The Site Inspection and Compliance Team

The Site Inspection and Compliance Team are a dedicated Team of trained and experience
trades-related professionals who undertake site inspection and quality control on a day to day
basis of the Capital Programme of Work, during the construction period. They are line
managed by the Senior Estates Development Manager, and support the Estates
Development Managers in delivering the key programme of projects directed, managed and
administered through the Estates Development Projects Services Section in Estates.
Depending on the amount of projects on site at any one time and the scope and complexity of
the range of work, there could be anything up to 10 people in the Team, but at present
numbers have reduced to 5, to support the anticipated summer construction programme of
work for 2010.
Duties and Responsibilities

The duty of the Site Inspection and Compliance Team is to ensure as far as its
practicable that the building contract conditions, drawings and specifications issued to
the contractor are complied with, and that the Estates Development Managers
attention is drawn to shortcomings and oversights that might arise in the course of the
construction work
The function and responsibilities of the Site Inspection and Compliance Team extends
considerably beyond the principle duties above. These additional duties and
responsibilities enable the Estates Development Project Services Section to provide a
client- centre service which can be tailored to individual client needs and allows the
section to provide a flexible and adaptive service over a number of different types for
projects.

Liaising with the Contractor

The Site Inspection and Compliance Team will advise the Estates Development
Managers and Estates colleagues in other disciplines if appropriate, at an early stage
if the contractor seeks to impose variations of a technical or administrative nature
outside the terms of his contract. They will be ready to listen however to suggestions
and interpretations of specified methods of construction and be ready to help solve
problems, but avoid involvement in taking responsibility for the solution (as this
should firmly site with the contractor).

Initial Briefing

Before The Site inspection and Compliance Team take up duty on site, but in any
case at the earliest practicable date, the EDM responsible for the project concerned
should arrange a brief meeting on the project. In advance of this, copies of the
contract documents and drawings should be passed to SI Team, for familiarisation. If
possible, a visit to the site should be made to see the location, ground conditions,
adjoining properties and any evidence of likely problems. The briefing meeting
should be used to clarify any matters not fully understand, obtain the contact names
of other staff/ site team, e.g. other disciplines or administration personnel, and the
EDM should arrange an introductory meeting.

It is the responsibility of the EDM to brief the SI Team on duties and delegations
particular to the contract, and these should be confirmed to the SI Team in writing at
or after the briefing meeting, but in any case not later than the site handover meeting
with the contractor. The main items to be covered in briefing are set out in the Quality
Assurance Manual and Project Quality Assurance Plan and are summarised as
follows:
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Issue of contract and subsequent documentation

Arrangements and financial delegations for EDMs instructions (including day
work)

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Monitoring and recording requirements

Progress Report requirements
Elements of the works for which prior agreement on acceptable standards is
required (e.g. by samples)
Features of the work requiring special attention
Works Diary requirements
Liaison arrangements

It is the responsibility of the EDM to inform the contractor of the extent and limitation of the SI
Teams authority.
Part time Site Duty

The SI Team may have responsibilities for more than one project, and will have to
divide their time between sites as effectively as possible, taking account of the
requirements of different EDMs. Part time control cannot equate to full time service,
and conflicts of priority can develop. The SI Team must therefore ensure that they
obtain a clear briefing from each EDM on particular aspects of the work requiring
supervision, such as works below ground, RC frames, industrialised construction or
major M&E installations. The SI Team will advise the EDM if a conflict of timing may
prevent or hinder such supervision.

Off-site Inspection

The EDM may arrange for items manufactured off-site for incorporation in the works
(e.g. prefabricated concrete or steelwork, and purpose made engineering plant) to be
inspected prior to delivery. The SI Team may be called upon to carry out this duty.

Quality Assurance

The University places great emphasis on Quality Assurance, and has taken steps
towards providing a Quality approach (in line with PRINCE 2 methodology) of the
design process. The University is also committed to developing a Quality approach
of the construction process.

Works Diary

Each discipline (Fabric and Mechanical & Electrical) will maintain a works diary on the
jobs they are assigned to. This Diary will be recorded daily, and is intended to provide
a complete record of the work from start finish. It should give factual information on
events and conditions affecting the progress of work bearing in mind that reference
may have to be made to the Diary long after the event of disputed claim, so avoid
generalisations, identify locations clearly, and bring together cause and effect.

The progress of work will be recorded each day, with dates of starting and finishing
for significant elements. The Diary will be made available to the EDM whenever they
visit the site, to draw attention to any necessary items not in accordance with the
contract.

Where there is more than one SI person on site, it may be advisable for each SI to
keep a diary for the area of their responsibility, subject to the approval of the EDM. In
such a case, the SI person (or Resident Architect) with overall responsibility will keep
the main Works Diary, in which should be listed any associated diaries approved to
be kept by the EDM. All diaries must be delivered to the EDM on completion of the
Works.

