
c) Basic Working Drawings & Building Specification
d) Soil Investigation
e) Working Drawings & Structural and Civil Specifications
f) Mechanical & Electrical Drawing and Specifications
g) Project Cost Estimate
h) Tender Documentation
i) Supervision & Contract Administration
JKR Implementation Team
Post Name Tel No.

a) Senior Architect
b) Architect
c) Civil & Structural Engineer
d) Mechanical & Electrical Engineer
e) Quantity Surveyor
f) Divisional Engineer
g) Technical Assistant
Appendix 5
Page 4/5
DESIGN QUALITY PLAN
5. PROJECT TEAM
Consultant
Consultant Name/Address Tel. No.
a) Architect
b) Civil & Structural Engineer
c) Mechanical & Electrical Engineer
d) Quantity Surveyor
e) Other Contacts:
(other department/government
agencies)
Appendix 5
Page 5/5
Appendix 6
Page 1/2
SITE RECORD FORM
PROJECT NAME
VOTE HEAD SCHEME VALUE (RM)
Note : To attached photographs where applicable.
Items Remarks
I. Location of Site
II. She and Zoning
III. Accessibility
IV. Natural Physical Features:
a) Topographical Features
b) Drainage Patterns
c) Vegetations/Trees
d) Rocks
e) Streams/Rivers/Ponds
f) Highest Flood Level
V. Man-made Features:
a) Buildings/Other
Structures
b) Squarters
c) Local Characteristics
Appendix 6
Page2/2
Items Remarks
VI. Circulation
a) Vehicle Traffic
b) Pedestrian Movement
VII. Utilities:
a) Electricity
b) Sewer/Discharge Point
c) Water
d) Telephone
VIII. Other Remarks
Prepared By:
(Name: ) Date
Appendix 7
Page1/2
Appendix 7
Page1/2
PUBLIC WORKS DEPARTMENT- SARAWAK
PWD142A
PRELIMINARY DETAILED ABSTRACT FOR

(Original form - yellow)
Head Subhead Estimates Total Provision RM
Provision for Construction RM

Cost RM Basic Unit Rates
1 MAIN WORKS DRG. NOS.
Area-Ft. Sup. Cost/Ft. Sup.
a
b
c
d
-
e
f
g
h
Electrlcal Installation
and D items done by the DepartmentInsert T for items included in Main Tender, X for items tendered
2 Brief Description of Buildings

INTERNAL SERVICES
3 Air Conditioning Frame Wail Roof Floor Window Standard

4
S
6
7
8
9
10 Electrical Mains including Capital/Service
Charge
11 Sewerage
12 Water Supply
Remarks
13 Special Foundations
EXTERNAL WORKS
14 Site Works
15 Surface Drainage
16 Road: and Paths
17 Fencing and Gates
18
19
20
21
22
23
24 Advertisements All-in Unit Rates
2s Supervision Area-Ft. Sup. Cost/Ft. Sup.
Total (Buildings & Services) RM
FEESPROFESSIONAL
26 RM Quantity
27 Surveyor
28 Designation Date
29 Engineer/
30 Architect
31 Date
32 Director
of
33 Public Works
Total Cost of Project RM Date
Appendix 7
Page2/2
NOTES ON COMPILING AND SUBMITTING DETAILED ABSTRACTS
(b) The cubic contents shall be measured to the outside face

