Construction Supervision Manual

Chapter Twelve For Contract Roadworks

CHAPTER TWELVE : COMPLETION PROCEDURE

CONTENTS Engineer to issue a Certificate under the

terms of the Conditions of Contract (Clause
12.01 Completion Programme 39 of Form 203A or Clause 48 of the 203
CEWI, FIDIC and I.C.B. "Conditions" *).
12.02 Pre-Completion Checks The first step for the Resident Engineer in
1.2.03 Qualification For response to the application is to inform the
Completion Engineer and then to arrange for a full inspec-
tion of the works as they stand. The prepa-
12.04 Handover
ration of a list of deficiencies should follow
12.05 Certification of Works compiled in two sections:
Completion (i) Outstanding Work,
12.06 Defects Maintenance (ii) Defects.
Period (Maintenance When the complete list is available copies are
Period) to be passed to the Engineer and the contrac-
tor. The Resident Engineer must then review
12.07 Certification of its contents and recommend to the Engineer
Maintenance Completion either:
12.08 Preparation of Completion a) that the works are sufficiently and satis
Reports factorily completed to warrant the prep-
12.09 Other Reports Required ration of the certificate, or
b) that further completion or remedial work
12.10 Mandatory Completion
is required.
Duties The Engineer's decision on this point is to be
notified to the contractor in writing. If it is
------------------------------------------------- decided that the Certificate can be issued,
before proceeding further, an undertaking
2.01 Completion Programme. must be obtained from the contractor that he
The supervision team's involvement in the will attend to all required outstanding and
final stages of the contract-can be regarded as remedial work during the Defects Liability
fitting into the following programme. Period (Maintenance Period).
a) Pre-completion checks.
b) Qualification for Completion. c) * The Form 203A Conditions of Contract use
Handover. the terms Certificate of Practical
d) Certification of Completion.* Completion, Defects Maintenance Period
e) Defects Liabilities (Maintenance) and Certificate of Completion of Making
Period.* Good Defects, Forms 203 CEW1 and the
f) Certification of Maintenance FIDIC Conditions of contract use the terms
Completion.* Completion Certificate, Maintenance Period
g) Preparation of Completion Reports. and Maintenance Certificate. The I.C.B.
Required action under each of these "Conditions" use the terms Certificate of
headings is dealt with in the following Completion, Period of Maintenance and
sections of this chapter. Maintenance Certificate.

12.02 Pre-Completion Checks 12.03 Qualification For Completion

As construction work approaches full. com- In coming to a decision as to whether the
pletion, the contractor will apply to the project is ready for its Certificate of Practical

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Completion or Completion Certificate the completion has been achieved if small

following points should be considered. but important items of work are out
a) It is not necessary for every last nut and standing-particularly if they are covered
bolt to be in place but the project should be in by items that the contractor may regard
a suitable state for occupation by the govern- as loss-making.
ment and use by the public at large, without (f) The issuing of the Certificate of
inconvenience or hazard. Practical. Completion or Completion
b) Generally speaking: Certificate does not constitute
(i) all side ditches and cross highway contractul approval for the items of work
pipes must be complete but the indicated to be complete - final approval
non-completion of some chambers rests with the issuing of the Certificate of
and covers is acceptable; Making Good Defects or Maintenance
(ii) all carriageway pavement and Certificate. However, an element of
shoulder work should be complete implied acceptance cannot be entirely
except for very minor isolated areas avoided and it is clearly embarrassing to
at bridges, culverts etc., or where identify, at the end of the Defects
remedial work is required; Maintenance Period or Maintenance
(iii) all elements of major structures and Period, deficiencies which could have
large culverts should be complete; been pointed out earlier. Accordingly,
(iv) guardrails on high embankments Resident Engineers should ensure that
or at other hazard points and bridge their staff carry out the completion
parapets must be complete; inspection and listing of work conscien
(v) road marking should be complete tiously.
except for very minor items; It is to be noted that the Contractor can ask
(vi) if included in the contract the for a Certificate to be issued for part of the
more important advance and direc- Works. In the case of Form 203A contracts a
tion signs and all warning signs, Certificate of Partial Completion can be
without exception, must be erected. issued for part of the works occupied by the
(c) The value of completed work should be Government - see Clause 42(a) & (b). For
at least 95% of the estimated final Form 203 CEWI, FIDIC and I.C.B. contracts
Contract Sum. a Sectional Certificate of Completion can be
(d) once the Certificate has been issued no issued providing the terms of Clause 48(2)
Liquidated Damages can be levied and/or (3) have been met. The procedure for
against the contractor for non completion sectional completion is similar to that
of any part of the works. In the case of described in this chapter for whole comple-
contracts governed by the Form 203A tion.
Conditions of contract there is no reten-
tion money to be released on completion * In the case of FIDIC.contracts any
but the 203 CEWI and I.C.B. Conditions arrangements for the holding and release of
provide for a retention on interim certifi retention are give in the Part II "Conditions".
cates half of which is released on certi-
fied completion.* 12.04 Handover
(e) Because, as noted in (d), the contractor Before the Certificate of Practical
has been relieved of some of the onerous Completion or Completion Certificate is
conditions and because the remaining issued it is normal to arrange for acceptance
payment values are small it is some of the project to be signified by the maintain-
times very difficult to get the contractor ing authority, which may be the Jabatan Kerja
to take the completion of outstanding or Raya. Alternatively, it may be some other
remedial work seriously. For this reason, central or local government authority. For
staff must guard against agreeing that this purpose a joint site inspection is arranged

