S-G001 Guidelines For Resident Engineer

S-G001
GUIDELINES FOR RESIDENT ENGINEERS / ENGINEER’S

REPRESENTATIVES / EMPLOYER’S AGENT’S REPRESENTATIVE
(GCC 2015) ON ENGINEERING PROJECTS
This document is issued only for internal use. This guideline and supporting documents were compiled with
internal documents and documents provided by others, on condition that it only be used by Lyners internally.
The documents shall therefor be treated as confidential.
The reference to the Engineer and the Resident Engineer in this document shall include alternative descriptions
used in various standard contract documents including Employer’s Agent and Employer’s Agent’s Representative
(GCC 2015) respectively.
Any reference to Site Agent in this document shall include alternative descriptions used in various standard
contract documents including Construction Manager (GCC 2015).
1. GENERAL
1.1 THE RESIDENT ENGINEER'S FUNCTION
The Engineer has two functions:
(a) To act as agent for the Employer in accordance with a separate contract, and
(b) to adjudicate disputes between Employer and Contractor.
The Resident Engineer (RE), also known as the Engineer’s Representative, is appointed by the Engineer
to assist him in these duties and has such authority delegated to him by the Engineer. The RE is an
important member of the construction team working for the Employer and he has substantial influence on a
satisfactory completion of the works.
The Engineer must ensure that the RE is fully briefed on the powers of the Engineer, any limitations
thereon as described in the Employer’s Requirements in the Tender Data, the contract documents and on
all technical aspects of the work to be carried out. The RE must act within his powers to ensure that the
work is carried out safely, correctly, expeditiously and qualitatively in accordance with the contract
documents, the working drawings and the Engineer's instructions. He must look after the financial interests
of the Employer and see that the Contractor is fairly compensated for his work.
The RE should contribute towards creating a good working relationship between the Engineer's and the
Contractor's staff at all levels and adopt a positive, helpful attitude towards the Contractor and assist him
with overcoming difficulties, particularly at the start, without taking over the Contractor's responsibilities.
1.2 THE CONTRACT DOCUMENTS
The duties and powers of the Resident Engineer as the Engineer's Representative are usually defined in
the General Conditions of Contract (GCC), namely to observe and inspect the Works and to test and
examine any materials to be used and workmanship to be employed in the Works. The GCC also provide
for the Engineer to delegate to the RE any of the powers vested in the Engineer. Any such delegation must
be notified in writing to the RE with a copy to the Contractor.
Contract documents are drawn up in such a way as to cover a wide range of eventualities. The RE is,
therefore, expected to use his discretion in their application. The RE should not, however, without the
Engineer's approval, change the design or the specifications or give rulings on legal issues. He should
however consider proposed changes and provide the Engineer with his comments and or
recommendations regarding the proposed changes.
To insist on strict adherence to the Specification is a counsel of perfection. Having tendered based on a
specification, the Contractor is under no obligation to exceed its standards, especially when to do so would
lessen the profitability of the Contract.
/conversion/tmp/scratch/482475067.doc
S-G001
The Resident Engineer must review the Contractor's proposals for rectifying mistakes and faulty
workmanship. No remedial work which he considers would be a departure from a correct interpretation of
the Contract Documents should be permitted without the prior approval of the Engineer's Office (EO).
The Resident Engineer must deal fairly with all the Contractor's measurements, accounts and claims and
not allow preconceived opinions or personal prejudices to obscure the facts. If the RE finds he is unable to
reach an amicable settlement of a disagreement with the Contractor's Agent, EO should be advised and
given a balanced and factual report of the matter.
The investigation of the circumstances and facts relevant to claims is an important part of the RE's duties,
and he must therefore have a complete and detailed knowledge of the Contract Documents. Where there
is any doubt in his mind as to the interpretation of any part of the Contract Documents he should obtain
clarification from EO at the earliest possible moment. This will enable him always to state with full
confidence what the Engineer's intentions are if the Contractor attempts to adopt a different interpretation.