1. The information given on a Detailed Abstract is for of the walls on plan and to the following heights:
Departmental use only.
(i) From fop face of concrete foundations up to hall way
2. Detailed Abstracts shaft be submitted as follows: between wall plate and apex of pitched root.
(a) Upon preparation 01 Sketch Design (- (ii) From lop lace of concrete foundations up to average
Preliminary'), height of than-to roof where such aver-age exceeds 2'
(b) Upon receipt of tenders for main work ("As 0” above lower wall plate.
Tendered').
(iii) From top face of concrete foundations up to 2' 0”
(c) Upon completion ("As Completed').
above lower wall plate of lean-to roof where aver-age
3. No portion of the form is to be left blank. Items not height is less than 2' 0' above wall plate.
applicable in any particular case shall have a dash inserted (iv) From top face of concrete foundations up to 2 ’ 0 ”
against them. It any item is included under "MAIN WORKS" above flat root or to top of parapet wall whichever is the
say so in the 'Cost' column. higher.
4. Contingencies in the Preliminary Detailed Abstract shall (v) From Ground level to the foregoing heights when
not exceed 10 per cent of total. building is supposed on piers.
Contingencies in the “As Tendered" Detailed Abstract (c) Covered verandah spaces and covered ways shall be
shall not exceed 5 per cent of the first RM50,000 + 2 per included in the Plan Area and Cubic Contents;
cent of the remainder of tendered items plus 10 per cent of measurements to be taken to the outside laces of posts or
remaining items. piers supporting roof plate or floor over.
5. Savings shall be shown on the 'As Completed' Detailed

Abstract.
6. (a) The Plan Area snail be measured to the outside face

at the walls on each Moor plan, viz., Ground floor,
First Floor. etc.
The following abbreviations shall be used in completing the 'Brief descriptions of Buildings':
AC - Asbestos Clay T - Clay Tiles P&P. - Precast Concrete T&G - Tongued and
Cement Post and Panel Grooved Board
Al - Aluminum Conc. - Concrete Pqt. - Parquet TSW. - Timber frame
Bk - Brick Conc. T - Concrete Tiles screen wall
BUF - Built-up CR. - Cement QT. - Quarry Tiles TT. - Terrazzo Tiles
roofing-felt Rendering R.C. - Reinforce Concrete Tz - In- situ Terrazzo
BUP - Built-up GCI - Galvanized S. - Stone VT. - Vinyl Tiles
roofing plastic Corrugated Iron
St - Steel W.Bd - Weather Boarding
C.Bk - Cement Brick LAC. - Light-weight T. - Timber WCR. - Waterproof
Asbestos Cement Rendering
Cement TF. - Timber Flooring
CCR - Colored MSW. - Metal Name
Cement screen wall
Rendering
CHB - Cement Hollow MT. - Mosaic Tiles
Block
Both the base material and the finish shall be given in the case of floors and flat roofs, thus:
Conc. /VT RC/WCR.
The standard of the building relates to the general standard of finishes rather than to construction and shall be given as one of the
categories:
Prestige, high, normal, low
8. All prime cost and Provisional Sums shall be listed in the space provided, or on the attach sheet, and in the case of “Revised” and
“As Completed" Detailed Abstracts, figures as allowed and as actually expended shall be shown
9. Where Quantity Surveyor is employed on a project, all Detailed Abstracts shall be prepared by him.
10. The C.E.B. / electrical authority shall be consulted by the Architect/Engineer before costs are inserted in the Detailed Abstract.
11. The amount of Professional fees for each Consultant Shall be inserted in the space provided, the total amount being placed in the
'Cost" column.
L - C 3 l 7 8 PNMB, Kch.
Appendix 8
Page1/6
Appendix 8
Page2/6
Appendix 8
Page3/6
Appendix 8
Page4/6
Appendix 8
Page5/6
Appendix 8
Page 6/6
Appendix 9
Appendix 10
Page 1/4
FORM FOR PROPOSED APPOINTMENT OF CONSULTANTS

