Authority and Responsibility of Project Engineers and Project Inspectors

The effective management of a construction operation can only be achieved through a

well-coordinated team effort. The Project Engineers and Project Inspectors are vital members of
that team, for without them there will normally be no direct involvement in the construction of
the project by the DPWH. The Project Engineer and Project Inspector is the eyes and the ears of
the DPWH whose authority and responsibility on the project are largely based upon that concept.
It is not enough to leave the assurance of quality workmanship and materials entirely in the
hands of the Contractor. The Designer who was responsible for the determination of site
conditions and for the preparation of the plans and specifications should also be available during
the construction phase to provide field consultation and assist in design aspect for the DPWH.

Any issues not easily resolved at the Project Inspector level should be immediately
elevated to the Project Engineer who will either resolve or further elevate them to the
implementing office. The Project Inspector is responsible for protecting the DPWH against
defects and deficiencies in the work. When, in the judgment of the Project Inspector, the plans
and specifications are not being properly followed and he/she has been unable to obtain
compliance by the Contractor, the implementing office should be notified so that appropriate
action can be taken.

Inspection must be performed during the progress of the work. Inspection after
completion defeats the purpose of providing quality control and assurance on the job, as many
potential deficiencies must be detected during construction. Otherwise, they may be permanently
covered. The result could be a latent defect, which might contribute to a structural failure or
other disaster. The Project Inspector, as project representative, should not direct, supervise or
assume control over the means, methods, techniques, sequences or procedures of construction
except as specifically called for in the project specifications. Instead, the Project Inspector should
exercise authority on behalf of the DPWH so that the project is constructed in accordance with
the requirements of the Contract Documents.

Construction administration and quality control by the Contractor or quality assurance by

the DPWH should include continuous on-site inspection throughout construction by one or more
competent, technically qualified and experienced Project Inspectors. If there are several Project
Inspectors on the project, subordinate Project Inspectors will be under the direct supervision of
the Project Engineer. All communications with the implementing office should be through the
Project Engineer. Project Inspectors are responsible for seeing that all details of the design
drawings, shop drawings, reinforcement drawings and similar documents that have been
approved by the Project Engineer are constructed in strict accordance with their respective
requirements.

Neither the Project Engineer nor the Project Inspector has authority to change plans or
specifications or to make their own interpretations, even though they may be qualified with both
design and construction experience. If any question on interpretation arises or if there is a
disagreement with the Contractor on a technical matter or if there appears to be any possibility of
error or deviation from good construction practice that the Project Inspector notices, it should be
brought to the attention of the Project Engineer and implementing office immediately. The
Project Engineer and Project Inspectors can function effectively only when given certain specific
authority.
The Project Engineer or Project Inspector is responsible for seeing that the work being
inspected is in conformance with the Contract Documents. In the performance of assigned duties,
the Project Inspectors would normally assume the following responsibilities:

1. The Project Inspector must become thoroughly familiar with the Contract Documents as
they apply to the work to be inspected and should review them frequently. The Project
Inspectors must be capable of immediately recognizing if the work they are inspecting
conforms to the contract requirements.

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2. If any material or portion of the work does not conform to the requirements, the Project
Inspector should notify the Contractor, explain why it does not conform and record it on
the Project Inspector’s Daily Report (IDR). If the Contractor ignores the notice and
continues the operation, the Project Inspector should promptly advise the Project
Engineer.
3. As a member of the construction team, the Project Inspector must perform all duties in a
manner that will promote the progress of the work. Project Inspectors should be familiar
with the construction schedule and understand how the work, which they are inspecting,
fits into the overall schedule. Completion of the work within the contract time is also
important to the DPWH.
4. The Project Inspector must avoid any inspection, testing or other activity that could be
interpreted as a responsibility of the Contractor; otherwise, the DPWH position may be
jeopardized in the event of a dispute or claim. This applies particularly to the
Contractor’s quality control program for testing and inspecting the Contractor’s materials
and workmanship as a part of his contractual responsibility.
5. If the original Project Inspector must leave, another Project Inspector should take over.
This applies particularly to work that will not be observed again such as driving piles,
laying pipe in a trench and placing concrete.
6. The IDR should include a thorough and accurate recording of the day’s activities. The
Project Inspector must remember that in the event of contract disputes, the IDR may
assume legal importance.
7. When tests are performed on-site, they should be performed efficiently, carefully,
samples must be carefully handled, protected and test failures reported to the Contractor
without delay.
8. Inspections and tests should be prompt and timely
a. Materials should be checked when they are delivered to the project.
b. Preparatory work such as cleaning inside the forms, fine grading of footing areas
should be promptly checked to minimize delay to subsequent operations.
c. Work should be inspected as it progresses. For example, postponing the
inspection of the placing of reinforcing and other embedded items until they are
100 percent complete does nothing but delay progress.
d. A Project Inspector must be available at all times to provide prompt inspections
and a decision when required. Likewise, the Contractor is expected to give
adequate notice to the Project Inspector when the work will be ready for
inspection.
9. If a specification is determined to be unenforceable, it should be immediately brought to
the attention of the implementing office.
10. Anticipate and resolve problems to maintain work progress.
11. Unacceptable work should be recognized in the early stages and reported to the
Contractor before it develops into an expensive and time-consuming operation. The
notification should be confirmed in writing when necessary. A Project Inspector who is
thoroughly familiar with the contract requirements can recognize these situations almost
immediately.
12. Occasionally, a problem may arise that the Project Inspector is unable to handle alone.
This should be reported to the Project Engineer for prompt action. Unresolved problems
can sometimes develop into critical situations and claims.
13. The Project Inspector should thoroughly investigate the situation and its possible
consequences. For example, a request by the Contractor to be permitted to begin placing
concrete at one end of a long footing while the crew is completing the reinforcing at the
far end could be given consideration and not be automatically denied. If necessary, the
Project Inspector should seek advice from the Project Engineer.
14. When work is to be corrected by the Contractor, the Project Inspector should follow it up
daily. Otherwise, corrections may be forgotten or the work covered over.
15. The Project Inspector should stand behind any decision made on issues concerning the
Contractor’s work.

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 16. In the course of his work, the Project Inspector must be capable of differentiating
between those issues that are essential and those that are not. Issues and concerns must be
prioritized while applying common sense.
17. The Project Inspector should be able to recognize safety hazards in the work being
inspected to protect employees, the public and the environment from consequences of
potential accidents. Action must be taken to correct dangerous conditions immediately. It
is the Project Inspector’s responsibility to report unsafe conditions to the Project
Engineer.
18. The Project Inspector has a responsibility to be alert and observant. Any situation that
may delay the completion of the project should be reported to the Project Engineer. The
Project Engineer will report it to the implementing office.

The Project Engineer and Project Inspectors must be delegated certain authority to
perform the required duties properly. The close working relations with the Contractor demand it.
The Project Inspector should use the given authority when the situation demands it and should
not abuse it. In addition, the Contractor is entitled to know what the specific authority of the
Project Inspector is and when the work is not proceeding in an acceptable manner.

1. The Project Inspector should have the authority to verify approval of materials and
workmanship that meet the Contract requirements.
2. In accordance with General Requirements and Conditions of Contract, DPWH Standard
Specifications for Highways, Bridges and Airports, Volume I, 1988, the Project Inspector
is authorized to inspect all work performed and all material furnished. The Project
Inspector is not authorized to revoke, alter or waive any requirements of the contract nor
is he/she authorized to approve or accept any portion of the complete project.
3. The Project Inspector does not have the authority to approve deviations from the Contract
Documents. This can only be properly accomplished with District approval.
4. The Project Inspector should not require the Contractor to furnish more than that required
by the plans and specifications.
5. The Project Inspector should not under any circumstances attempt to direct the
Contractor’s work; otherwise, the Contracting firm may attempt to be relieved of its
responsibility under the Contract.

Public Relations

Frequent notices and progress reports in the local press are very common and effective
methods of keeping the public informed of changing project conditions. Project personnel should
always keep in mind that they are representatives of DPWH and as such, they are expected to
conduct themselves in a manner that will command respect and be a credit to the organization.

