Intercontinental Ha Long Bay (ICHL) Project Mace Document Control Flow Chart

Contractor Submittals
(Shop drawings, material submissions / samples, programmes, supplier approvals, etc.)

MACE QUALITY MANAGEMENT PRE-SUBMISSION

Working with the Design Consultants through weekly design progress and coordination meetings Mace aim
to improve the quality of design coordination between disciplines and improve the level of design detail
before submissions reach the Contractor. This includes reviewing design submissions at completion
gateways, providing comments and arranging workshops if necessary. The expected advantages of this
management input are reduced errors by the Contractor on site, reduced delays due to design clarifications.

SUBMISSION
Contractor issues submittal
Mace DC Procedure: as hard copy with
submission cover sheet,
Step 1: Tag: IC ref number transmittal and soft copy via
email for upload to the Box.
Step 2: Stamps date received and initial

Step 3: Check the document’s reference number if it VERSION CONTROL

is correct according to the naming protocol INBOX Mace will keep updated drawing
Mace DC receives and registers from Design Consultants
Step 4: Update incoming document register stamps submittal and on site to check that the
issues for review by PM. Contractor is working off the
latest design revisions at all times.

Mace Project /
Package Manager
Review

YES MACE CAN

APPROVE?
(Generally Same Day as Received)

NO

CONSULTANT (Generally 3 – 5 Days Response Time)

APPROVAL (May be longer for Design Changes with wider impact)

NO REQUIRE
CLIENT (Generally Same Day as Received)
APPROVAL?

YES
‘FOR APPROVAL’
Reviewer writes ‘For
Approval’ on Cover Sheet
Submission Form.
Mace DC scans submittal
sheet and emails to Client
before issuing hard copy.

YES CLIENT NO (Generally 3 – 5 Days Response Time)

APPROVAL (May be longer if there is a resultant
by email / Design Change or Cost Impact)
hardcopy.

Mace to Review,
(If Reviewed by Mace generally 3 – 5 Days Response Time)
Respond and
(If approved by Client then processed Same Day)
Update Alert Status

Mace DC issue to
STATUS B STATUS C
STATUS A Contractor as
Proceed, in line with Do not proceed
Proceed.
comments.
rejected and Client
and resubmit.
for information

Mace DC Procedure:
RETURN TO CONTRACTOR
Step 1: Update Status Register. Mace issue approved
submission to Contractor to
Step 2: Update Out-Going Document Register. proceed as per comment and
send to Client for information.
Step 3: Issue to Contractor and Client with a
Document Transmittal Cover Sheet.
Notes:
UPLOAD FILING RECORD
- Mace DC must record all correspondence on
Step 4: Save Scanned Final Revision to Box for Record. Mace DC to upload scanned copy incoming and outgoing register
of proceeded submission onto Box
for record.
Intercontinental Ha Long Bay (ICHL) Project Mace Document Control Flow Chart
Request for Information

SUBMISSION
Contractor issues RFI in hard copy with SUBMISSION
submission cover sheet and soft copy Consultant sends RFI via email
via email, linked to

INBOX
Mace DC receives stamps RFI (Same Day)
and issues for review by

Mace Project / Package

(3 – 5 Days)
Manager review

FORWARD
(3 – 5 Days) MACE CAN Mace DC to issue RFI to (Same Day)
ANSWER? relevant Consultants for
YES NO
response

RESPONSE
Consultants responds (3 – 5 Days)
to Mace DC

ISSUANCE ISSUANCE
Mace DC issue response to (Same Day) Mace DC issue response to (Same Day)
Contractor / Consultant to Contractor / Consultant to
proceed proceed

UPLOAD FILING UPLOAD FILING

Mace DC to upload scanned Mace DC to upload scanned (Same Day)
(Same Day) copy of the responded RFI
copy of the responded RFI
onto Box onto Box

Mace DC Procedure:

Step 1: Update status register

Notes:
Step 2: Update Out-going register - Mace DC must record all correspondence on incoming and
Step 3: Issue the RFI response to Contractor and Client outgoing register
with a Document transmittal sheet

Step 4: Saved scan final revision to Box

Intercontinental Ha Long Bay (ICHL) Project Mace Document Control Flow Chart
Contractor Method Statements

Mace DC Procedure: SUBMISSION

Contractor issues submittal
Step 1: Tag: IC ref number in hard copy with
submission cover sheet
Step 2: Stamps date received and initial and soft copy to Mace DC
for record on the Box
Step 3: Check the document’s reference number
if it is correct
INBOX
Step 4: Update incoming register Mace DC receives and (Same Day)
stamps submittal and
issues for review by:

Mace Project /
Package Manager (2 Working Days)
Review

MACE
APPROVAL
NO Mace DC returns to
Contractor for revision
within 48
(Same Day) and resubmission
hours