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with the contractor, the Engineer and officers should agree with the contractor the pro-
of the maintaining authority at which the lat- gramme for the Period and what resources of
ter have the opportunity to draw attention to plant and labour etc. will be required. He will
any items they consider to be incomplete or then assess his own supervision staffing
unacceptable. If the Engineer agrees that the requirements and agree with his superior in
items are properly subject to rectification the Department what provision is to be made.
under the contract he will include them in his Arrangements also need to be made with the
list of deficiencies prepared for the contrac- contractor for continuing the services of
tor. However, it should be stressed that the accommodation,, transportation and labour
exercise is concerned with work already cov- support, scaling these down to a suitable
ered by contract instructions and, although level.
most contractors will be flexible about under- The contractor's programme of maintenance
taking a small amount of additional construc- should be based on dealing with the list of
tion, this is not the stage at which major extra deficiencies appended to the Certificate of
works should be introduced. Practical Completion or completion
Certificate. However, the list must be pro-
12.05 Preparation of the Certificate gressively updated throughout-the period by
Of Practical Completion or the supervision staff who should be constant-
Completion Certificate ly on the lookout for any additional defects
When the Engineer is satisfied that a suitable and evidence of potential failure.
state of completion has been achieved and It should be stressed that the contractor's
has obtained the contractor's undertaking to works obligation during the period is for
complete the outstanding and remedial defects and noncompletions only - it does not
works, the Certificate of Practical extend to routine or " wear and tear" mainte-
Completion or Completion Certificate should nance unless otherwise stated in the specifi-
be prepared. Form JKR 2035 Pin 2/83 is used cation.
for the purpose and should carry an annex
listing the more important deficiencies to be 12.07 Certification of Completion of
attended to by the Contractor. A copy of an Maintenance.
issued Certificate is given in Figure 12A. The Certificate of Completion of Making
Clause 48 (1) of the Form 203 CEWI, FIDIC Good Defects or Maintenance Certificate,
and I.C.B. Conditions of Contract requires unlike the Certificate of Practical completion
that the Certificate be issued within 21 days or Completion Certificate, does signify ulti-
of the contractors notice requesting it or with- mate acceptance of the works. It is, therefore,
in 21 days of his making good any defects of the greatest importance that any defects
required by the Engineer for "substantial remaining toward the end of the Defects
completion". There is no such stipulation in Liability or Maintenance Period are identi-
the Form 203A "Conditions” fied and put right before the Certificate is
issued. The work of compiling a final list of
12.06 Defects Maintenance Period deficiencies should start approximately two
(Maintenance Period) months before the nominal end of the Period.
The contract does not end with the Certificate
When all remedial and outstanding work has
of Practical Completion or Completion
been completed to the satisfaction of the
Certificate and some members of the supervi-
Engineer the Certificate of Making Good
sion team are usually retained to oversee
Defects or Maintenance Certificate is to be
work executed during the Defects Liability or
prepared on form JKR 203Y / 82. An exam-
Maintenance Period, which start on the date
ple of an issued certificate is given in Figure
of the Certificate. At that time, the Resident
12B. In the case of the Form 203A
Engineer or other officer assigned with con-
Conditions of Contract the procedures for
tinuing site responsibility for the contract

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dealing with defects and issuing the appendices to this chapter.

Certificate of Making Good Defects are set
out in Clause 45. 12.10 Mandatory Completion Duties
The issuing of a Maintenance Certificate is The following activities dealt with in this
dealt with in Clause 62(1) of the Form 203 chapter are mandatory for the Resident
CEWI, FIDIC and I.C.B. Conditions of Engineer.
Contract which require the Certificate to be
(i) Conducting of pre-completion
issued within 28 days of the end of the
checks and listing of deficiencies.
Maintenance Period or the date of
(ii) Preparation of Certificate of
Completion of the required defects work.
Practical Completion or
There is no such provision in the Form 203A
Completion Certificate.
"Conditions".
(iii) Supervision of contractor's mainte-
nance operations.
12.08 Preparation of Completion
(iv) Preparation of final deficiencies
Reports
list.
The Project Co-ordinator is required to pre- (v) Preparation of Certificate of
pare for each contract, a Road Project Report Completion of Making Good
as outlined in Nota Teknik 15/87 which is Defects or Maintenance Certificate.
reproduced as an Appendix to this chapter. (vi) Preparation of or contributions to,
Resident Engineers are normally expected to the three Completion Reports.
assist with the preparation of the Report,
starting work on the task as soon as construc-
tion is finished and continuing throughout the APPENDICES TO CHAPTER TWELVE
Defects Liability (Maintenance) Period. The
Report should be presented to the Director of APPENDIX
Roads, JKR (after approval by the Engineer)
within a few weeks of the end of the Period. 12 (1) Nota Teknik 15/87. Format for
Resident Engineers who are posted away Road Project Report
from the project before the end of the mainte- 12 (2) Report on Contractors Performance
nance period must draft as much of the
12 (3) Form JKR 8 - Pin 6/79
Report as is practical before leaving and hand
over the draft to the in-coming incumbent,
the Engineer or their Co-ordinator.
Two very important constituents of the Road
Project Report are a complete list of the As
Built Drawings and the detailed Final
Account - matters which are dealt with in
Chapters 10.13 and 7.15 respectively.