The subject of public relations can be divided into the following categories:

1. Internal relations among DPWH personnel

2. Relations with the Contractor
3. Relations with utility companies and other public agencies
4. Relations with property owners
5. Relations with the general public

1. Relations Among DPWH Personnel - within the DPWH, public relations can be divided into
two subcategories:

A. relations between the Project Engineer and staff and

B. relations between the Project Engineer and the District Engineer Office

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a. The Project Engineer and Staff

The development and maintenance of good relations between DPWH personnel is largely
a matter of adequate communication and a clear division of responsibility. Employees must
know precisely what their responsibilities are and they must be given the authority to handle
these responsibilities. The most important communications are between project personnel and the
Project Engineer. It is recommended strongly that Project Engineers hold staff meetings each
workweek during project implementation. At these meetings, the Project Engineer should brief
Project Inspectors on the week’s operations, announce any changes or new assignments of
responsibility and discuss any other pertinent subjects. Project Engineers should provide
personnel with an opportunity to demonstrate their strongest capabilities and highest capacity for
responsibility. The Project Engineer should ensure that Project Inspectors have an opportunity to
gain experience in the various construction phases.

Assignment rotation is encouraged as long as the effectiveness of the overall operation

does not suffer. Similarly, if feasible, assign personnel to operations different from those handled
on previous projects. Newly assigned personnel should study the application portions of the
Standard Specifications, special provisions, the plans, this Construction Supervision Manual and
any other applicable publications of DPWH. An individual should not be required to perform
new duties until the Project Engineer is assured that the person is capable of performing them
correctly and effectively.

b. The Project Engineer and the Implementing Office

Communication is a two-way responsibility. Project Engineers should adequately inform their

supervisors of facts so learning about project events from outside sources does not embarrass the
supervisors. Conversely, good management practice requires that supervisors keep their
personnel informed of decisions affecting an employee’s area of responsibility. Communication
has failed whenever a Project Engineer first hears about a implementing office decision from
outside sources. An important phase of internal relations is the necessity for working with other
functional units within the organization. People in other units do their work with information
available to them, just as construction forces do. They, too, have problems in their work. When
there is a difference of opinion on some part of the project, whether it is about design, traffic
handling or some other feature, the Project Engineer should approach the other party with an
open mind to discuss the problem.

2. Relations with the Contractor

In communicating with the Contractor and the Contractor’s personnel, it is important that
the Project Engineer take a clear position. It is far better to start on a basis of administering the
contract firmly in accordance with the plans and specifications than it is to correct a situation
caused by laxity later in the contract’s life. The employees assigned to construction must have a
thorough knowledge of the plans and specifications governing the contract. Clear evidence of
possession of this knowledge will go a long way in promoting smooth relations with the
Contractor’s personnel. If the Project Engineer and Project Inspectors know the plans and
specifications thoroughly, the Contractor’s personnel will respect the Project Engineer’s
judgment in cases where interpretation becomes necessary. A satisfactory relationship between
DPWH and the Contractor at all levels is an important result of smooth relations between the
Project Engineer and the Contractor’s superintendent. Proper and ethical contract administration
requires the exercise of several essential attributes. Ideally, Project Engineers and Project
Inspectors should be experienced, resourceful and considerate, in addition to having a thorough
knowledge of the specifications and the work to be done.

Numerous collateral duties are also included in contract administration. These duties,
which are equally as important as good engineering, include the following: competent record
keeping, well-monitored personnel activities and enforcement of labor laws and oversight of
safety. The primary responsibility, however, is to ensure that the rights of both DPWH and the

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Contractor are equally and impartially enforced. The taxpayers are entitled to what they pay for
and the Contractor is entitled to payment for constructing the work as defined by the contract. If
any doubt exists about a contractual matter, the Project Engineer has an obligation to clarify in
writing the DPWH position for the Contractor.

3. Relations with Utility Companies and Other Public Agencies

Good public relations with internal and external stakeholders will have a beneficial effect
in completing a construction project within scope, schedule and budget. Preconstruction
discussions that may affect DPWH functional units or local agencies and communities should
involve all stakeholders. The Project Engineer should make early personal contact and establish a
good working relationship with staff of affected utility companies and other agencies. Such
agencies may include: local school districts, local transit agencies, permitting agencies and local
police organizations, local bicyclist and pedestrian advocacy groups, local community groups
and any other government agency or local group with interest in the project. Early personal
contact with staff from these agencies and groups will acquaint them with upcoming construction
operations and will enable them to have input and schedule their work or services to the best
advantage of all concerned.

4. Relations with Property Owners

Another important part of public relations is courteously dealing with the property
owners near the project. The owners are the ones most affected by construction operations. By
courteously listening to the property owner’s problem, request or question and by taking the time
to explain or answer, the Project Engineer can generate faith that DPWH is not an impersonal
organization running roughshod over the general public or the individual. Sometimes this human
approach will reduce unreasonable demands and complaints by the property owner. Construction
operations (for example, temporary closures of streets and driveways and construction noise,
especially at night) may have an adverse effect on nearby residents and businesses adjacent to
the project. Informing business owners and residents near the project about the reason for and the
duration of the activity will go a long way toward a higher degree of acceptance and tolerance.
Timely notice is important. Also consider rescheduling construction activity around major
business or public events. Start public relations early. The fullest possible cooperation of the
Contractor’s organization should be solicited to achieve good public relations most effectively.
By calling on property owners together, the Project Engineer and the Contractor’s superintendent
can assure owners that inconvenience and the nuisance of noise and dust will be kept to a
minimum. For some projects on metropolitan freeways, Contractors have distributed their own
informational folders to property owners. This practice should be encouraged.

5. Relations with the General Public

The main differences in public relations toward the property owners and the general
public occur in the scope of coverage and the degree of personal contact. When highway
construction information must be conveyed to large numbers of highway users (including those
who commute regularly over a particular route and those who use the route only occasionally)
contact the public information officer early in the project. The most satisfactory method is for the
officer to make full use of the press, radio, internet and television to publicize the upcoming
work.

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Records and Documentation Filing System

The filing system should be an orderly arrangement that will make all correspondence,
construction reports, field records; materials test reports, right-of-way information and utilities
status quickly available. Practically all matters handled in the field office will fall into one of
these groups and the subdivisions so formed can be expanded to fit a contract of any magnitude
or complexity. The general principles outlined here areapplicable whether the material is kept in
file folders, loose-leaf binders or envelopes. Job records must always be available for reference
or inspection by DPWH.

The following grouping of file items was prepared for a typical contract. The list should
be expanded or reduced, as necessary, to fit a particular job. The files should be kept in
numerical order with an appropriate index preceding the file or on the face of the drawer.

1. Project Correspondence- (specific contract information)

2. Contractor’s Correspondence- (initiated by the Contractor)
3. General Correspondence
4. Project Inspector’s Daily Reports (IDRs)

A plan rack is required by Specifications for storing certain project data that cannot be
placed in the filing cabinet. The type and number of plans that pertain to the project will depend
on the magnitude of that particular project. Small and infrequently used drawings may be
preserved in better condition by folding and storing in the filing cabinet. A typical job will have
the following drawings and where bulk or frequent use makes folding impractical; these should
be kept on the plan rack. Construction Plans for the Project

1. Cross Sections
2. Right-of-Way Plans
3. Public Utility Plans
4. Working Drawings

Report and Record Procedures

As the work on the project progresses, the Project Engineer must record the
accomplishments and events of each day on the Daily Log and enter supplemental information in
the Project Diary and Project Record Book. The Project Engineer or their representative must
also record the quantities of work performed and their value in the Project Ledger. Information
from these daily records is complied and submitted in the current progress estimate. The Project
Engineer must report the start of work on a project promptly.

Field Office Computer

On all projects field office computers will be called for in the Invitation for Bids (IFB).
The computer will keep most of the field office records. It will always be necessary to retain all
original documents especially the IDR. All field personnel will continue to fill out an IDR. The
information from the IDRs will be compiled on the computer. The computer program is designed
to provide a daily log, an item ledger, progress percentages and progress estimates on any given
day of the month.

Daily Construction Logs and Project Inspector’s Daily Report

To facilitate field office work and compilation of Daily Logs, each Project Inspector will
prepare, in duplicate, an IDR, submitting the original to the field office and retaining the
duplicate. It will include dimensioned sketches and quantity computations as well as the other
data indicated and as such become an original and permanent document. Pertinent information
such as instructions, problems, unusual weather conditions, noncompliance, reasons for delay

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and idle equipment should be noted. Supplemental documentation forms may be used for
sketches or comments. Upon completion of the project, the original IDRs are to be submitted to
the District Engineer Office for retention with the Sketch Book and other project records.