1.3 COMMUNICATION
Please refer to the standard Lyners correspondence regarding the delegated powers and authority of the
RE. The RE should have received a project specific letter regarding the delegated powers. (Refer to the
standard letter ENG-C3A REV 0).
In general, instructions should only be given by the RE to the Contractor's Agent. All oral instructions must
be confirmed in writing. Only in cases of emergency may members of the RE's staff issue instructions to
the Contractor's employees and these should be confirmed by the RE to the Contractor's Agent as soon as
possible. (Copies of all such instructions must be sent to EO). A site instruction book should be kept for
instructions, dated and signed regularly by the RE and the Contractor. Copies of SI’s issued must be kept
in the site file. (Refer to section 3.2).
It is the duty of the RE to bring to the attention of EO any apparent anomalies, errors or omissions found in
the construction drawings, or omissions from the Contract Documents, and to ask for clarification. Any
changes which may affect the contract are to be relayed to EO immediately, and prior authorisation
obtained therefor.
The RE must summarize all SI”s monthly for inclusion with the site meeting minutes. It is important that
the status of completion of every SI’s is noted on the summary sheet.
1.4 WORKING HOURS
In general, it is expected that all resident staff shall be present on site for the same working hours as
adopted by the Contractor, in order that adequate observation may be exercised. If the Contractor works
excessive overtime during the week or at weekends, then the RE may make arrangements to stagger the
working hours of his staff to ensure that the work is properly monitored all the time. These arrangements
must be clarified with EO beforehand,
1.5 PUBLIC RELATIONS
All formal dealings with Public Authorities and members of the public, including the media, are normally
handled by the Employer or the Engineer. This includes the collection of information on existing services,
servitudes, boundaries, submission of plans for approval and building permits. During the construction
period, the RE will assist the Contractor on liaison with Local Authority, owners of services affected by the
work, traffic police for closing of roads and via the Engineer’s Office on publication of traffic arrangements.
The Engineer or the RE may also assist the Contractor by finding suitable borrow pits and dumping sites
before the contract is let and if necessary see that such are expropriated.
S-G001
The Resident Engineer should check that the Contractor erects such signboards, as are specified or legally
compulsory, warning the public against entering construction sites, storage yards and to stay away from
excavations whether or not these can be fenced in.
The Engineer’s Office and the Resident Engineer should be kept informed about major events on the site,
such as visits by VIP's, serious accidents and possible celebrations (roof wetting e.g.) and on inquiries,
inquests and court cases following mishaps on the site, so that he is in position to participate should he
wish to do so.
The Resident Engineer and his staff must not release information concerning the Works, especially of a
secret and confidential nature (this includes the Contractor's schedule rates), to any member of the public,
to members of the press or of other publicity media. Approaches made by such persons should be referred
to the Engineer. Unauthorised persons should be prevented from taking photographs of the Works unless
the Employer's and the Contractor's permission has been obtained.
Interested groups may visit the site if permission is granted by the Employer and the Contractor. The
visitors must be informed before the visit that they will have to sign a form indemnifying the Contractor for
any harm done to them during the visit and whether they will be permitted to take photographs. Normally
either the Engineer or the Contractor will act as host for the visitors and plan their tour through the works.
All visitors to the site of works are required to sign a visitor’s register kept by the Site Agent.
Informal contact with the public is unavoidable. It is recommended that complaints from the public are
routed through one person, such as the RE, who can listen with sympathy and act with authority.
1.6 THE EMPLOYER'S OTHER AGENTS
(a) On work sites where more than one firm of Consultants are acting on behalf of the Employer, e.g.
where the Employer employs an Architect, a Civil Engineering Consultant, a Quantity Surveyor, a
Mechanical and Electrical Engineer and possibly other Specialist Consultants, it is important for the
Contractor to have the line of authority and command established, so that all instructions are
received by him from one person or one firm authorised to give instructions and to approve the
corresponding expenses (if any) on behalf of the Employer. This person or firm should be named in
the Contract, and the Contractor should have no formal dealings with anyone else unless specifically
instructed otherwise by this person or firm.