(PROJECT BRIEF)
PROJECT TITLE
BRIEF SCOPE OF WORKS
BUDGET INFORMATION
3.1 APPROVED UNDER 5 YEAR MALAYSIA PLAN

(e.g. 8MP) 8MP
3.2 APPROVED SCHEME VALUE RM
3.3 5 YEAR ALLOCATION APPROVED RM
3.4 APPROVED ALLOCATION FOR CURRENT RM
3.5 PRELIMINARY ESTIMATE/VALUE OF WORKS TO RM
BE CARRIED OUT
Appendix 10
Page 2/4
Appendix 10
Page 2/4
(Appendix A)
4.1 SITTING APPROVAL : ________________
4.2 SEDC APPROVAL : ________________
4.3 MMKN APPROVAL : ________________
4.4 LAND ACQUISITION : ________________
JUSTIFICATION TO ENGAGE CONSULTANTS:
CONSULTANT REQUIRED
ARCHITECT
(Please tick where appropriate)
CIVIL & STRUCTURAL
MECHANICAL & ELECTRICAL
QUANTITY SURVEYOR
LAND SURVEYOR
OTHERS
(Name eg. Geological Surveyor)
RECOMMENDED CONSULTANTS
(i) Architect (a) M/S

(b) M/S
(c) M/S
(ii) Civil and Structural (a) M/S

(b) M/S
(c) M/S
(iii) Mechanical & Electrical (a) M/S

(b) M/S
(c) M/S
(iv) Quantity Surveyor (a) M/S

(b) M/S
(c) M/S
Appendix 10
Page 3/4
* APPOINTMENT OF CONSULTANTS
(CONSULTANT BRIEF REPORT)
NAME OF CONSULTANT (Recommendation for Architect/Civil & Structural/

Mechanical & Electrical/Quantity Surveyor)
CONSULTANT’S BACKGROUND
NUMBER OF SUPPORTING STAFF

3.1 Professionals employed as at date of application
Other
Architect Q.S. Civil Eng Mech Eng Elect Eng (Surveyor
etc)
3.2 Technical/Supporting Staff:
LIST OF WORKS/JOBS GIVEN FOR THE LAST 3 YEARS AND

OUTSTANDING JOB APPOINTED MORE THAN 3 YEARS AGO.
(To use separate list. See Appendix Bl) NONE
Appendix 10
Page 4/4
Appendix 11
Appendix 12
Appendix 13
Appendix 14
Appendix 15
Appendix 16
Appendix 17
Page 1/2
PWD142B
AS TENDERED DETAILED ABSTRACT FOR Final Total Amount of Main Tender $
(Original form - Pink) Contractor for Main Work Class
Cont Period
Tender Valid Until
Cost RM Date of Possession of Site Expected Date of Completion
1
PRELIMINARIES --
Basic Unit Rates
-
Volume-Ft. Cu. Cost/Ft. Cu. Area-Ft. Sup. Cost/Ft. Sup.
a
b
c
d
e
f
g
h
tendered and D items done by the DepartmentInsert T for items included in Main Tender, X for items

INTERNAL SERVICES

S
6
7
8
9
10
Charge
12 Sewerage
13 Water Supply Prime Cost and Provisional Sums
EXTERNAL WORKS
14 Special Foundations Item Allowed Actual

15 Site Works
16 Surface Drainage
17 Road: and Paths
19
20
21
22
23
24
2s Advertisements All-in Unit Rates
26 Supervision Volume-Ft. Cu. Cost/Ft. Cu. Area-Ft. Sup. Cost/Ft. Sup.
FEESPROFESSIONAL
27 RM Quantity
28 Surveyor
29 Designation Date
30 Engineer/
31 Architect
32 Date
33 Director
of
Total Cost of Project RM
Public Works
Savings RM Date
Appendix 17
Page 2/2

(vi) From fop face of concrete foundations up to hall way
(a) Upon preparation 01 Sketch Design (- (vii) From lop lace of concrete foundations up to average
Tendered').
(viii) From top face of concrete foundations up to 2' 0”
applicable in any particular case shall have a dash inserted (ix) From top face of concrete foundations up to 2 ’ 0 ”
10. Contingencies in the Preliminary Detailed Abstract shall (x) From Ground level to the foregoing heights when

Abstract.
First Floor. etc.
Cement screen wall
Rendering
Block
Conc. /VT RC/WCR.
categories:
'Cost" column.
GUIDELINE FOR OPERATIONAL PROCEDURES FOR BUILDING PROJECTS
– POST CONTRACT STAGE
6. BUILDING CONTRACT ADMINISTRATION AND SUPERVISION