1. Location - show the number or road name on the second line followed by either the locale
or the approximate limits of work.
2. Description - give the type of work being done, such as Grade, Drain and Pave Divided
Highway or Rehabilitation of Existing Road, Resurfacing or Bridges Over (whatever),
etc.
3. Wind - give the intensity, which is more important than direction.
4. Soil or Grade Condition and Tide or Stream Stage - indicate which term applies by
scratching out the term that is not applicable and then fill in the proper description
notation.
5. Temperature - note the temperature extremes for the day. This is particularly important
since temperature controls phases of the work.
6. Remarks - explain the reason for each type of delay when it first occurs (revisions, verbal
orders, etc.) Note: The use of the Partial Shutdown
7. Construction Log - is permissible when the subject contract is on partial shutdown and no
work is being done. The information noted in Section 1-5 above will still be required.
8. Labor - include the operators of all equipment, listing each under the appropriate
classification. Hours shown for labor are not the hours per individual worker but are the
total hours for the number of workers indicated.
9. Equipment - list all types on the job, in use and idle. If space is available, use separate
lines for idle equipment. Otherwise, working and idle equipment of the same type may be
shown on the same line. “Hours” will be the total for the number of pieces of equipment
indicated. Whenever equipment hours are shown in the “Idle” column, a “key number”
must be inserted in the last column, using a different number to indicate each different
reason for idleness. These reasons must then be explained under “Remarks” and
identified by the appropriate “key number,” as for example:
a. Broken down
b. Utility or Right-of-Way delay
c. Dead storage, not in use.
10. Delays - at the bottom of the “Remarks” Section check the proper box for the duration of
the delay. For details of the delay, refer below to the date when this delay first occurred.
On the log for the first day of each type of delay give an explanation for the delay under
“Remarks.” No checkmark will indicate that there is no delay.
11. Paving Record - list the item number for each entry.
a. Thickness - note the thickness specified for the unit of payment for the type of
course being placed.
b. Description - list items such as "Hot Mix Asphalt" and “Reinforced Concrete”.
Identify the location of the paving.
c. The "Ratio" of materials "Used" to “Required" should be computed to at least two
decimal places. In the last column under "Remarks," show the accumulated totals
of quantities of any particular paving item used and required and their ratios to
date.
12. Work Done and Material Used - use the lower left-hand corner to describe the work done
other than paving and identify it by item number, description, location and quantity
completed and where pertinent, note the quantity of material used.
13. Inspection Staff - note each worker’s assignment or category of work.
14. Signatures - date the two signatures in the lower right-hand corner according to when
they were signed which may not always be the same as the date of the log. Use the
reverse side for extended remarks, explanations and sketches. Write the word “over” in
large letters at the lower left-hand corner of the sheet whenever the reverse side is used so
that attention will be called to the fact.

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Project Diary

The Project Engineer will also keep a diary to record all pertinent items not otherwise
documented in other project records. The diary should be concise and should include all
important information and verbal instructions relative to the contract on that particular day. It
should not contain routine matters that can be found in other records, such as numerical records
of quantities or work completed or similar data. The diary should be a hardback, permanently
bound book and the entries in it should begin and end with the project, not with the calendar
year. Therefore, it is preferable to use a book which does not have spaces of predetermined size
and is not divided off and marked for specific days of the year. The diary is not a personal item
but is a project document. If properly detailed, it will often prove invaluable in settling claims.
At the close of the project, the diary must be turned in to the District Engineer Office along with
the Sketch Book and other permanent project documents. Matters that should be noted are the
following:

1. Unusual weather conditions which should be explained in greater detail than shown in the
logs. If possible, give quantitative figures to indicate excessive amounts of rainfall or
excessively high winds.
2. All verbal instructions to the Contractor should give the date, specific person to whom
the instructions were given, nature of the instructions and whether there were any
objections or comments on the part of the Contractor’s representatives. Important verbal
instructions should later be confirmed in writing.
3. Salient developments concerning any important matter pertaining to the contract.
4. Dates on which the Contractor’s major equipment is moved onto or away from the job.
5. Any incident, regardless of how trivial it appears at the time, which may later become
pertinent in connection with any claim the Contractor might present. All entries should be
dated and signed. No space should be left to allow for alterations.

Project Record Book

The Project Engineer is responsible for thoroughly documenting all construction data for
the project. He or she will keep a hardback permanently bound field book identified as a Project
Record Book. One or more books will be kept for each project as required by its size. It is
recommended that the file marked Project Record Book contain a single record book or in the
case of multiple record books, an index of the record books in use by number. These books must
be kept in the fireproof file until the completion of the contract, at which time they will be turned
in to the District Engineer Office along with the Sketch Book and other project records. Records
to be kept will include but will not be limited to all data similar to the following:

1. Checks of the Contractor’s survey and layout work, including alignment, grade and slope
stakes for roadways.
2. Checks of alignment, skew, span lengths and critical elevations for structures.
3. Records of samples of materials taken and sent in from the field to the laboratory.
4. Results of compaction tests for embankment, sub grade, base and surface courses, trench
backfill and shoulders. For tests such as these on which complete reports of all test data,
computations and results are kept on other special forms, it will be necessary to record in
the Project Record Book only the results of the tests and not the detailed data and
computations from which the results were derived.
5. Checks of thickness or depth of courses such as sub base, base and surface courses,
Asphalt pavement courses and stabilized shoulders.
6. Results of slump tests.
7. Results of air content tests.
8. Records of concrete cylinder tests.
9. Results of straight-edging of pavements and curbs.
10. Records of checks that have been made on the number, size and placement of reinforcing
bars in structures.

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 11. Records of temperatures of heated concrete when placed and of temperatures maintained
during curing and within heated enclosures.
12. Records of dates on which structure forms were stripped and cured and/or heating was
discontinued.
13. Records of any other job tolerances, yields, checks or tests not otherwise documented.
14. Where checks and test results have indicated inadequacies, what corrective measures
were taken together with the results obtained.

All information noted above should be completely identified by dates, times, locations by
station and off-set, adequate descriptions, notations concerning results and the identity of the
person observing or performing the operation. It is intended that the Project Record Book
supplement rather than replace the project diary, which must still be kept by the Project Engineer
and ultimately filed in the District Engineer Office

Project Ledger

The Project Engineer will also maintain a Project Ledger in which the quantity entries
will be made on the date on which the work is performed. The quantity will be entered from the
IDR into the Project Ledger under the proper item.

Preliminary Activities

Preconstruction Conference

A preconstruction conference between the Contractor’s representative on the project and

the Project Engineer is required. A discussion of the project, specifications, unusual conditions,
Contractor’s plan and schedule of operation and other pertinent items is conducive to better job
understanding. An understanding should be reached as to how and with whom the Project
Engineer’s representatives will communicate within the Contractor be organization during
inspection of the work. If utility adjustments or removals are involved in the project, the utility
representatives must attend the part of the conference that would involve that phase of the work.
At this meeting, the site for the project field office should be determined, as well as sites for
storage of material and equipment. All such facilities must be approved by the Administration.
Any controversy between the Contractor and the Project Engineer that cannot be resolved at the
field level, in accordance with the controlling Contract Documents and established policies
should be referred to the District Engineer Office in written form. All important instructions
from the Project Engineer to the Contractor must be either given in writing or confirmed in
writing. These instructions will be made part of the official project file.

Notice to Proceed

The DPWH will send to the Contractor a “Notice to Proceed” (NTP) with the work. The
date of issue of this letter is the date to be recorded and used in all reports as date of Notice to
Proceed. The date stipulated as the on or before date which work is to begin is used in
accordance with the specifications for determining the start of “contract time.”

Preliminary Preparations

Before beginning work on any contract, the Project Engineer should make certain that all of the
following items applicable to the contract are on site.
1. Complete contract drawings including any revisions that have been authorized.
2. Cross-sections.
3. Standard specifications, Supplemental specifications and Invitation for bids
4. Reference materials.
5. Right-of-Way plans, options, entry agreements, entry rights obtained under the
immediate possession law and a record of properties under condemnation.
6. Plans for adjustments to or relocations of any utilities that may be affected.

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 7. Notice to Proceed.
8. Material test equipment.
9. Material test reports and approved sources of supply.
10. Sketchbook, report forms, office supplies and field books.
11. Surveying notes and equipment.
12. Pertinent correspondence.

Construction Stake-out

The first step in road construction is to layout the structure to determine its correct
position according to the Plans and to identify the probable problems that might affect any part
of the construction phase in the future.

Per the IRR of RA 9184 under Clause 16.2, it is stated that the Contractor and the
District Engineer Office should conduct a joint As-stake survey before the commencement of
any works for the project. The original plans which is to contain all the information necessary
in laying out the road project is thoroughly referred to such as the bearing or azimuth of the
road centerline, the road right-of-way boundaries, location and position of drainage structures,
project start and end, etc.

After completing the layout, an investigation should be conducted for an overview of

the total road line for it is probable that shifting of the centerline or moving a little bit forward
or backward the location of a drainage structure is necessary to suit actual field condition, to
ensure safety or to avoid construction problems. As such, an As-staked Plan is prepared which
will reflect the necessary deviations from the original Plan and when duly approved by the
proper authority will be the basis of the actual construction work for the project.