(b) On certain sites the Employer’s own employees will also act as his agents in different fields and it is
up to the RE to provide the effective channel of communication. The degree to which the RE will
need to deal with the Employer's agents will depend broadly on whether the Employer is:
(i) Non-technical - in which event communication is usually limited to general interest enquiries
and informative discussion, with occasional informally conducted site visits and attendance at
site meetings.
(ii) Technical - in this case the Employer often has several specialists in his own organisation
who may have a vested interest in the project and can often make material contributions to
the execution of the contract.
It is essential, however, that all communication is directed through the RE and there should be no
contact by the Employer’s agents with the Contractor unless sanctioned by the Engineer for some
specific purpose. Such direct contact often enhances the smooth running of the contract but the RE
must ensure that he is kept fully informed.
In his dealings with the Employer's employees the RE should bear in mind that one of his prime
functions is to uphold both the letter and spirit of the contract and he should therefore not allow
himself to be pressurised into making decisions and/or taking or giving instructions that may
prejudice the contractual rights of either party. Should the RE find himself in an untenable position,
S-G001
representation must be made to the Engineer and/or Employer to resolve the situation before it
deteriorates.
1.7 CO-ORDINATING THE WORK OF SEVERAL INDEPENDENT CONTRACTORS
On work sites where one Engineer is the "Engineer" in terms of two or more independent Contracts carried
out at the same time or in succession, it is necessary for the Engineer to co-ordinate the work of the
Contractors. The Engineer's authority and that of the RE to direct such co-ordination is based on the
Special Conditions included in the various contracts. In these Special Conditions and on site, attention
must be given to the following items
Co-ordinated programmes for all the construction work including dates for the timely supply of drawings
and the consequences of delays to one or more Contractor's work.
Allocation of working areas (so that the Contractors do not obstruct one another), areas for site offices and
camps (preferably in permanent positions so that they do not have to be moved during the construction
period), sites for access roads and sidings (involving decisions on construction, maintenance and removal ,
on who are allowed to use these and on how payments are or should be made in this connection), the
responsibility of individual Contractors for clearing of site before and after use, as well as for cleaning up
during the construction period.
Provision and removal of Temporary Services (by the Employer, by a Contractor for all to share, or by
individual Contractors for own use).
Safety arrangements for the Works and personnel on site (Employer's regulations, checking on the
appointment of the "responsible person" in terms of the Factories Act and the OHS Act, overall Safety
Committee, enforcement of rules preventing one Contractor from exposing the activities of another
Contractor to undue risk).
Hand-over of site from Employer to one (or more) Contractor/s, from one Contractor to another Contractor
and from Contractor back to Employer on completion of work. Included in these handovers is the setting
out systems (beacons and bench marks with or without reference points and with written information as to
how they are or must be secured). At each hand-over the RE should be present to see that the work
handed over is acceptable and that this is confirmed by or on behalf of the receiving party.
Co-ordination of work on site at Site Meetings, which the Contractors must be obliged to attend when
required (e.g. for adjustment of detailed programmes, deciding on the sequence of the operations,
including giving preference to the more important of several tasks which cannot be done simultaneously).
Payment to Contractors (included in rates, or separately) for working in restricted areas or periods and for
participating in the efforts to accommodate other Contractors. In some cases, the RE must be prepared to
act as mediator between Contractors who claim compensation from one another or from the Employer.
Should the Client require that an Independent Contractors execute other works on sites adjacent to or on
the Site of Works, the RE will ensure close liaison with the Client and the Site Agents of both Contractor’s
to ensure that the Independent Contractors do not interfere with the works of the Contractor or cause any
risks to the Site of Works.
It is preferred by Lyners that benchmarks be formally handed over to the Contractor by the land surveyor.
The Contractor must verify that the various benchmarks correlate with each other.
1.8 MAIN CONTRACTOR'S NOMINATED AND NON-NOMINATED SUBCONTRACTORS
The Subcontractors are selected and approved in terms of the General and/or Special Conditions of
Contract. If a Contractor states in his tender that his price is based on that of a named Subcontractor, the
S-G001
acceptance of the Contractor's tender implies the acceptance of the named Subcontractor. Any agreement
or special contract between a Contractor and a Subcontractor is normally not subject to the Engineer's
approval, but the Engineer is entitled to assume that any Subcontractor brought onto Site is bound by the
Main Contractor’s contract unless otherwise agreed between the three parties.