If supervising several projects, a report should be completed after each visit. Agree
with the EDM before starting site duty on the form of report required. Weekly returns

backed up by the Works Diary may suffice. The SI Team should advise the
contractors site representatives of what records they should keep for the purpose of
the report.
Weekly Returns

The SI Team should receive every day from the contractor a labour return giving the
number and description of work people employed on the works. The return should
include and identify contractors supervisory and any design staff, subcontractors,
nominated subcontractors and other specialists employed, and state hours worked on
overtime. It is necessary to ensure that the Estates Office do receive these forms and
carry out periodic spot checks on their accuracy. The SI Team should report any
discrepancies to the EDM.

Building Regulations

The contractor is under statutory obligation to give at least 48 hours notice of

commencing work, and at least 24 hours notice of covering of excavations, laying
foundations, damp courses or over-site concrete, and haunching or any covering to
drains and sewers. When drains are completed and back filled, notice is to be given
not more than 7 days after the work is finished. The SI Team should keep awareness
of the progress of work to be inspected, and be ready to inspect when the notice is
given, without delay to the Works

The SI Team should record any inspections and action taken on any contraventions in
the Works Diary. Contraventions should be brought to the notice of the contractor
and the EDMs in writing. On large projects where parts of inspection stage elements
may be ready at different times, the SI Team must ensure all parts are inspected. If
the contractor informs the SI Team that in his opinion the specification or drawings
contain a contravention, the SI Team must bring this quickly to the notice of the EDM.

Accident reports

The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations

1985???? require that the enforcing authority (the Health and Safety Executive) be
informed by the responsible person if as a result of an accident, disease or
dangerous occurrence arising out of or in connection with the Works, a person dies or
suffers from a specified injuries or conditions. These are listed at Appendix D.
Responsibility for submitting an immediate telephone or other report to H&SE
followed by a written report on H&SE form F 2508 within 7 days lies with the
employer of the sick or injured person.

Safety, Health and Welfare

The contractor has the statutory responsibility for compliance with all Regulations
relating to work, plant and equipment on site. There is however a duty of care on SI
Teams part consistent with the Teams reasonable knowledge of good practice. If the
SI team see any unsafe condition or practice, they will immediately draw it to the
attention of the contractor. If they are not satisfied with the contractors response, the
Universitys Safety Officer and the EDM will be advised. If the matter is considered to
be urgent, the H&SE inspector could be consulted. This applies particularly to
temporary works such as scaffolding and hoardings, site lighting and electrical
distribution and the maintenance of site cleanliness. Issue of an Architects Instruction
may be appropriate, but the EDM should be consulted before doing so. The SI Team
will also check that the contractor keeps a Scaffolding register.

Breaches of Statutory Requirements

The EDM through the Assistant Director (Estates Development Projects) has powers
to require the contractor to remove and replace any undesirable employee, up to and
including the Site Agent. The SI team should record in the Works Diary any breaches
of statutory health, safety and welfare requirements, identifying the person
responsible and draw attention of the EDM to these.

Progress Reports

Regular reports on site progress are normally required for all projects in construction.
The purpose of the Progress Report is to keep the EDM and all others concerned
fully informed. It should provide an accurate account of the progress and position of
the works as at the last day of each week (or such other defined date determined by
the EDM) and it should be submitted to the EDM promptly to allow it to reach the
Principal Contractor, through the Design Team, not later than the last day of the
month (or other defined date).

The EDM may instruct the SI Team to provide separate Progress Reports for M&E
and specialist services, e.g. piling. For this purpose the M&E or specialist subcontractor should provide a progress report to the main contractor, with copy to you.

The SI Team will submit reports on the standard format. Base percentage progress
will be reported on a genuine assessment of physical progress, and not on interim
financial valuations of work. Figures will be shown separately for Building &Civil
Engineering and Mechanical &Electrical labour on site.

Site Meetings

Progress is one of the key matters for discussion at formal site meetings. The SI
Team will ensure the EDM is fully informed in advance of a meeting on all aspects
affecting progress. This will include having readily available a statement of the
position, and the number of weeks the contract is ahead or behind programme. The
SI Team be prepared to discuss matters relating to labour, plant and material
deficiencies and sub-contractors work. The aim of these meetings is to overcome
problems and help the contractor maintain the agreed programme.

On exceptions the EDM may require members of the SI Team to chair ad-hoc
meetings and prepare minutes or notes. It is the normal duty of the EDM (or the
external consultant employed to deliver the project) to prepare minutes of site
progress meetings. Notes should be as complete as possible. Minutes should be a
true and accurate record of what was decided or agreed.

Snag Lists

The SI Team aim to keep the works snag list to a minimum by ensuring that action is
taken to remedy faults well in advance of the final hand-over or occupation date
whichever is earlier. The SI Team will carry out a thorough preliminary inspection with
the contractor, record all defects and omissions and issue instructions for putting right
before the date of handover.

Taking over New Works for Maintenance

The takeover of completed works from the contractor, and the acceptance from him
for subsequent maintenance, are separate and distinct from the handover to the client
for his use. The takeover from the contractor should be completed and any difficulties
or problems resolved before formal handover to the client. While it may be
convenient to arrange for the two procedures to be carried out successively, the user

should be present at or be involved in any discussion between University

representatives and the contactor about contractual takeover and acceptance.
Quality Standards and Control, New Manufacture

The SI Team must ensure that all materials and articles incorporated in the works are
of new manufacture, unless specified otherwise.