Construction Stake-out Checklist

1. Become familiar with the plans, noting location of benchmarks and control points. If any
questions arise, consult survey books as listed on the front of the Plans.
2. Check the center line or base line stake out through the length of the project.
3. Check the control points. Note any that have been destroyed or missing.
4. Have the District Survey Party reset any missing points before construction commences if
any parts of the center line or controls are missing.
5. Run a set of levels to verify the benchmarks on the Plans.
6. Check right-of-way, limit of disturbance and wetland stakeout before clearing and
grubbing commences.
7. Check some work of the Contractor’s survey to ensure that the layout is correct.
8. Check slope stakes for grade and alignment at both toe and top of the slope.
9. Check the stake out periodically to ensure that stakes have been replaced as needed.
10. Check sections of cuts and fills periodically to ensure that proper cross sections are
obtained.
11. Run 10% check of cross sections to confirm that design section has been met and to
check on excavation quantities.

The Contractor is responsible for setting construction stakes. However, the District
Engineer Office is obligated first to furnish an original stake out center line and to provide
appropriately placed benchmarks. The Project Inspector should see that the Contractor employs
qualified personnel who are skilled and equipped to stake out the project to the proper lines,
grades, slopes and cross sections in accordance with the requirements of the Plans. The Project
Inspector should also check grading operations to see that the proper slopes and roadway typical
sections are being constructed.

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Contractor’s Responsibilities

Using the above-noted stake out work as a control and base line, the Contractor is
required to do all other survey and stake out work necessary for the satisfactory completion of
the project. This includes setting and marking stakes to define the right-of-way and/or easement
line as required for construction of the project and as may be requested by DPWH. The
Contractor may also be required to furnish reference and control points for both alignment and
grade so that the utility companies or other agencies working within the project limits can
properly locate and correlate their work with the road project. Refer to the specifications for
details of these requirements. The Project Inspector should spot check any such work to ensure
its reliability.

Slope Stakes

The setting of slope stakes to outline the limits of cuts and fills is also the responsibility
of the Contractor. Set each stake by trial and error or successive approximations until its proper
location is determined. Never permit the setting of slope stakes by using lateral distances scaled
from plotted cross sections of the work. Slope stakes should be marked on the side facing the
roadway with the cut or fill running from the top of the stakes to finished profile grade and
marked on the side away from the roadway with the offset distance to center line.

Offset distances should be marked to the nearest tenth of a foot. The Project Inspector
should check the location of some stakes and “sight them in” to see that they give a smooth
alignment that corresponds to the lay of the ground. Slope stake spacing will vary with the type
of terrain. For average terrain an interval of 15.24 m. will usually suffice but somewhat closer
intervals may be required in rough terrain. Slope stakes may be set before the clearing and
grubbing operation and may be used as a guide for the limits of this work.

The work area, however, must extend far enough beyond the slope stakes to allow for the
rounding of slopes and the construction of adjacent longitudinal drainage ditches. Where there is
very heavy growth the Contractor may prefer to clear before setting the slope stakes. In this case,
scaling for the plotted cross sections, the lateral distance to be cleared at each station and setting
clearing limit stakes at these distances is permitted. As the work progresses additional slope
stakes are set at fractional depths of the cuts and fills to check that the slopes are being
constructed at the specified ratio.

Grade Stakes

The Contractor sets grade stakes on the center line, edge of pavement or shoulder of the
roadway after the rough grading operations are substantially complete. This step enables the
Project Inspector and the Contractor to check the grade before the fine grading or capping
operations begin. The Project Inspector should check often as work progresses to see that the
project is being constructed satisfactorily according to the designed alignment, profile and cross
section.

Particular attention should be paid at cross roads and at each end of the project to make
sure that the work ties in on both vertical and horizontal alignment. The Project Inspector should
check stakes for location, alignment, length and grade of culverts before installation to ensure the
drainage condition matches the design. If the drainage must be altered to the extent that
construction will not be confined to the right-of-way or easement shown on the plat, the Project
Engineer must notify the Project Engineer who will request a revision of the right-of-way. Grade
stakes for paving operations are covered in the paving section under Base and Surface
Construction and more complete details of the entire construction surveying procedure are given
elsewhere in this manual including records to be kept and a checklist.

11
Records

Although this is not a pay item, records should be made as to survey conducted which
must be entered in the field book especially as to the bench marks used, its location and
elevation.

Right-Of-Way

On all projects that require the acquisition of land, parcellary plans are prepared to show
the boundaries of the land to be acquired. The DPWH handles acquisition of this land; the
necessary rights may be obtained by fee simple title, by easement, by formal agreement or by
condemnation proceedings as determined by the nature of the requirements or existing
conditions. The Project Engineer should be familiar with the general nature of each type of
acquisition and should be keeping informed of the status of all right-of-way on the project. The
Administration cannot always obtain clear title and full possession of all parcels before
construction work begins. Good public relations as well as legal aspects make it important that
the Contractor respect private property rights and not enter any property until proper right-of-
way clearance has been obtained.

The right-of-way lines shown on the plats define the area of fee simple acquisition.
Easement lines enclosing hatched area define those portions to which certain rights of use are
acquired but to which a full title is not taken. These easements may be temporary, with all rights
reverting to the property owner upon the fulfillment of certain conditions or they may be
perpetual and remain permanently with the DPWH. Areas required for supporting slopes, which
do not have a parallel drainage at the outer limits, will be acquired under a revertible easement.
For urban projects, the fee simple taking will include areas needed for curb backing or sidewalk
backing, but areas needed for supporting slopes will generally be acquired under a temporary
easement.

A representative of the DPWH in charge of road right of way acquisition will visit the
property to apprise damages that will result from property taking and construction of the project;
open negotiations with the property owner and if agreement can be reached, write an option that
stipulates the compensation to be paid, the date when the Administration will take possession
and any special conditions that have been agreed upon. After the property owner has signed the
option it is submitted to the Administration for action and upon acceptance it becomes binding
upon both parties. The Project Engineer will receive a copy of the portion of the option that
covers the terms of possession and any special conditions. Read the copy carefully, since the
terms may involve certain work not shown on the plans but required under the agreement such as
construction of an entrance.

When agreement cannot be reached as to fair market value of the property taken and
resulting damage to any remaining portion, Philippine law provides for a hearing before the
Provincial Appraisal Committee. If either party is dissatisfied with the findings of the
Committee, the law further provides for appeal to the appropriate court. The appeal will result in
regular condemnation proceedings. This action does not affect the right of entry to the land but
the Administration cannot obtain possession of any buildings until after the case for damages is
tried before a jury, the amount of compensation is set and the property is vacated.

Under the right of eminent domain, the State is empowered to acquire land for highway
construction by condemnation. Condemnation, however, it is normally a last resort procedure
and is used only after every reasonable effort has been expended to obtain an amicable
settlement or when for special reasons a clear title cannot be obtained otherwise. Under certain
amendments to the State Constitution was enacted to provide a faster means to obtain possession
of land for construction purposes. This law provides, upon the recording of plats containing
certain information and upon the payment to the property owner or into court for immediate
possession of the property to be acquired. Although the land is available for construction when

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these conditions have been met, buildings must not be disturbed, access must not be cut off and
facilities used by the occupants must not be disrupted.

When the needed right of way involves another party, such as a governmental agency or a
public utility these may be acquired through execution of a formal agreement between the
Administration and the other party. Such an agreement, for example with a railroad, usually
provides for continued joint use of the property and sets forth the responsibilities of each party in
such matters as maintenance, cost incurred, protective devices and damages arising from
accidents. The Project Engineer will receive a copy of the agreement and should become
thoroughly familiar with the conditions it contains. In most cases, the State need acquire only the
portion lying within the right-of-way and easement lines.

Records

Although this is not a pay item in the contract, field records should be made if possible,
drawn in a straight line diagram arrange with reference to the project stationing and showing the
following:

1. Name of affected stakeholder

2. Location
3. Area of lot affected
4. Status of negotiation
5. Date and amount of payment made

Maintenance of Traffic

General

This work consists of maintaining traffic, vehicular and pedestrian on or along any
transportation facility as specified in the Contract Documents. The lump sum item Maintenance
of Traffic does not pay for furnishing, placing or using materials for temporary structures and
roadways when detouring traffic or for the material’s eventual removal. Payment for such
materials is usually made on the basis of unit prices for items that were included in the contract
specifically for these purposes.