The Resident Engineer will deal formally with the Contractor's appointed Agent on site. Such Agent may be
one of the Contractor's employees but can also be an employee of the Subcontractor. The RE may deal
informally with the Subcontractor's employees as with other employees of the Contractor. The Contractor
must be informed by the RE of any instruction he intends to give or has given to any Subcontractor.
Agreements made directly between the RE and the Subcontractor require the Contractor's approval before
they are valid in terms of the Contract. Agreements between the RE and any sub-contractor should as far
as possible be avoided and the RE should as far as possible only liaise through the site agent/contractor.
This refers particularly to agreements relating to Extra Work, Payments and alterations to the construction
programme. Subcontractors may be permitted and/or required to attend site meetings. The Main
Contractor is expected to be present at meetings between RE and Subcontractors unless he and the RE
have agreed otherwise. Should the appointment of a Nominated Subcontractor be delayed, the Contractor
will expect the RE to speed up the appointment or alternatively support a claim for extension of time for the
section of work affected by the delay. Should the performance of a Nominated Subcontractor not be
satisfactory to the Contractor, the RE must be prepared to act as mediator in disputes on site and possibly
also as an adjudicator of claims between Contractor and Nominated Subcontractor.
In cases where the Employer requires a special guarantee for certain specialist work, such guarantees
should be furnished directly to the Employer by the Specialist Subcontractor and not by the Main
Contractor.
1.9 SUPPLIERS
The Contractor will normally choose his own suppliers for materials specified. However, the RE may in
some cases have to be consulted, both as to where a specified (“or similar”) product can be purchased or
when the delivery time of some item affects the programme adversely and another different product in
design and/or price must be considered as an alternative.
The Resident Engineer is assumed to have a thorough knowledge of all the materials specified and the
way they should be applied or used. If there is any uncertainly about any materials, the EO must be
consulted with. Manufacturer’s instructions must also be studied by the RE to ensure products are used in
accordance with the instructions. The Resident Engineer cannot make any promises or place any orders
on behalf of the Contractor unless he does so in terms of the Contract or has been requested to do so by
the Contractor in writing.
2. TECHNICAL DUTIES
2.1 DESIGN AND SPECIFICATIONS
The Resident Engineer must familiarise himself with and ensure that he understands the design principles
of all aspects of the work and should study all site investigation data closely. He must liaise with EO on this
point, to ensure that construction proceeds in the manner envisaged at the time of design.
The Resident Engineer must study, and become completely familiar with, the Technical Specifications, Bill
of Quantities, Payment Items, Project Specifications and Drawings for the Works and should note and list
all items which need to be checked.
The RE should also familiarize him with the requirements of Construction Environmental Management Plan
(CEMP) and Environmental Authorisation. He should liaise closely with the appointed Environmental
S-G001
Control Officer (ECO) for the project, ensure that method statements are approved and implemented, and
report any deviations to the ECO and the Engineer.
The RE should familiarize himself with the contents of the approved Safety Plan for the works and liaise
closely with the Occupational Health & Safety Agent (OH&SA) appointed for the works. Even though an
OH&SA has been appointed for the project, the obligation is still on the RE to observe safety aspects on
site, discuss possible unsafe works with the Site Agent and the OH&SA and ensure that all incidents are
reported as per the approved Safety Plan.
The RE shall also monitor that all the required method statements as per the OH&S and Environmental
approvals are provided and approved in time before a section of works or activity is commenced with.
The RE must study the geotechnical report and observe on site the quality of material encountered and the
effect of the water table. This must also be considered when considering the Contractor’s programme and
area he intends to work. The RE should also be able to direct the Contractor in terms of spoiling material,
re-use of material, suitability of material for bedding etc,
2.2 SETTING OUT
The Resident Engineer shall ensure that the basic beacons and bench marks are available for the
Contractor to set out all the necessary lines and levels. Such beacons and bench marks shall be indicated
on drawings and be properly protected and secured against all possible movement or damage. The RE
should check beacons and bench marks before they are handed over. It is best practice to arrange for the
land surveyor to formally handover the benchmarks to the Contractor.