This procedure describe the process flow for the followings
i) 6(A) Appointment of the Site Supervision Team for Project Supervised by
Consultant
ii) 6(B) Contract Administration and Construction Supervision
iii) 6(C) Project Hand Over to Client After Completion
iv) 6(D) Project Completion; and
v) 6(E) Quality Record.
6.6 (A) Appointment of the Site Supervision Team For

Project Supervised by Consultant
1. Instruct the Consultant to submit the proposed Site AIC

Supervision Team and cost estimate for the administration
and supervision for the construction of the project.
2. Receive the proposed Site Supervision Team and cost SH

estimate from the Consultant through AD (B).
3. Instruct AIC to cheek and if in order prepare submission to SH

the relevant Federal/State Authorities for approval.
4. Upon approval, inform the Consultant via letter on the AIC

approval and request the Consultant to submit 8 copies of
Supplementary Agreement for supervision.
5. Inform relevant Branches and other related parties on the AIC

approval.
6.6 (B) Contract Administration and Construction

Supervision
1. For Federal Projects, complete the As Tendered Detailed AIC

Abstract (Appendix 17) and instruct SO/PD to arrange for
site handing over
2. Prior to handing over of site, arrange the first Coordination SO/PD
Meeting, if required.
3. Arrange a date for site handing over to the Contractor and SO/PD
followed by the first Site Meeting.
4. The following parties should be present to attend the first site

meeting.
 Client
 Public Work Department
 Contractor
Coordination meeting among the Client/Contractor or JKR
will precede the project site meeting, if required.
5. Arrange site meeting on a monthly basis, if required, to

discuss the following matters: SO / PD
 Physical Progress
 Monitoring of Work Program
 Resources-Manpower/Materials/Machineries/Plants/
Equipment
 Information Required by the SO/PD
 Information Required by the Contractor
 Quality Control of Materials and Workmanship
 Environmental Control/Protection
 Financial Details
 Other Matters
 Date of Next Site Meeting
6. C.O.W. record and update daily activities and information in C.O.W.

connection with construction supervision and contract
administration on site including other details as required in
the Site Diary Book (Appendix 18).
7. Arrange to prepare and compile Monthly Progress Reports SO/PD

with at least the following information:
 Contract Particulars
 Physical Progress
 Financial Progress
 Photographs
 Critical Issues
These Monthly Progress Reports shall be distributed to AL)
(B), other relevant Branches and agencies where necessary
every first week of the month.
8. Monitor and ensure that the project is constructed in SO/PD

accordance with the contract drawings and specifications.
9. Carry out necessary checks arid test as required in the SO/PD
contract.
10. Ensure that safety and health requirement are compiled with SO/PD
in accordance with the Occupational Safety and Health Act
during all stages of the construction.
11. Process and prepare the following where relevant, among SO/PD
others:
a) Interim Certificates
Upon receiving the claims for interim payment from the SO / PD

Contractor, check and certify these claims based on the
investigation report, site diary and site visit.
Prepare Payment Certificate (Appendix 19) if the claims SO / PD

have reached the minimum interim payment and submit
to AD (B) or DE for payment (Refer to Procedure JKR-
CP Item 7.4).
For contract more than RM5.0 m., all payments shall be SO / PD

made in Headquarters.
b) Proposal to Issue Variation Orders (PTIVO) if

required
Prepare and submit Proposal To Issue Variation Order SO / PD

(Appendix 20) for approval by DE for PTIVO less than
RM 10, 000 and DPW/Dy. DPW (Dev.) for PTIVO more
than RM10, 000. (Refer to Procedure JKR-CP PM-04
Item 7.1)
c) Variation Order (VO)
Upon approval of PTIVO, instruct the Contractor to carry SO / PD

out the works and prepare Variation Order. (Refer to
Procedure JKR-CP-PM-04 item 7.1)
d) Price Variation Order
Prepare Price Variation Order, if required. (Refer to SO / PD