The Contract will include a TCP developed by the Contractor. When implemented, this
plan assures the safety or motorists, pedestrians and construction workers during the highway
construction project. It must be submitted to the Project Engineer at least 20 days before starting
any work that will affect vehicular or pedestrian traffic. The Project Engineer must approve the
Contractor’s TCP in writing before it can be implemented.

The Contractor should assign to the project an employee experienced in all aspects of
traffic control that will serve as Traffic Manager (TM). That person’s name and emergency home
telephone number must be submitted to the Project Engineer for approval 10 days before starting
any work on the project and they should be displayed in plain view in the District Engineer
Office window.

Once the TCP is in place, the Project Engineer or designated subordinate will review the
Plan with the TM. Elements of the review will include the safety and efficiency of traffic
movement through the construction zone and whether traffic control conforms to the TCP. With
concurrence of the Project Engineer, the TM may make minor adjustments to the TCP in the
field as conditions warrant. Significant changes to the TCP, as required by field conditions, will
be submitted by either the TM or the Project Engineer for approval before they are put into
practice. The Project Inspector is responsible to monitor the Contractor’s surveillance and
maintenance of traffic control devices and safety through the work area. Regular monitoring
includes inspection during non-working hours, such as nighttime and holidays.

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 The lump sum price for the item, Maintenance of Traffic, covers the cost of providing for
safe passage of traffic over temporary construction as well as through the area of the construction
work or around it on detour roads. Additional items applicable to maintaining traffic will be
measured and paid for at the unit price bid for the pertinent item.

The item, Maintenance of Traffic is paid for by allowing on the progress estimates
percentages of the total lump sum that was bid for the item. The percentage of the total item to be
allowed for any month should be approximately the same as the percentage of the total value of
the contract amount earned during that month.

Maintenance of Traffic Checklist

Before construction, see that

1. Locations for temporary construction and detours are correct as shown on the Traffic
Control Plan (TCP).
2. Necessary traffic control devices are available.
3. Approved TCP is approved and implemented.

During construction, see that

1. Temporary structures and roadways are constructed in accordance with the requirements
of the Contract Documents.
2. Records pertaining to measurements, weight tickets, test reports and other documentation
of quantities and materials used are kept up-to-date.
3. Temporary and permanent roads and structures, as well as those under construction, are
maintained in conformance with the Contract Documents.
4. Traffic Control Devices are reviewed continuously.
5. The Contractor’s Traffic Manager (TM) implements the TCP, maintains an up to date
TCP and provides a copy of any approved changes to the TCP to the Project Engineer.
6. The TM on a regular basis monitors the condition of the route traveled through work
areas.

After construction, see that

1. Temporary structures and roadways are removed and restored to proper condition.
2. Measurements and cross sections are taken as required to document payment for
quantities of materials removed.
3. Measurements, drawings and computations are made and entered in the sketch book to
document quantities of items of work.

Records

Records should include not only the quantities of all materials used in the construction
and maintenance of temporary roadways and structures, but also the approval of the source of
each material, the test authenticating its acceptability and proper installation and its conformity
to the TCP. Documentation may also include photographic records of the traffic controls in
effect during various stages of construction and may show periodic changes in traffic patterns
through the work zone.

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Item A.1.1- Project Engineer’s Field Office, Living Quarters and Laboratory Building

General Requirements of Project Engineer’s Field Office, Living Quarters and Laboratory
Building

Location

1. The Project Engineer will designate the location of the Field Office, Living Quarters and
Laboratory Building which should be within the proximity of the project and in
government owned lots so that the use by the government of these facilities can be
maximized even after the completion of the project.
2. If the location is so isolated that electricity is not available, power can be supplied by
generators.
3. Each Project Engineer’s field office must display an appropriate sign that identifies the
office as a DPWH facility to the public and etc.
4. If access to the office is not direct, additional signs should be installed to assist the public
in locating it.
5. The field laboratory may be located adjacent to the District Engineer Office or at any site
that is close to the Contractor’s materials production operations.
6. If the Contractor uses part of the structure it should not be interconnected with the field
office with Contractor-used rooms.

The Structure

1. Ensure that the field office is weatherproof, piped for water and fuel and electrically
wired by qualified personnel.
2. The building should be structurally sound installed on proper foundations and provided
with connections for utility services, weather tight with floors raised above to a grade that
will keep it completely free from flooding or to prevent inundation during rainy season
3. The building should be provided with a minimum ceiling height of 3.0 meters and roof
eaves of at least 1.5 meters from the walls unless otherwise specified in the Plans.

Laboratory

1. The laboratory should be laid out in accordance with the plan for the accommodation and
operation of the apparatus needed for the performance of all tests specified or required as
well as to provide office facilities for the testing personnel of both Contractor and the
Project Engineer.
2. The laboratory should be in a concreted floor of sufficient strength to support testing
equipment and has an impervious floor covering.
3. All test and quality control works must be done by the Contractor’s Materials Testing and
Laboratory Staff under the direct supervision of the Project Engineer.
4. The Contractor should also provide qualified and experienced laboratory staff to carry out
all materials quality control and all the tests specified in the Contract as required by the
Project Engineer.

15
 5. The person so appointed by the Contractor to manage the laboratory should be well
experienced in the type of work to be undertaken and should be subject to the approval of
the Project Engineer.
6. He must work full time and should be responsible to the Project Engineer for all works
carried out. All tests are normally being carried out on the site except that certain special
tests are carried out at an approved independent testing laboratory.
7. Provide laboratory with the following items
a. laboratory with all the equipment and apparatus required for proper execution of the
testing requirements of the Specifications which should be mobilized on site and
made operational within sixty (60) days of the Commencement of Works so that it
can be checked and approved by the Project Engineer
b. Water from an approved source for testing purposes and waste water drainage facility
c. An exhaust fan for concrete curing, asphalt or other operations
d. A work platform at least 46 cm long and 31 cm wide, mounted on a lumber post at
least 15.24 cm by 15.24 cm extending through the floor and firmly fixed in the
ground
e. A minimum of 6.10 m. of total work counter length at least .91 m. wide and .91 m.
above the floor and of sufficient strength to support required testing equipment.
f. A laboratory sinks measuring 60.96 cm. by 76.20 cm. and 30.48 cm. in depth.
g. Curing tanks of sufficient size should be provided outside the laboratory building,
complete with ample protection from the elements and other outside forces which
may disturb the curing process of concrete cylinder/beam samples.

Furnishings

1. The Standard Specifications and Special Provisions will contain a list of what are
included in this requirement.
2. The Contractor must purchase all expendable supplies and any additional equipment or
furniture needed which must be brand new and adequate for the required purpose and
must not violate applicable codes or regulations.
3. Furnish and install adequate equipment, outlets, lighting, air conditioning, heating and
ventilation.
4. The District Engineer Office should have a first aid kit equipped commensurate with the
size of the project staff and the type of hazards the staff will be exposed to.
5. The Contractor should provide adequate fire fighting equipment in all camps, offices,
stores and workshop areas including the office building provided for the Project Engineer
to meet the minimum requirements of fire safety regulations.

Communication Equipment

1. The telephone service should have two separate direct landlines for the exclusive use of
the Project Engineer and his staff.
2. One of these connections should be a dedicated facsimile service line and both must have
direct dial service available.
3. In lieu of telephone landline service, alternative communication equipment such as
mobile equipment should be provided by the Contractor to the Project Engineer for the
whole duration of the Contract.
4. This mobile equipment must be of good quality and ready for use, complete with
accessories for the exclusive use of the Project Engineer

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 5. If the field office and project vehicles are equipped with radios, the Project Engineer and
staff should know basic phraseology and techniques;

Security and Parking

1. Unless otherwise shown on the plans, provide an all-weather parking area situated near
the field office or laboratory for the sole use of at least 2 vehicles.
2. Maintain the parking area until the project is completed and restore the area to a
condition acceptable to the Project Engineer upon project completion.
3. The whole area of the Project Engineer’s compound should be fenced and provided with
necessary gates and outside lighting around the building and parking to the satisfaction of
the Project Engineer.
4. Provide secured and controlled access to the District Engineer Office or laboratory
through the use of security measures such as bars, alarms or security fencing.

