College of science and technology

Department of civil engineering

Year 4 Structural Engineering

Assignment 1 of Engineering Ethics and Professional Conduct

“ESSENTIAL CONTRACT DOCUMENTS FOR CONSTRUCTION PROJECT”

Done by:
➢ ISHIMWE PACIFIQUE 220004470
➢ LUBAMBO MASETI KENNY 220000170
➢ NGABO FRANK 220003927
➢ NIYITANGA BIENVENUE 220005759
➢ RWAGATARE DANY 220001792
➢ NTWALI DAVID 220015346
➢ TWAGIRUMUKIZA GEDEON 218004839
➢ NKURIKIYINTWARI RAFIKI 220005517

Lecturer: Kazeem Kayode(professor Adewole)

Done on 20th JULY 2023
Contract documents are an important set of essentials for any construction project. The construction of
any building or civil engineering structure involves multivariate teams and a large number of people
coming together. To govern their relationships and ensure the smooth execution of the project, a
construction contract is drafted and signed. These documents serve as the foundation for the
contractual relationship between the various parties involved and help mitigate risks and conflicts
throughout the project lifecycle. Here are the essential contract documents for construction projects:

1. Construction Contract:

The main document governing the entire project is the construction contract. The scope of the work, the
project schedule, the payment terms, the warranties, and the dispute resolution procedures are all
outlined in this document. Additionally, it names the people involved and outlines their various roles
and duties, including the owner, contractor, and architect/engineer.

2. Specifications:

Details on the project needs, such as the required materials, craftsmanship, construction techniques,
and quality standards, are included in the specifications. They aid in ensuring that the work is completed
in accordance with the necessary standards and rules. Specifications are a crucial component of the
contract and are normally created by the architect or engineer. The specifications should detail the
materials and techniques the contractors must use on any given task. It will outline all the quality
standards, acceptable materials, and any quality testing necessary to ensure compliance.

The architect or the engineer will prepare these, and the client will verify them. In turn, the client
provides the specs to contractors who need to perform according to those details. However, any
defective specifications might result in the client being liable to the contractor for increased costs they
may have incurred due to the specs.

In some cases, the contractor may want to substitute one material for another for a variety of reasons.
Contractors should always adhere closely to the specifications prepared by the architect or engineer.
However, in the event that a change is necessary, it is important to follow the steps required to make a
substitution request.

3. Drawings:

The architect or engineer creates drawings, which are graphical representations of the project design.
They offer visual details on the project's layout, size, and various components. These blueprints are
essential components of the contract paperwork and are used by contractors for construction. Drawings
illustrate quantities, locations, dimensions, sizes, shapes, and forms of the elements. These drawings can
be architectural, statical, electrical, mechanical, landscape. They must include adequate information for
the entire project that’s being contracted.
4. Bill of Quantities (BoQ):

The BoQ is a comprehensive inventory of all the supplies, labor, and tools needed to finish the project. It
quantifies the work's scope and aids in project planning, payment evaluations, and precise cost
estimation. It includes quantity and price for each work and after the bidding phase, it will be an
attachment of the contract document. BoQs are frequently utilized in projects with open bidding.

5. Addenda or Amendments:

Changes or clarifications that occur during the pre-construction stage are noted in addenda or
amendments. The initial contract documents are amended by addenda, which are incorporated into the
final agreement. They guarantee that everyone is informed of any changes and avoid
misunderstandings.

6. Conditions of Contract (CoC):

The legal and procedural guidelines controlling the parties' contractual relationship are outlined in the
conditions of contract. It covers topics including the parties' respective rights and obligations, dispute
resolution processes, and time extension clauses.

7. Insurance and Bonding Documents:

To protect the interests of the parties involved, construction projects frequently call for a variety of
insurance policies and performance bonds. Liability insurance, builder's risk insurance, and professional
indemnity insurance are examples of common insurance types.

8. Safety Plans and Manuals:

Projects involving construction must prioritize safety. The safety processes and procedures that must be
followed throughout construction are described in safety plans and manuals. To guarantee a safe
working environment, they examine potential dangers and emergency response procedures.

9. Change Orders:

Any modifications to the scope, budget, or timetable of the initial contract are documented through
change orders. They develop as a result of design modifications, unforeseen circumstances, or other
project-related problems. A clear understanding of alterations is provided by properly recording change
orders, which helps avoid disagreements.

10. Payment Certificates:

Payment certificates are records that the architect/engineer or other designated authority issues to
attest to the completion of the work and to authorize payments to the contractor. They contain
information about the finished work, the materials employed, and other pertinent details.
11. Punch Lists:

Near the end of the project, punch lists are created that include a list of minor incomplete or defective
things that need to be fixed. They act as a manual for the process of final inspection and handover.

12. As-Built Drawings:

As-Built Drawings show the completed project's configuration after taking into account all modifications.
They serve as a record of what was built and offer useful data for upcoming upkeep and improvement.

Conclusion:

A Contract is one of the most important documents for any construction project. All the rights and
responsibilities of the parties are detailed in the contract. Therefore a construction contract must
include supplementary documents. These essential contract documents provide a framework for
successful construction project execution. Clear and detailed documentation is vital for effective
communication, risk management, and dispute resolution. Thoroughly preparing and adhering to these
documents will enhance the chances of delivering a high-quality project on time and within budget.

REFERENCES:

• https://www.projectcubicle.com/contract-documents/
• https://www.levelset.com/blog/construction-contract-documents-guide/
• https://nzangimuimi.com/blog/contract-documents-in-a-construction-project/