Procedure JKR-CP-PM-04 Item 7.2)
e) Extension of Time
Receive and process application of Extension of Time SO / PD

from the Contractor. (Refer to Procedure JKR-CP-PM-
04 Item 7.3)
a) Certificate of Non-Completion
If the Contractor fails to complete the construction works SO / PD
by the Date of Completion or any extended date fixed,
prepare for Certificate of Non-Completion to the
Contractor. (Refer to Procedure JKR-CP-PM-04 Item
7.3)
b) Notice of Default
If the Contractor without reasonable cause wholly
suspends the carrying out of the works before SO / PD
completion date or fails to proceed regularly and
diligently with the works or has abandoned the contract,
proceed to give the Contractor notice specifying the
default (Refer to Procedure JKR-CP PM-04 Item 7.5)
c) Certificate of Practical Completion

Upon practical completion of the works, mange joint
SO/PD site inspection between the, Contractor and the
Client’s representatives to check on the following:
 Defects
 Non-Conforming Works
 Outstanding Works
Issue the ‘Certificate of Practical Completion’ (Appendix

21) to the Contractor if the Contractor has the all SO / PD
necessary requirements under the contract, then is.
The Certificate shall be attached with a list of minor

outstanding and/or defective works, which need to be SO / PD
completed by the Contractor.
Upon issuance of Certificate of Practical Completion,

prepare penultimate payment to the Contractor to SO / PD
release the first half of retention money to the Contractor
(Refer to Procedure JKR-CP-PM-04 Item 74).
Instruct the Contractor/Consultant to produce As-Built

Drawings if required. Upon verification, comply with the SO / PD
Drawing Management and Control Procedure (Refer to
Procedure JKR-CP-PM-02).
a) Defect Liability Period
During the Defects Liability Period, periodic inspection SO / PD

on the completed works shall be carried out by the
SO/PD together with the Contractor as stipulated in the
contract. Records of all inspection and rectification
works shall be maintained.
If there are any defects, instruct the Contractor in writing SO / PD

to rectify these defects within a reasonable time frame.
Carry out the final inspection and issue a ‘Schedule of SO / PD

SO / PD Defects’ in writing to the Contractor not later
than fourteen (14) days before the expiry of the Defects
Liability Period. A time flame is set for the Contractor to
complete the rectification works not later than three (3)
months after the receipt of the said Schedule.
Monitor and supervise the rectification works carried out SO / PD

by the Contractor to ensure that there is compliance with
the issued Schedule.
b) Certificate of Making Good Defects

Upon satisfactory completion of all rectification works, SO / PD
issue to the contractor ‘Certificate of Completion of
Making Good Defects’ (Appendix 22) to the Contractor.
c) Final Payment Certificates
Prepare Final Payment Certificate after the issuance of

‘Certificate of Completion of Making Good Defects’ to
the Contractor.
6.6 (C) Project Hand Over To Client After Completion

1. Prior to handing over the completed project to the Client, SO / PD
prepare a Report of Hand Over of Project’ (Appendix 23)
2. Arrange and inform the Date of Handing Over of Project to SO / PD

the Client.
3. On the site handing of project to the Client, the following SO / PD

should be present on site:
 Client
 JKR Representative
 Contractor
6.6 (D) Project Completion

1. Upon issuance of the Final Payment Certificate, prepare and SO / PD
submit the followings for the department’s review and record:
 As Completed Detailed Abstract (For Federal project)
(Appendix 24)
 Project Completion Report (for State Project only)
(Appendix 25)
 Building Register
 Contractor’s Performance Report (Refer to Procedure
JKR-CP-PM-04 Item 7.6).
6.6 (E) Quality Records