Maintaining the Facility

1. If the contract provides for the maintenance of the facility, the Contractor will maintain
all utilities necessary to make the facility fully functional during the course of project
implementation by providing the necessary personnel to maintain the facilities in good
operating condition and adequately safeguard and secure the building, equipment and
property day and night, regularly and properly cleaned and to take care with household
helps including the provision of janitorial and utility personnel to maintain cleanliness in
the facility and the surrounding area.
2. The Contractor should be responsible for the provision of adequate stock of all
expendable items such as light bulb, light tubes, laboratory equipment and supplies etc.,
at all times to ensure proper and continuous functioning of all the Project Engineer’s
facilities.
3. The Contractor should be responsible for the provision of all services including
electricity, telephone, gas, pressurized piped water, clean drinking water and trouble-free
sewage disposal.
4. In the absence of potable water supply system within the area, the Contractor should
construct and install a 3,000 liter capacity pressurized or elevated water tank with two (2)
Hp deep well pump or equivalent to sufficiently supply the requirements of the Project
Engineer’s Compound.
5. A standby electricity generator of 220 Volt, 10,000 Watt minimum capacity should be
provided by the Contractor at the Project Engineer’s field Office, quarters and laboratory
in the event of a failure in the main supply.
6. The generator must be housed in solid concrete bunkers to minimize the noise of their
operation and for the same reason should be located remotely from the building it is
servicing and also from all local habitations.
7. The Contractor should provide a sufficient supply of all normal stationary, printing
papers, laboratory, testing materials and consumable items.

Care of the Facility Equipment

1. The provision of maintenance of the facility by the Contractor does not preclude the
Project Engineer and his staff from light housekeeping maintaining cleanliness to both
the interior and exterior of the facility.

17
 2. Each member of the Project Engineer’s staff must routinely maintain neatness and they
must jointly decide on the maintenance responsibilities.
3. This responsibility includes picking up papers, keeping desktops neat, filing papers and
hanging maps.
4. Project Engineers and staff are also responsible for the proper care and operation of
assigned office and laboratory equipment.
5. Project Engineers must maintain current information on equipment assigned to them and
must properly document the disposal or movement of equipment.
6. When no member of the Project Engineer’s staff is present, always keep the facility
locked.

Inspection Guidelines for Project Engineer’s Field Office, Living Quarters and Laboratory
Building

Construction of large projects requires provision of District Engineer Office, Living

Quarters and Laboratory Building to ensure close supervision by the DPWH Project Engineers.
Selecting, locating and equipping that office is the first chore facing the Project Engineer and the
project staff when they move to the project site. Field offices come in all sizes and shapes and
may be provided or rented by the Contractor depending on the contract specifications. The
contract agreement establishes its size and the basic furnishings and utilities that are provided.

The Contractor should construct and maintain the District Engineer Office, Living
Quarters and Laboratory Building, including the provision of all necessary furniture, equipment
and office supplies, electricity, water, drainage, sanitary facilities and telephone services for the
use of the Project Engineer and his staff.

The District Engineer Office, Living Quarters and Laboratory Building should be ready
for occupancy and use by the Project Engineer within one hundred twenty (120) days of
commencement of the Works and upon the approval of the Project Engineer of the location and
final plan. In some contracts, while constructing the District Engineer Office, Living Quarters
and Laboratory Building, the Contractor is to rent a temporary house for 3 months to serve the
purpose of the facility.

Project Engineer’s Field Office, Living Quarters and Laboratory Building Checklist

Before construction, see that

1. Ensure that all required permits are obtained by the Contractor
2. The office site is located within the vicinity of the job. Carefully select the District
Engineer Office location. Consider security and avoid areas such as residential
neighborhoods where the District Engineer Office would create a nuisance.
3. Telephone service, electric power, sewage disposal facilities and water supply are
available.
4. The site is easily accessible even in wet weather and required parking is provided.
5. Ensure that all provisions have been made to keep the facilities fully functional for the
duration of construction activities.
6. The facility must be ready for use five days before other work is started.
7. No payment can be allowed until the office meets all requirements of the Specifications.

18
During construction, see that
1. The Contractor properly maintains the office.
2. The initial and progress payments are made on the specified basis.

After construction, see that

1. On completion of the Contract, the facilities provided by the Contractor including utilities
and communication facilities should be reverted to the Government including office
equipment, apparatus, pieces of furniture, laboratory equipment, etc

19
Item A.1.2-Vehicles for the Project Engineer

General

Construction of major projects assigns vehicles to field personnel for them to perform
their job properly. The Project Engineer will determine the use of vehicles at the project level
with due consideration for the needs of the project personnel. This is necessary in order to
effectively supervise the project.

Types of Vehicles for the Project Engineer

The quantity and types of vehicles to be provided by the Contractor is indicated in the
contract.

Inspection Guidelines for Vehicles for the Project Engineer

The Contractor should provide within thirty (30) calendar days after notice to commence
work, transport vehicles on rental basis specified and listed in the Bill of Quantities for the
exclusive use of the Project Engineer and his staff. The vehicles to be provided by the Contractor
should be brand new (latest model) and to the satisfaction of the Project Engineer. All vehicles
must be registered and comply in all respects with all relevant Philippine National or Local
Laws, statutes and regulations. All vehicles should carry or be fitted with the accessories as may
be prescribed by law and must have comprehensive/liability insurance and all necessary tools for
minor repair. The vehicles on delivery should be driven by a competent, qualified and
experienced driver who must be approved and under the direct orders of the Project Engineer.

The Contractor should maintain the vehicles in first class condition and supplied with
appropriate fuel and lubricants, spare tires, servicing and minor repair at all times. He should
provide equivalent substitute vehicles during any period when the specified vehicles are taken
out of service for maintenance, major repair or any other reason. If the Contractor fails to comply
with this requirement the Project Engineer should be entitled to provide the equivalent vehicles
in a way he deems fit under the government regulations and charge the cost to the Contractor
which must be reimbursed upon presentation of the necessary supporting documents. The
ownership of the vehicles at the end of Contract period or upon the final acceptance of the
project should be on the Contractor’s name.

Vehicles for the Project Engineer Checklist

Before construction, see that

1. Inform the Contractor of the specification of this item of work and the quantity needed as
specified. The vehicles must be ready for use five days before other work is started. No
payment on can be allowed until the office meets all requirements of the Specifications.
2. Ensure that all required licensees are obtained by the Contractor.

20
During construction, see that
1. The Project Engineer and all Project Inspectors should have easy access to the vehicles at
all times during construction. The use of these resources should be emphasized by the
Project Engineer.
2. Organize the vehicles identification record should be so that all vehicles can be easily
located and should be maintained as a part of the contract.
3. Check that the Contractor properly maintains the vehicles and that all efforts have been
made to keep the vehicles fully functional for the duration of construction activities.
4. Ensure that the required parking for the vehicles is provided.

After construction, see that

1. Keep all records of the vehicles and that each vehicle is properly referenced and are
accounted for
2. Properly return the vehicle to the responsibility of the Contractor after the project, if this
is as required in the contract.

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Item A.1.3-Assistance to the Project Engineer

General

The surveying which the Contractor uses for the computation of pay item quantities is
subject to random spot checks by the Project Engineer. If the contract provides that the
Contractor provides Assistance to the Project Engineer, the Contractor should at all times during
the duration of the Contract provide for the use of the Project Engineer all equipment,
instruments and apparatus, all information and records and qualified personnel and laborers
required by the Project Engineer for inspecting and measuring the Works.

Surveying Instruments and Personnel

The following is a list of surveying instruments and personnel that the Contractor normally
provides under this item of work:
1. Theodolite complete/tripod reading to an accuracy of 5 second preferably “wild” or
equivalent
2. Automatic Level, complete with tripod preferably “wild” or equivalent
3. Steel Tape (in Metric System) 50m long K & E or Equivalent
4. Range pole
5. Leveling Rod
6. Survey Umbrella
7. Steel Tape, 5 m.
8. Steel Tape, 3 m.
9. Pin/Stake
10. Survey Personnel:
a) Surveyor
b) Instrument man
c) Rodman
d) Survey Aide

Likewise, adequate supply of pegs, concrete blocks, survey monuments, paints, hammer, straight
edge, steel tape (3- meter and 5-meter long with stop locking system) and other materials as
directed by the Project Engineer necessary for the execution of the work should be supplied by
the Contractor.

Inspection Guidelines for Assistance to the Project Engineer

The Contractor should provide within thirty (30) calendar days after notice to commence
work, transport vehicles on rental basis specified and listed in the Bill of Quantities for the
exclusive use of the Project Engineer and his staff. The vehicles to be provided by the Contractor
should be brand new (latest model) and to the satisfaction of the Project Engineer. All vehicles
must be registered and comply in all respects with all relevant Philippine National or Local
Laws, statutes and regulations. All vehicles should carry or be fitted with the accessories as may
be prescribed by law and should have comprehensive/liability insurance and all necessary tools
for minor repair. The vehicles on delivery must be driven by a competent, qualified and
experienced driver who should be approved and under the direct orders of the Project Engineer.