The RE must ensure that the Contractor confirms that the beacons and benchmarks are undisturbed and
levels tie in. The Contractor will then set out all the necessary lines and levels required for the proper
control of the Works, using the above beacons and marks.
The Resident Engineer shall conduct a completely independent check to satisfy himself as to the
sufficiency and accuracy of the Contractor's setting out and can involve an independent surveyor to assist
with this task, if required.
2.3 TEMPORARY WORKS
The Contractor shall formulate his own plans for temporary works and the RE should avoid giving detailed
instruction. However, he should ensure that the Contractor produces all necessary calculations and
drawings in time for the RE and/or EO to carry out any checking that may be required. These works should
be accepted by the RE after checking, as distinct from approved. The RE must satisfy himself, by referring
to EO if necessary, that:
(a) The strength of a temporary structure is adequate to carry the applied loading.
(b) Adequate foundations are provided for same.
(c) Temporary works do not adversely affect permanent works, structurally or otherwise.
(d) Proper safety precautions are observed always,
(e) The accepted design for the temporary works is used on the site. The Contract document usually
requires a professional Engineer, employed by the Contractor, to sign off on the design of temporary
work such as shoring etc.
2.4 AUTHORITY TO PROCEED WITH THE WORK
S-G001
It is essential that the RE should control the Contractor's progressive activities by insisting on a thorough
inspection and check of all stages of the work before further work is carried out. He shall also confirm the
required material properties, where applicable, state whether samples or tests are required and when and
where these are to be taken.
2.5 PROCEDURES FOR CHECKING/TESTING MATERIALS
The Specifications will prescribe how testing on site must be carried out and this will normally become a
routine executed by employees allocated to such work. Although the RE is entitled to test any material at
any time, it is necessary for him to select typical samples and carry out the site testing in the presence of
an authorised representative of the Contractor, so that the Contractor cannot disclaim responsibility for the
materials selected or for the test performed should this test show a poor result. Tests done by official and
certain other laboratories are usually acceptable to both parties provided that the tested samples are
properly identified and can be made available after the test, should they be wanted for further inspection.
The duty of the RE is “Quality Verification” and this should be carried out in accordance with the Engineer’s
Quality Management Manual.
Should unexpectedly poor results of tests occur, the reasons for these must be found. The procedure to be
followed will normally be specified in the contract documents. Tests should be carried out as soon as the
goods have been delivered to site, so that any possible faults are detected early, and can be corrected
without delaying progress of the works. In some cases, tests should be carried out on the manufacturer's
premises, although final acceptance need not be given before the goods have been placed.
Early inspections are particularly important when great numbers of more or less identical items (e.g. cast-
iron specials) are to be delivered over a long period, and for items which will be difficult to remove after
they have been placed (e.g. items cast into concrete).
The RE should not accept any test result if the position of the test is not accurately indicated. The RE
must keep a record of all test results and a summary of the results. If tests have failed, these records
must also be kept, and the re-work tested to indicate compliance.
3. RESPONSIBILITY TO THE ENGINEER'S OFFICE (EO)
3.1 PROGRESS MONITORING
The Contractor is usually obliged, on request, in terms of the General Conditions of Contract to furnish
particulars of his arrangements for carrying out the Works and of the constructional equipment and
temporary works which he intends to use. By insisting on compliance with this requirement, the RE can
encourage the Contractor to plan and look ahead and provide method statements for key activities and or
sub-elements of activities.
It may be necessary for the RE to assist the Contractor in the preparation of the programme showing the
periods allocated for the construction of the various portions of the Works, considering the required
contract completion dates.
If it is found that the Contractor misjudged the time taken for any operation or the work is lagging the
programme and likely to jeopardise the attainment of the required completion date, the RE should
approach the Contractor's Agent concerning the feasibility of employing extra labour, plant or overtime to
rectify the delay. Regular meetings are beneficial in order that the progress achieved, and delays incurred
can be discussed and reviewed. (Refer paragraph 3.7 below).