12.09 Other Reports Required

Further reports to be prepared at the end of
the contract, which the Resident Engineer
may be required to prepare or contribute to
are:
a) the Report on Contractor's
Performance, and
b) the Completion Report on Form JKR 8
Pin 6/79. Copies of blank forms for
both these reports are also given as

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RAHSIA

FORMAT FOR ROAD PROJEK REPORT

Preface
This Technical Note sets Out The required format for road project reports
that are to be prepared by the coordinators after the completion of a proj-
ect.
while the basic format as set out should be ffolowed at all time, variations
and changes can be made wherever necessary for specific projects.

RAHSIA

FORMAT FOR ROAD PROJECT REPORT

1. Title Page

2. Road Project Report

1.0 Introduction
2.0 Construction Details
3.0 Construction Cost
4.0 Miscellaneous
5.0 Appendix

CAWANGAN JALAN

ROAD PROJECT REPORT

NAME OF PROJECT

Design By : (Unit Rekabentuk / Jurutera Perunding)

Constructed By : (Name address and Class of Contractor)

Supervised By : (JKR Daerah/Jurutera Perunding)

Cost of Project :

Date of Completion :

Report Prepared By : Name and Designation

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1.0 INTRODUCTION come them. Problems arising from deficien-

cies in the specifications should especially
This is to introduce the project constructed. be highlight.
Details should include the following:
2.1 Earthworks
1.1 Scope of Works Stating the earthworks carried out, its quan-
- Describe generally the scope of tities etc.
works involved such as the nature of
the project, class and length of road 2.2 Pavement
involved, number of structures and
Stating the construction of the pavement
facilities provided etc.
2.3 Structures
1.2 Feasibility Study
- Give brief details of the feasibility Describes the various structures constructed
study if any such as date of study, such as bridges, retaining walls, pedestrian
name of consultant etc. crossing etc.

1.3 Detailed Engineering 2.4 Drainage

- Give brief details of the design Describes the various drainage structures
such as standard adopted and other and types of drains and culverts including
special design features together with any subsoil drainage and erosion control
the name of designer. measures used.

1.4 Source of Funding 2.5 Relocation of Services

- State the source of funding for the Describes the various types of service
project e.g World Bank, ADB, involved, difficulties encountered during
Federal Government etc. The Head construction and its effect on the progess of
and Subhead and the Plan Period work.
(e.g.) FMP) is also to be stated.
2.6 Intersections/Interchanges
1.5 Contract Details Describes the major intersection/interchange
- Give details of the contract such as including details of traffic signal design
name, number, class and address of used.
the Contractor, date of possession of
site, original and final contract sum 2.7 Others
etc.
Other matter encounter during construction e.g.
traffic control, river diversions, land problem
1.6 Supervision
etc.
- Give name and address of the
resident 'supervisory staff.
3.0 Contruction Cost
2.0 Construction Details This section should summaries the contruction
cost of the major elements as set out in
This section is intended to provide a detailed Sumarry of Tender. It should also highlight the
account of the overall construction of the areas of Variation Orders.
project. The details should include the high-
lights of the construction of the items con- 4.0 Miscellaneous
cerned; the problem encountered during con- Any other details deemed relevent should be
struction; and the solutions adopted to over- recorded here.

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5.0 Appendix
The appendix should include the following :-
a) location and site plan of the project list
b) as-built plan / profile drawings
c) photographs of instruction aspects of the
construction.
d) other plans etc. as required.
e) as completed detailed abstract
f) list of related file numbers

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APPENDIX 12 (2)

LAPORAN PERLAKSANAAN PEMBORONG

(CONTRACTOR'S PERFORMANCE)

Tidak
Baik Se de rhana
BIL KRITERIA Te rbaik Me muaskan
75% - 89% 50% - 74%
90% ke atas 50% ke bawah

1 Pengurusan Tapak Bina (Site

Organisation)

2 Pentadbiran (Administration)

3 Perancangan / Kemajuan
(Programming / Progress)

4 Mutu Kerangka (Structure

Quality)

5 Mutu Kerja-kerja Kemudahan

(Services Quality)

6 Mutu Kemasan (Finishes

Quality)

7 Mutu Kerja-kerja Luar (External

works Quality)

8 Pengawasan Kontraktor-
kontraktor Kecil/ Pembekal
Yang Dinama (Control of
Nominated Sub-Contractors/

SOKONGAN (RECOMMENDATION)

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