22
 The Contractor should maintain the vehicles in first class condition and supplied with
appropriate fuel and lubricants, spare tires, servicing and minor repair at all times. He must
provide equivalent substitute vehicles during any period when the specified vehicles are taken
out of service for maintenance, major repair or any other reason. If the Contractor fails to comply
with this requirement, the Project Engineer should be entitled to provide the equivalent vehicles
in a way he deems fit under the government regulations and charge the cost to the Contractor
which must be reimbursed upon presentation of the necessary supporting documents. The
ownership of the vehicles at the end of Contract period or upon the final acceptance of the
project should be on the Contractor’s name.

Assistance to the Engineer Checklist

Before construction, see that

1. Inform the Contractor of the specification of this item of work and the schedule of the
spot checking intended to be done.
2. Give a list of the survey equipment and personnel needed in the spot checking in
accordance with the specifications.

During construction, see that

1. Randomly spot-check the Contractor’s surveys, staking and computations. The
Contractor will provide notice prior to performing any work and will furnish the
appropriate data as required to allow for such random spot-checking.
2. Spot check at least 5 percent of these surveys and should also spot check note reductions
and other survey work for accuracy.
3. If errors are discovered, additional spot checks should be performed and bring the matter
to the Contractor’s attention.
4. Take all survey notes for final quantities and completely check them.

After construction, see that

1. Keep all records of the survey equipment and personnel used during the spot checking
including the survey notes taken.
2. All survey equipment and personnel are accounted for and properly returned to the
responsibility of the Contractor.

Records

Record should include actual quantities for the provision of survey equipment/instrument
and materials for the Project Engineer and actual dates of delivery of equipment and acceptance
by the Project Engineer and maintenance of the apparatus and other incidentals. Likewise,
records should include the salaries and wages of survey personnel supplied for this purpose
depending on the number of men approved and accepted by the Project Engineer reckoned from
the commencement until completion and/or final acceptance of the project.

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Item A.1.4-Photographs

General

Photographs are an important part of the project records. The old adage that "a picture is
worth a thousand words" applies here. In order to best serve the intended purpose, a
photographic history of all construction projects should be made.

The following are the purpose to which photographs become an important part of project
implementation:

1. They serve to document the record with respect to slides, cave-ins, floods and other
unusual occurrences; actual conditions when a Contractor alleges differing site
conditions; unusual construction features or practices; accidents involving death, personal
injury or property damage; encroachments within the right-of-way and other such
occurrences and conditions. They are useful in illustrating reports on experimental
features and unusual construction practices, final construction reports and other reports.
2. They are invaluable as evidence in case a controversy develops during the Contract
which results in litigation.
3. They are especially useful when a construction contract encompasses a long period of
time, as much as 2 or 3 years. As memories fade and Project Engineers are transferred to
other projects or retire, photographs provide direct evidence of the conditions that existed
at the time the dispute arose.

Inspection Guidelines for Photographs

The Contractor should provide progress photographs, taken when and where as directed
by the Project Engineer at intervals of not more than twenty-five (25) days to record the exact
progress of the Construction Works. The Contractor must provide one proof print of each
photograph taken, have the memory chips/card ready on hand and submit to the Project Engineer
after taking at least 160 shots of photographs for safekeeping and ten (10) copies of any
photographs taken selectively by the Project Engineer.

These photographs should have the signature of the Project Engineer with copies
furnished the Contractor. The photographs retained by the Project Engineer will become the
property of the Employer and the Contractor must supply approved albums to accommodate
them, so arranged in consecutive order in accordance with the construction program executed
and approved. Each album should show the name of the project on the cover and should contain
a location map of the construction site. A set of photographs must consist of ten (10) print copies
each of the selected photographs and the stored chips/memory card containing at least 160 shots
progress photograph.

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Photographs Checklist

Before construction, see that

1. Photographs should be taken of the construction site before construction begins, during
each stage of construction as it progresses and of the completed project. For example,
during a project on which major excavation is to be accomplished, photographs should be
taken on a regular basis (perhaps as often as once a week) to document progress made by
the Contractor.

During construction, see that

1 Photographs should be taken from the same location and the camera should be aimed at
the same reference point in order that a person looking at the pictures can actually see the
progress or lack of progress which was made by the Contractor during a certain period of
time.
2. If a project is of sufficient length, several reference points should be chosen by the
Project Engineer from which photographs can be taken during the course of a project.
3. Special consideration should be given to those areas along the project length where
experience has shown that difficulties may be encountered. For example, if there are
unusual rock formations that might be encountered as excavation progresses, that site
should be chosen and photographs should be taken on a regular basis.
4. Photographs taken from specified reference points on a regular basis, photographs also
should be taken immediately after unusual occurrences and before unusual conditions are
disturbed. The Project Engineer and all Project Inspectors should have or have easy
access to a camera and film at all times during construction. The use of these resources
should be emphasized by the Project Engineer.
5. Clarity and good composition are very important and proper identification is necessary.
In some cases, it would be appropriate to have an individual stand by the unusual
condition in order that the relative size of the condition may be determined.
6. The identification record for each photograph should include the location from which the
picture was taken (including references to project stations if applicable), time of day and
date taken, weather conditions at the scene, name and signature of photographer and
serial number of photograph and negative.
7. In addition, the type of camera should be recorded. All this information is particularly
important for photographs that may be used as evidence in legal proceedings. The
photograph identification record should be organized so that all photographs can be easily
located and should be maintained as a part of the project filing systems.

After construction, see that

1. An indicator such as scale, pole or similar item should be placed thereon to signify or
illustrate the relative dimensions of the pictures.
2. Each picture should be captioned and identified as to date, location, description of the
work in progress or completed operation or activity or presence of unusual features.
3. Each picture should be properly referenced.
4. The picture must be clearly discernible in color having a dimension of not less than 3R
size or more.
5. The following occasions or events must be observed on the selection of photos:
a. When a portion of the works is difficult or impossible to inspect after a particular
activity or operation or where a portion will be covered by backfill or filling
materials, i.e., unsuitable excavations, after completion and acceptance of a work
section by the Project Engineer.

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 b. When and where special or unusual features of the work or latent conditions on
the site are present, i.e., soft rock or hard rock and unsuitable excavations.

Records

Record should include actual quantities the actual dates of supply of equipment and
materials and acceptance by the Project Engineer, i.e., camera, album, chips, necessary to
undertake photographic progress activities of the project and of all the costs incidental to the
preparation and submission of photographs.

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Item B.1 Offices, Shops, Stores and Workmen’s Accommodation for Contractor

General Requirements of Offices, Shops, Stores and Workmen’s Accommodation for

Contractor

A. Contractor’s Field Office

Within Contractor’s Field Office provide an air-conditioned meeting room with

conference tables, minimum of ten (10) chairs and utilities for construction meeting. Contractor’s
Field Office should be handicapped-accessible.

Provide and mount on the Contractor’s Field Office, where it can be readily seen by the
Contractor’s employees, a substantially built 3- feet high x 4-feet wide bulletin board, with a
framed glass door protected on the outside with a 2-inch x 2-inch galvanized mesh and lock.

B. Fabrication Shop/Plant

The Contractor should provide or lease a property for the erection of crushing/batching
plant, the location of which should be near to the project site. The shop should be provided with
complete facilities, plant and equipment that will sustain the required rate of production of the
needed material for construction. The Contractor should provide access to the Project Engineer
and his authorized representatives and/or Project Inspectors for the supervision, testing, sampling
and other relative activities.

C. Storage and Warehouse

The Contractor should provide an adequate size temporary shed for the safe storage of all
materials and equipment. The shed should be located where approved by the Project Engineer.
The shed should be weather tight with a wood floor above grade. The shed should be removed
from the Jobsite upon the completion of Contracted Work or when so ordered by the Project
Inspector.

D. Consumable Stores for Field Office, Quarters and Laboratory

The Contractor should provide regular supply of consumable items per month required
for the Project Engineer’s facilities, as listed in the contract. It should be understood that if the
Contractor is unable to provide any of the items/ articles when required, the Project Engineer has
the right to secure such articles and should have the right to deduct the sums from any money
due or which may become due to the Contractor, whichever is convenient to the Project
Engineer.

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E. Workmen’s Accommodation

Adequate sanitary conveniences of an approved type for the use of persons employed on
the Work and properly secluded from public observation, should be provided and maintained by
the Contractor in such a manner and at such points as should be required or approved by the
Project Inspector. These conveniences should be maintained at all times without nuisances and
their use should be strictly enforced. Upon completion of the Contracted Work, they should be
removed from the premises, leaving the premises clean and free from a nuisance.