YES (Same Day)

ISSUANCE TO
CONTRACTOR
Mace issues approved (Same Day)
Mace DC Procedure: submission to contractor
to proceed and to Client
Step 1: Update status register for information

Step 2: Update Out-going register

UPLOAD FILING
Step 3: Issue to Contractor and Client with a Notes:
Mace DC to upload scanned
Document transmittal sheet copy of the approved MS (Same Day)
- At each stage the Mace DC must update the
onto the Box and BIM
Step 4: Saved scan final revision to Box Cloud System for record Master Drawing List.
Intercontinental Ha Long Bay (ICHL) Project Mace Document Control Flow Chart
Incoming Correspondence
(i.e. Letter, EWN, Instructions, etc.)

Mace DC Procedure: ISSUANCE OF

CORRESPONDENCE
Step 1: Tag: IC ref number Client / Consultant /
Contractor
Step 2: Stamps date received and initial

Step 3: Check the document’s reference number

if it is correct
Mace DC receives and
Step 4: Update incoming register stamps correspondence
with signature and assigns (Same Day)
“incoming” number

Mace Project /
Package Manager (2 Working Days)
Review and Action

Mace DC assigns a
reference number and
(Same Day)
obtains signature from
sender

RETURN TO ‘RECEIVER’
Mace DC Procedure: Mace DC sends response to
(Same Day)
receiver specified by sender
Step 1: Update status register as hardcopy

Step 2: Update Out-going register

Step 3: Issue to Contractor and Client with a

Document transmittal sheet UPLOAD FILING
Mace DC to upload scanned
(Same Day)
Step 4: Saved scan final revision to Box copy of the approved WMS
onto Box

Notes:
- Mace DC must record all correspondence on
incoming and outgoing register
Intercontinental Ha Long Bay (ICHL) Project Mace Document Control Flow Chart
Alternative Proposal by others

ALTERNATIVE PROPOSAL
Alternative Design, Sample or
Method is put forward by
i.e. Consultant, Contractor with
description and drawings and
RAISE EWN (as needed) issued to Mace for review
Mace Project Manager raises
(Same Day) Early Warning Notice to
Client

Mace cancels CR and Mace seeks

(Same Day) advises the Originator REJECT Mace and COMMENT / ADVISE
Design Team additional
and the Design (Same Day) Review (3-5 Days) information
Supervisor

ISSUE CR
Mace assigns reference number and
upload onto the Box and the BIM Cloud
System

(Same Day)

DESIGN COMMENT
Design consultants comment on impact of
change and state design fees and prepare
detailed design of change for pricing and
upload comments in BIM Cloud System

(If the CR is of a complex nature the QS (3-5 Days)

may seek to secure an agreed price
from the Contractor before processing. COST ESTIMATE
If the CR is urgent then a meeting will QS estimate cost
be called with the contractor’s impact of change and provides budget
costs for CR processing for all packages
commercial team to agree a price for
and upload comments in BIM Cloud
the change)
System

(3-5 Days)
CONFIRMATION OF IMPLICATIONS
Mace confirm cost and
programme implications
for each package affected and upload
comments in BIM Cloud System
(3-5 Days)

FINAL REPORT Client requests

BIM to review and prepare summarize additional
report for BOD’s approval Information.

Mace cancels CR and

advises the Originator REJECT BOD BIM COMMENT
and the Design (Same Day) Review (3-5 Days)
Supervisor
APPROVE

ISSUE ENGINEER’S
INSTRUCTION
Mace to raise and issue
Mace DC Procedure: EI to contractor and/or
instruct consultants to
Step 1: Update status register commence with change

Step 2: Update Out-going register

(Same Day)
Step 3: Issue to Contractor and Client with a
Document transmittal sheet UPLOAD FILING
Mace DC to upload scanned copy
Step 4: Saved scan final revision to Box of the signed EI onto the Box
Notes:
- Mace DC must record all
correspondence on incoming and
outgoing register
Intercontinental Ha Long Bay (ICHL) Project Mace Document Control Flow Chart
Contractor’s Payment Process (IPA&IPC)

Mace DC Procedure:
ISSUANCE OF IPA (Day 1)
Step 1: Tag: IC ref number Contractor issues Interim Payment Application (with
draft invoice) for Mace and WTP (QS) parallel review on
Step 2: Stamps date received and initial the 5th Day of the Month as per Client request.

Step 3: Check the document’s reference number

if it is correct

Step 4: Update incoming register Mace seeks

Mace to check
additional
completeness
information

INBOX
Mace upload initial / draft onto the Box and the BIM Cloud System

(Day 2-12) Mace & WTP (QS) assesses the Interim Payment
Application and value the works completed to the end of (10 Days)
the assessment period. Interim Payment Application will
be processed the following period if submitted late.

