Chapter 7

Contractor’s Site Organization

Introduction

When a promoter sees the need for a new civil engineering project, he
has to appoint two specialists to help him achieve his goal: an
engineer and a contractor. Basically, the engineer undertakes the
design of the project and the contractor undertakes the construction.

The contractor is a firm which undertakes to carry out construction

work laid down in a contract signed between the contractor and the
promoter (client). As soon as the client accepts the tender submitted
by the contractor, the contractor will commence planning the
provision of labour, materials and plant as required for the
construction master programme. In addition, the contractor should
provide all necessary supervision during the execution of the
construction work.

The contractor’s site personnel are very important: they are there to
ensure the construction work is carried out under adequate
supervision.

Typical Organization Charts

The type and pattern of site organization decided by a contractor

varies for different contracts. In general, it depends on the contract
value, contract duration, site location and the extent and complexity
of the works.

In a small contract, e.g. remedial work in slope protection, in which

there is no diversity of work, a single person representing the
contractor may be sufficient though he may be need to perform
engineering as well as other administrative duties. From time to time
he reports work progress to the head office and seeks advice
whenever a problem on site arises.

For a medium-size job in civil engineering construction, e.g. site

formation work involving major cutting and filling, site organization
is expanded to include a number of professionals to undertake
specific tasks. A site organization chart is shown below in Fig. 6.1.

For a large construction contract, such as new town development

involving substantial bridgeworks and roadworks, where different
types of work are processed at the same time, the previous
organization chart is no longer appropriate. Facing a heavier
workload, and to ensure the work is carried out effectively, the
professionals require subordinates to be in charge of various sections
of the works. A further subdivision of work is thus inevitable.

Fig. 6.2 illustrates the site organization used for a large job involving
major bridgeworks and roadworks.
The Contractor’s Site Personnel

The key personnel in a contractor’s site organization include:

i) Site Agent
ii) Site Engineer
iii) Plant Engineer
iv) Office Manager
v) General Foreman
vi) Quantity Surveyor
vii) Land Surveyor

i) The site agent

The chief person representing the contractor on site is the site

agent. In some contractors, this post is known as the project
manager; under him there may be a number of site agents
responsible for various sections of the contract.

The site agent’s qualifications and experience are always

specified in the contract. But the resident engineer may
disapprove of the appointment of an agent, if he feels that the
appointee is not suitable for the post.

The contractor, after receiving the notice of disapproval form the

engineer should replace the site agent with another more
competent agent. But again, the engineer may disapprove of the
new appointee.

Being the chief administrator on site, the site agent is responsible

for directing and controlling all construction works. His main
duty is to see that all work is constructed according to the
requirements of the contract.

To ensure effective action is carried out, the agent should have

appropriate powers delegated from his employer (the contractor).
Depending on his standing within the company, the company
policy and the nature of the contract, the agent may have the
power to recruit the necessary staff, hire plant machinery and
purchase materials.

The agent is usually an experienced engineer in the construction

of civil engineering projects. As the leader of the construction
team he must be able to demonstrate his ability to organize and
make sound decision. Of course he should also possess some
general sense of how a business is run. The success of a project
depends on the satisfactory completion of the works according to
schedule and the profit contribution to head office.

A good agent helps not only the contractor but also the engineer.
Very often the site agent may discover omissions or errors in the
contract drawings, which, if made known to the engineer early,
could avoid delay and minimize extra cost for additional work.

For a large job, a deputy agent (sub agent) is sometimes

appointed to assist the agent. Again, if the extent of the works is
still too large, a number of sub-agents will be appointed to take
direct control of specific areas of the job. Sometimes, a sub-agent
may take up administrative functions such as ordering materials
 and making quantity measurements.

ii) The site engineer

Generally the site engineer is responsible for the engineering

aspect and in particular the accuracy of construction work. He
has to check all information in the drawings issued by the
engineer and to liaise with the foreman to plan the materials and
plant requirement before work can begin. Also he has to ensure
the right amounts of specified materials are used in the
construction.

The design of engineering work on site is also one of the site

engineer’s duties. The engineering works include temporary
works such as the construction of approach bridges, falseworks,
site drainage, alignment and layout of access roads.

After completion of the works, the site engineer has to submit

records of certain aspects of the job, such as site levels and test
results, and to assess the quality of the finished works.

iii) The plant manager

In modern construction projects the use of plant helps to speed

up the completion time. The contractor’s head office usually
determines the type and the number of plant to be used for a
particular project. However, it is the responsibility of the plant
manager to provide the pant and maintain its efficiency on site.

It is also his job to have the plant available as stated in the

construction programme proposed by the agent. He is kept
informed of the long-term planning of the project and of
short-term requirements.

Depending on the contract size, the quantity and the type of palnt
required, the plant manger may need the assistance of supporting
staff such as the plant engineer, mechanics, fitters and a number
of plant operators.
 In order to ensure the continuous operation of the plant, a
well-equipped workshop and a stock of spare parts is required. A
properly maintained plant record showing the working history,
fuel consumption and maintenance and replacement details will
assist the management in helping to keep the running costs of the
plant low.

iv) The office manager

The office manger is responsible for the efficient administration

of non-technical matters on site. The extent of the administration
varies considerably depending on the location of the site and the
complexity and service requirements of the works. His basic duty
is to carry out the paper work such as issuing purchasing orders,
arrangement payment of wages and dealing with all
correspondence. Other functions include checking accounts and
insurance schemes, promoting safety practices, site welfare and
labour relations.

v) The general foreman

The general foreman is responsible for issuing instructions to

section foremen and ensuring that the works are constructed
according to the agent’s construction programme. He is the key
person in controlling the execution of works by mobilizing the
labour force as required. He spends some of his time visiting
every part of the site every day. He has to advise the agent about
the requirement of materials, the plant manager about the type
of plant needed and the site engineer about the setting out and
recording of the required lines and levels.

The general foreman usually has extensive practical knowledge

in various construction skills. Though he may not be
academically qualified as an engineer, he must have experience in
using the machines and the ability to differentiate materials.
Furthermore, as a key person in transforming a set of
construction drawings into finished structures, he should have
 the ability to read from the drawings, to demonstrate to the
labourers how the work is carried out and to supervise them
accordingly.

vi) The quantity surveyor

During the course of construction the contractor receives

payment, usually on a monthly basis, according to the amount of
work completed. The quantity surveyor measures this quantity of
completed work. The amount of work must be agreed upon by
the resident engineer’s staff. After approval, a statement is then
submitted to the resident engineer for certification before
payment is received from the promoter.

Nowadays the quantity surveyor is also responsible for other

duties such as preparing information about the financial state of
the contract and dealing with matters in connection with costs,
such as claims and extra work agreements.

vii) The land surveyor

Setting out works and making sure that works are constructed at
correct levels are the responsibilities of the contractor. The land
surveyor and his gangers and chainmen are the people who
actually carry out such works. Theodolites, linen tapes and steel
tapes are essential tools for accurate surveying.