British Standards

The SI Team must ensure that materials or articles specified to comply with a BS
carry the appropriate BS marking, and request the contractor provide a certificate of
compliance and record for any future reference. If in doubt about compliance, the SI
Team will consult with the EDM.

Samples

The SI Team will ensure that samples are submitted by the contractor for approval by
the EDM (or by the SI Team if this is delegated) as specified, with all necessary
particulars and in ample time for examination to be carried out without a delay to the
works. Approved samples should be retained on site until no longer required, when
they should be removed. They should be identified by labelling to show the suppliers
name and address, the date approved, and the part of the works in which the item is
to be incorporated. The SI Team should keep the samples near for ease of reference.
The SI Team will make frequent checks on such items such as sand, aggregates,
timber, joinery, flush doors, colour and quality of paint, and compare with the
approved samples.

Condition at Completion

The contractor is required to remove all temporary markings, coverings or protection

unless otherwise instructed, and to clean and clear the Works of debris and rubbish,
leaving the premises on completion in a fit condition for occupation and use. Of any
special degree of cleanliness is required, e.g. in technical or prestige areas, this will
be in the specification or otherwise be ordered. The SI Team will draw the contactors
attention to these matters in the course of the snag-list inspections.

Defective Work

The required standards of workmanship and materials are as laid down by the
conditions of contract and associated drawings, specifications and BQs. The SI Team
will ensure that the contractor complies with these standards at all times throughout
the course of the Works, and draw the attention of the contractor to any departure
from them, reporting any unresolved defect or variation to the EDM.

If it is necessary to open up work for examination, or carry out any tests, the SI Team
will obtain the EDMs prior approval and confirm this to the contractor by Architects
Instruction. The SI Team should take note of the work and costs involved, including
making good, in case of any claim.

Defect and Failure Reports

Any defect or failure in a University installation which has caused or could cause a
significant disruption of an operational service for a University client will be reported
promptly by the SI Team. It is also important to report successful use of new
materials or products. The SI Team will initiate reports on any defect or failure of an

item supplied or constructed to specification (other than very minor items). Reports
are required whether the contractor has remedied the item or not.
Quality Assurance

During construction the SI Team shall ensure that the contractor complies with the
contract requirements regarding quality assured materials and products by production
of invoices, delivery notes etc as appropriate.

The SI Team should therefore be sure that they understand the scope of any QA
scheme specified, so that they know what to check. If in doubt, the SI Team should
obtain the EDMs instructions at briefing stage. The SI Team may have to check that
QA products and services are in fact supplied by QA products and services are in fact
supplied by QA firms and properly marked or labelled. The SI team will have to
familiarise themselves with the relevant markings. The EDM may require to keep a
QA register in which to record the QA products and services supplied.

QA products do not normally require further site or independent testing (except as

components of an assembly subject to test) unless there is a reason to doubt that the
item meets the quality standard. In such a case the SI Team must inform the
contractor and report the matter fully to the EDM for instruction. This also applies to
cases of damage on delivery. Any defect in QA products or services should be the
subject of a Defect and Failure report.

Quality Control

QA systems are based on certification of Quality Control (QC) which in the case
of site control means checking, testing, and rejecting material or work that does
not meet the specification. An important element of QC is to record these actions
and the SI Team should use the Works Diary methodically for this purpose. The
extent of QC to be applied to a project depends on the circumstances, types and
sensitivity of the project, the contractors experience and reliability, staff
availability and such factors. It is the responsibility of the EDM to brief the SI
Team accordingly.

Statutory Controls

The SI Teams responsibilities depend on whether or not the project is exempt

from statutory inspection and control and the EDM will brief the SI Team on their
duties.

EDMs Briefing

The EDMs briefing to the SI Team should include points for attention, such as
important architectural or structural details and any need for a higher standard of
workmanship than normal. Where the SI Team are responsible for more than one
site, questions of priority for attention arise. The SI team will ensure that they
obtain from the EDM (or EDMs) instructions on what inspections and tests or
operations are essential to be witnessed. The SI Team will make diary notes or
annotate the Works programme to ensure that they carry out necessary actions,
and draw the attention of the EDM in good time as work progresses to any
actions or decisions for his attention. If for some reason they cannot comply with
the EDMs requirements, the SI Team will advise him so that he can make other
arrangements, particularly in the case of attendance at tests, Stage inspections
and inspection of work to be covered up.

Workmanship

The definition of standards of workmanship is captured in a series of British

Standard Codes of Practice. They are not intended as a substitute for training
and skill in construction works, and the SI Teams role remains based on their
knowledge and experience. For any particular contract, the SI Team should apply
the requirements for workmanship actually specified. If in doubt about any
matter of workmanship or duty of supervision, the SI Team will consult the EDM
or other responsible officer.

As can be seen from the extensive activity and involvement demonstrated above throughout
the construction process, the role and responsibilities of the SI Team are considerable, and
are key in achieving the highest quality standards for our important University-wide client
base.