Adequate potable water facility of an approved type for the use of all persons employed
on the Work should be provided and maintained by the Contractor in such manner to be required
or approved by the Project Inspector. The potable water facility should be disinfected clean and
equipped with sink, soap, paper towels and maintained clean at all time without nuisances.
Contractor should provide water supply for the public use and required drain system.

Inspection Guidelines for Offices, Shops, Stores and Workmen’s Accommodation for
Contractor

The Contractor should locate his Storage Area at a specific location where approved by
the Project Engineer for the safe storage of Contractor’s materials, tools, equipment, District
Engineer Office and sanitary facilities. This area should be fully enclosed, with adequate
temporary fencing, gates, partitions and/or doors. This area should be kept in a clean, safe and
orderly condition at all times. Exercise care not to damage existing facilities, structures and/or
equipment. If necessary, provide temporary lighting from existing sources at the Jobsite as
directed by the Project Engineer. It is entirely up to the Contractor to make whatever
arrangements he deems necessary with landowners regarding use of land for the purpose of
erecting camps, workshops, garages, stockpiling of materials, location of plants, housing of labor
and staff, welfare facilities, etc. and all costs incurred in connection with rental or lease of such
land should be at the Contractor’s expense.

The Contractor should be solely responsible for the erection, maintenance and sub-
sequent disposal of whatever facilities he deems necessary to execute the work. The Contractor
should obtain and pay for all necessary services, permit, fee and charge. The off-site storage area
should be insured and bonded. The Contractor should submit all required certification and
photographs to the Project Engineer and provide all the necessary access for verification for
payment. Upon completion of Contracted Work, remove all temporary fencing, gates, doors or
enclosures and leave the area free of materials, tools, equipment, District Engineer Office,
sanitary facilities and in a broom clean condition.

The Contractor should not erect temporary buildings or structures within the road right-
of-way without the prior written approval of the Project Engineer.

Offices, Shops, Stores and Workmen’s Accommodation for Contractor Checklist

Before construction, see that

1. Ensure that all required permits are obtained by the Contractor

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 2. The office site is located within the vicinity of the job. Carefully select the field office
location. Consider security and avoid areas, such as residential neighborhoods, where the
District Engineer Office would create a nuisance.
3. Telephone service, electric power, sewage disposal facilities and water supply are
available.
4. The site is easily accessible even in wet weather and required parking is provided.
5. Ensure that all provisions have been made to keep the facilities fully functional for the
duration of construction activities.
6. The facility must be ready for use five days before other work is started.
7. No payment can be allowed until the office meets all requirements of the Specifications.

During construction, see that

1. The Contractor properly maintains the office.
2. The initial and progress payments are made on the specified basis.

After construction, see that

1. On completion of the Contract, the facilities provided by the Contractor including utilities
and communication facilities should be reverted to the Government including office
equipment, apparatus, pieces of furniture, laboratory equipment, etc

Records

Although this is not a pay item in the contract, field records should include the following:
1. Name and address of the lot owner on which the space for the Offices, Shops, Stores and
Workmen’s Accommodation for Contractor is constructed.
2. Location map and area of the Offices, Shops, Stores and Workmen’s Accommodation for
Contractor.
3. Copy of the permit and license obtained in the construction
4. Dates of when such Contractor’s facility was constructed.

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Item B.2-Medical Room and First Aid Facility

General Requirements of Medical room and First Aid Facility

1. The Contractor should employ permanently on site at least one fully trained medical aide,
nurse or paramedic who should be engaged solely for medical duties.

2. The Contractor should at his own expense provide first aid equipment at all camps and
work sites to the satisfaction of the Project Engineer and should ensure that at all camps
and works sites where 40 or more persons are engaged on the Works there should at all
times be a person qualified in first aid with access to appropriate first aid equipment.

3. The location of the medical room and other medical and first aid arrangements should be
made known to all employees by posting suitable notices at prominent locations around
the site and by verbal instruction upon recruitment.

Inspection Guidelines for Medical Room and First Aid Facility

The Contractor should provide and maintain throughout the duration of the Contract, a
medical examining room and sickbay together with all necessary supplies and equipment to be
sited in the Contractor’s main camp. The rooms should be used exclusively for medical purposes
and should be of good quality construction with electric lighting and otherwise suitable for their
purpose. The sickbay should have at least two beds and should be provided with adjacent
washing and sanitation facilities.

The Contractor’s arrangements for complying with this Section should be subject to the
approval of the Project Engineer and also to the approval of any qualified Medical Officer
designated by the Government to inspect or supervise medical arrangements on the Site.

Medical Room and First Aid Facility Checklist

Before construction, see that

1. Ensure that all required permits are obtained by the Contractor
2. The office site is located within the vicinity of the job. Carefully select the field office
location. Consider security and avoid areas, such as residential neighborhoods, where the
District Engineer Office would create a nuisance.
3. Telephone service, electric power, sewage disposal facilities and water supply are
available.
4. The site is easily accessible even in wet weather and required parking is provided.
5. Ensure that all provisions have been made to keep the facilities fully functional for the
duration of construction activities.
6. The facility must be ready for use five days before other work is started.
7. No payment can be allowed until the office meets all requirements of the Specifications.

During construction, see that

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 1. The Contractor properly maintains the office.
2. The initial and progress payments are made on the specified basis.
After construction, see that
1. On completion of the Contract, the facilities provided by the Contractor including utilities
and communication facilities should be reverted to the Government including office
equipment, apparatus, pieces of furniture, laboratory equipment, etc

Records

Although this is not a pay item in the contract, field records should include the following:
1. Name and address of the lot owner on which the space for the location of the medical
room is constructed.
2. Location map and area of the Medical Room
3. Dates of when Medical Room was constructed
4. Name and background of the fully trained medical aide, nurse or paramedic employed on
site for medical duties and the dates of when he/she reported for work or when he/she
was not available on site.

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Item B.3 – Mobilization/Demobilization

General

Mobilization consists of all work and operations necessary to assemble and set up the
project, including moving personnel and equipment to the project site and establishing the
Contractor’s Offices, buildings and other facilities required by the Contract Documents.
Mobilization are initial/final costs incurred by Contractor even before qualifying for P 0.01
worth of accomplishments e.g., erection of camps, field offices for the Project Engineer, delivery
of equipment on site, mobilization of personnel. Mobilization is not free; somehow its cost is
borne by the owner. If not separated as pay item, it makes unit prices artificially high.
Disadvantageous to the owner for additional works. Common practice to pas as lump sum item
(normally 5% but to be tied to mobilization effect of the Contractor. Mob/Demob ratio is
normally 60-40.

Inspection Guidelines for Mobilization/Demobilization

The contract, with a few exceptions, requires only that the Contractor provide equipment
that is capable of completing the contract within the contract time; the choice of equipment is left
up to the Contractor.

Contractor vehicles and equipment that require licensing must be licensed at all times
during their use. The Contractor should not allow specified equipment that does not meet
contract requirements to work on the project until the Contractor brings the equipment into
compliance with the contract. The Contractor must secure approval of the Project Engineer
should he opted to demobilize any of the major plant and/or equipment before the completion of
the project.

Mobilization Checklist

Before construction, see that

1. Request for the submissions of the plans as to the setting up of the temporary plant and
fabrication plants including the field office of the Contractor.
2. Coordinate with the Contractor as to when he intends to mobilize the equipment needed
for the project

During construction, see that

1. When the Contractor first mobilizes equipment to the project site and as each additional
piece of equipment arrives at the site, the Project Engineer and project staff should
inventory the equipment.
2. The Project Engineer is responsible for documenting the equipment and its condition.
3. If the Project Engineer notices any deficiencies in the specified equipment, the Project
Engineer should immediately bring the deficiency to the Contractor’s attention.
4. When the Project Engineer and project staff inventory equipment, they should gather
basic information on each piece. Information should include the classification, make,
model, year of manufacture, horsepower, attachments and optional features, capacity,
engine fuel, serial number and Contractor’s number. These data will help the Project
Engineer establish a rental rate for each piece of equipment, if necessary. The project
staff should use still photographs and videotape to document the initial condition of the
Contractor’s equipment.

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After construction, see that
1. Keep all records of the vehicles and that each vehicle is properly referenced and is
accounted for.
2. Properly return the vehicle to the responsibility of the Contractor after the project, if this
is as required in the contract.

Records

Records should include actual dates of arrival or removal of equipment and manpower to
or from the project site. The equipment type, brand, model, license plates should also be
recorded including the condition if same can be effectively utilized in the execution of the works.

If the Contractor availed for an advance payment for the mobilization of such equipment,
in accordance with the contract, no equipment should be allowed to leave the Contractor’s
premises for reason other than for the execution of the works, without the written permission of
the Project Engineer. Such written permission should be included as part of the field records.

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