SO / PD
All minutes of meeting, correspondences, site records,
drawings and forms related to project management and
administration are kept in Building Branch and Divisional
Offices, for a minimum period of 7 years.
Appendix 17
PWD142B
AS TENDERED DETAILED ABSTRACT FOR Final Total Amount of Main Tender $
(Original form - Pink) Contractor for Main Work Class
Cont Period
Tender Valid Until
Cost RM Date of Possession of Site Expected Date of Completion
1
PRELIMINARIES --
Basic Unit Rates
-
Volume-Ft. Cu. Cost/Ft. Cu. Area-Ft. Sup. Cost/Ft. Sup.
a
b
c
d
e
f
g
h
tendered and D items done by the DepartmentInsert T for items included in Main Tender, X for items

INTERNAL SERVICES

S
6
7
8
9
10
Charge
12 Sewerage
13 Water Supply Prime Cost and Provisional Sums
EXTERNAL WORKS
14 Special Foundations Item Allowed Actual

15 Site Works
16 Surface Drainage
17 Road: and Paths
19
20
21
22
23
24
2s Advertisements All-in Unit Rates
26 Supervision Volume-Ft. Cu. Cost/Ft. Cu. Area-Ft. Sup. Cost/Ft. Sup.
FEESPROFESSIONAL
27 RM Quantity
28 Surveyor
29 Designation Date
30 Engineer/
31 Architect
32 Date
33 Director
of
Total Cost of Project RM
Public Works
Savings RM Date
Appendix 17
Page 2/2

(xi) From fop face of concrete foundations up to hall way
(a) Upon preparation 01 Sketch Design (- (xii) From lop lace of concrete foundations up to average
Tendered').
(xiii) From top face of concrete foundations up to 2' 0”
applicable in any particular case shall have a dash inserted (xiv) From top face of concrete foundations up to 2 ’ 0 ”
16. Contingencies in the Preliminary Detailed Abstract shall (xv) From Ground level to the foregoing heights when

Abstract.
First Floor. etc.
Cement screen wall
Rendering
Block
Conc. /VT RC/WCR.
categories:
'Cost" column.
Appendix 18
Page 1/3
SITE DIARY
FOR CONTRACT WORKS
Contract No ……………………………..
Name of Project :…………………………………………………………
………………………………………………………….
Appendix 18
Page 2/3
INSTRUCTIONS FOR USE
1. This diary is to be entered up daily by the P.W.D. site representative, from the
commencement of the project to its final completion.
2. The following details are to be entered daily under the headings given:
Materials delivered or required
(a) Brief note of principal materials delivered.
(b) Any shortage of materials on site.
Works carried out
Brief note of principal works carved out, sufficient to show state of progress.
Visits by supervisory staff
(a) Name or title of visitor
(b) Time of visit
Instructions given to Contractor
3. Instructions re standard of work, rectification required.
4. Instructions re variations required (Engineer to be given full details to
e n a b l e him to confirm in writing to the Contractor).
Miscellaneous
(a) Any records required by Engineer, such as details of excavation depths,
etc. (N.B. Blank pages at end of diary are to be used for this if more
convenient)
(b) Details of any tests carried out, such as on drains, etc.
(c) Brief notes of any accidents, strikes or other occurrences affecting the
works
3. All concrete test cubes taken are to be recorded in the schedule at the end of
the diary Test results may be recorded later if required.
4. All piles driven are to be recorded in the schedule at the end of diary.
5. The blank pages at the end of the diary are to be used for all records, sketches,
etc. for which the daly pages are inadequate. Such entries are to be dated and
made in order.
Appendix 18
Page 3/3
Weather (stating severity and time of rain)
………………………………………………
Extent to which work interrupted by
weather……………………………………………
Number of men employed on site:
Nominated Sub-
Main Contractor
Contractor
Coolies…………………… Painter……………………. Electricians……………….
Steel benders…………...... Drivers/plant operators…… Flat roofing……………
Masons…………………….. Foreman & clerks………… Tile paving……………….
Carpenters……………….....
Plumbers…………………...
Glaziers…………………….
Materials delivered or required:
Works carried out:
Visit by supervisory staff:
Instructions given to Contractor (each to be initialed by Contractor):
Miscellaneous:

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GUIDELINE FOR OPERATIONAL PROCEDURES FOR BUILDING PROJECTS

– PRE CONTRACT STAGE

1. Processing Client Requests & Applications for Annual Allocations Submission of

This Section describes the procedures to:

1. Receive instructions from the State Government through DPW AD (B)

2. Instruct SA (I) to issue memorandum to DE to prepaid and

3. Issue memorandum to DE and instruction relevant SH to

4. Receive submission from DE as well as from other SA (I)

6. Compile and submit a list of prioritized Five Year Malaysia AIC

7. Scrutinize and check the Five Year Malaysia Plan proposals. SH

8. If amendment is required, AIC is to amend the proposals

9. Compile the amended proposals and submit to AD (B) for

10. Receive lists of Five Year Malaysia Plan approved projects

11. Instruct relevant AIC to proceed with implementation of

12. Determine the information in the Adequacy Checklist Form

If Adequacy Checklist Form is incomplete obtain information

1(B) Processing Client Requests For Projects Which Have

1. Receive request to implement approved project from AD (B)

2. Repeat Procedure 1(A) steps 11 and 12 above. SH/AIC

1(C) Application For Annual Allocation

1. (a) Receive instruction from the State Government through AD (B)

2. Instruct SA (I) to issue memorandum to IDE to prepare and AD (B)

3. Issue memorandum to DE and instruct relevant SH to SA (I)

4. Receive submission from DE and instruction AIC to scrutinize SH

5. Proceed to prepare the proposals and consider the following AIC

6. Compile and submit proposals to relevant SH. AIC

7. Scrutinize and check the Annual Development Budget SH

8. If amendment is required, AIC is to amend the proposals AIC

9. Compile the amended proposals and submit to AD (B) for SA

10. Beginning of the financial year, submit official memorandum to AIC

Receive warrant through Sr. Acct., instructs relevant SA to AD (B)

2 SUBMISSION OF SITING APPLICATIONS

To provide information as below:

4. After receiving the Siting Approval from Superintendent of AIC

2. Upon approval by A (B), instruct the AIC to proceed with SH

1. Proceed to prepare Schematic Design in accordance with AIC/DT

3. Carry out feasibility studies and conduct site visit to AIC/DT

4 (B) Preparation of Schematic Design (Consultant)

Compile proposals and submit to DPW for agreement.

For Federal projects costing RM2-30 millions, approval is AIC

4. Upon approval, prepare a letter of commission (Appendix AIC

1. Proceed with Working Drawings based on the approved AIC / DT

2. Prepare and submit via minutes sheet (Appendix 12 and AIC/DP

3. Prepare submission drawings for council’s approval (refer AIC/DT

4 Proceed to prepare Detail Drawings and Special AIC/DP

5. Receive Special Specifications and Drawings from AIC/DP

6. Prepare minutes and submit via minute sheet (Appendix AIC

7. For Federal Projects, prepare cost estimate upon request AIC

5 (B) Preparation of Working Drawings and

1. Proceed with the procurement for consultancy services AIC

2. Upon issuance of Letter of Commission, arrange a AIC

3. Proceed to prepare working drawings and specifications. AIC/DT

6 BUILDING CONTRACT ADMINISTRATION AND SUPERVISION

This procedure describe the process flow for the followings

6 (A) Appointment of the Site Supervision Team For

1. Instruct the Consultant to submit the proposed Site AIC

2. Receive the proposed Site Supervision Team and cost SH

3. Instruct AIC to check and if in order prepare submission to SH

4. Upon approval, inform the Consultant via letter on the AIC

5. Inform relevant Branches and other related parties on the AIC

6 (B) Contract Administration and Construction

1. For Federal Projects, complete the As Tendered Detailed AIC

2. Prior to handing over of site, arrange the first Coordination SO/PD