JOINT SURVEY / FINAL AGREEMENT

(Day 10) The Contractor to invite Mace and WTP for a site
walk for Day 13 (3 days prior) and finalize comments/
agreement.
Mace to send invitation inspection request to BIM through
the BIM Cloud System.

(Day 14-42) Mace issues the IPA with comments to BIM for
review and further comment through BIM Cloud System. If
no further comments then Mace PM produces draft (7-28 Days)
Interim Payment Certificate based upon the agreed
valuation. PM returns to the Contractor to update.

(Day 43) Contractor raises their invoice to the certified

value. The invoice shall be issued to BIM with the signed
IPC as supporting document.

INBOX
Mace upload the issued IPC onto the Box and the BIM Cloud
System

Internal
Client
Process

PAYMENT (Day 44 - 52)

The Employer shall pay to the Contractor the amount
certified in the Interim Payment Certificate within 52
days after the WTP (QS) receives the statement and (8 Days)
Mace DC Procedure: supporting documents. Pursuant to clause 14.7 of the
FIDIC form.
Step 1: Update status register

Step 2: Update Out-going register

Step 3: Issue to Contractor and Client with a UPDATE REGISTER Notes:

Document transmittal sheet Mace DC to update register
with the final agreed IPC for - Mace DC must record all correspondence
Step 4: Saved scan final revision to Box record purposes.
on incoming and outgoing register
Intercontinental Ha Long Bay (ICHL) Project Mace Document Control Flow Chart
Inspection Procedure
Contractor workers prepare
the works on site under
Contractor Engineer
Supervision

Contractor Engineer arranges

internal inspection with
(In Contractor’s own Contractor QA/QC when
planned time) works are deemed to be
complete

Same time formally request

Mace Supervisor inspection
(24h before the planned 24h in advance using the
Mace inspection time) agreed form and schedule an
appropriate date & time

Contractor workers
Contractor FAIL Repair / Modify based
(Any time that suits the QA/QC on all comments and
Contractors Programme) Inspection issues found by
Contractor QA/QC
PASS (In Contractor’s own planned time)
Contractor
QA/QC
APPROVAL

Inform Mace Supervisor of

Approval via email and
proceed with scheduled
inspection as planned

Client Construction Team to

be CC copied on all
inspection plan and
schedule communications
by Contractor and Mace for
their information and may
conduct random inspections
at reasonable times
following Mace Supervisor
final APPROVAL on the site
Mace Supervisor has prepared
for the inspection during past
24h and now attends the site
at the agreed date & time
with the Contractor Engineer, (Day of planned works)
Contractor QA/QC and CS
Lead (as and when required
depending on the complexity
of the works being inspected)

Once the Repair /

Modification of the defect
list has been completed and
the Contractor QA/QC is in
agreement - Mace
Supervisor is called in again
for Final Inspection; no need
to return to Contractor
internal inspection
(Day of planned works)
• Final inspection may not take
place later than 19H00 if major
defects are still ongoing Repair
/ Modification
• If later than 19h00 - postpone
the works to the next day or
whenever suits the
Contractors Programme
(Same Day as inspection took place)
Mace
Supervisor
Inspection
PASS
Mace
Supervisor
APPROVAL
All required parties sign
off on the inspection
documentation (2 sets) on
site and the works can
proceed for concrete
casting or whatever the
planned activity may be
Contractor DC keep 1 set
original inspection
documentation on file at the
site office and provide 1 set
original for Mace DC to
keep on record in our file at
the site office
Mace prepare a defect list
which is issued to the
FAIL
Contractor Engineer and agree
time required for Contractor
workers Repair / Modify based
on all comments and issues
found by Mace Supervisor
(Day of planned works)
• The Contractor Engineer is required to make notes
during the inspection with Mace Supervisor for their
use during repair / modify as well as sign off by both
parties once comments and issues agreed.
• Mace will take pictures of defects before and after.
(Directly after Mace Supervisor informs Contractor of final
APPROVAL)
• In an effort to avoid unnecessarily delaying the works, no
further minor defects should be raised to the Contractor
following sign-off.
• However, Quality and Safety of the works always take priority
and if further major defects are noticed by Mace or Client then
these should be raised to the Mace Supervisor timeously who
will put the works on hold until the defects have been suitably
repaired / modified.
• Mace's CS lead shall inform the Client Construction Team of
the inspection results - PASS or FAIL - for their information.
• Further to the original sets of inspection documentation signed
on site, Contractor are required to provide 6 complete sets of
inspection documentation for signing as per Contract.

Mace DC to provide Client the approved

inspection documentation including rectification
(Next Day as inspection took place)
evidence of defects list by uploading in the BIM
Cloud System.