S-G001
If necessary, the Employer should be invited to attend these meetings. Notes of the meetings must be
drafted by the RE for prior agreement by the Contractor's Agent and subsequent distribution to all parties
concerned, including EO.
If, in the opinion of the RE, progress problems cannot be overcome, and these are likely to affect critical
completion dates, he should prepare a report for EO explaining why the Contractor is failing to meet the
programme so the EO can decide on what further action should be taken.
In his dealings with the Contractor concerning progress the RE should be careful to avoid instructing him
how to carry out any particular operation. On the other hand, the RE is quite within his rights to suggest
ways and means of improving efficiency.
3.2 SITE FILES
Site files must be opened to cover the following main subjects:
1. General and Administration

2. Site Surveys, Beacons and Benchmarks
3. Contractual Matters
4. Request for Information (RFI)
5. Drawings Issued and Drawings Register
6. Site Instructions
7. Site notes (Triplicate book Lyners / Contractor)
8. Delays & Disruptions
9. Programme / Progress
10. Minutes
11. Tests / Quality Control
12. Materials
13. Construction Equipment / Labour Record Sheets
14. Record Information
15. Quantities & Calculations
16. Summary of Final Quantities
17. Additional Work
18. Variation Orders (VO’s)
19. Dayworks
20. Financial Reports
21. Payment Certificates
22. Internal Services / Roads
23. Site Supervision Check Sheets
24. Pump Station
25. Telkom / Electricity
26. Photo’s
S-G001
27. Site Diary

28. OH&S Plans, Reports and Accident Reports
29. CEMP, Method Statements and Environmental Reports
30. Geotechnical Report
These may be sub-divided if the volume or variety of correspondence under each main heading warrants it.
The site file numbering system should correspond with the EO system.
To facilitate keeping EO informed, the Contractor and other parties should be requested to submit all
required communications in duplicate.
On completion of this project, the site file must be scanned and archived as part of the project close-out in
the EO. Photographs and other information must be backed-up electronically on at least a monthly basis.
3.3 RECORDS AND JOB NOTES
The Resident Engineer must ensure that full records are kept of all site activities, including the following:
Diaries:
The Resident Engineer and his assistants must keep a diary recording the daily activities with which each
is individually concerned, including incidents and conversations arising on the job. This will be useful in
establishing the facts relating to claims by the Contractor, which may only be submitted in detail at a much
later date.
Records:
Records should be kept of the number of skilled, semi-skilled and unskilled persons employed on each
section of the Contract, operations carried out, weather conditions, maximum and minimum temperatures
when casting concrete, time lost, quantities of hard and soft excavation and depths to rock etc. These
should be agreed with and signed by the Contractor's Agent. Comprehensive records of all additional work
for which the Contractor may claim payment are essential
Labour and plant returns:
If required by the General Conditions the RE should arrange for the Contractor's Agent to submit monthly
returns of all labour and plant employed on the works. The labour returns should be broken down to show
the numbers employed in each of the trades, and whether they are skilled, semi-skilled or unskilled. This is
necessary to enable the RE to ensure that no reduction in effort is taking place, or to check if an increase
in effort has been made when work has fallen behind schedule.
Templates required for MIG, RBIG, EPWP, etc. will be provided by the Engineer and or Employer and
needs to be completed in conjunction with the Contractor monthly and submitted to the EO.
Progress photographs:
A photographic record of construction progress from its inception is often very useful and one that can be
compiled by the RE with some knowledge of photography. The RE should discuss his photographic record
proposals with a view to establishing EO's.
Photos must be saved electronically in structure/work area folders and in dated (yyyy-mm-dd) sub-folders.
S-G001
Dayworks;
Dayworks should be avoided as far as possible. Should work however be undertaken on a daywork basis,
the RE must keep record of the activities, resources employed and duration. The Contractor must also
submit daily daywork sheets for the RE to sign.
3.4 PROGRESS REPORTS
The RE shall prepare a comprehensive monthly progress report to EO.
Such progress reports should cover the following:
(a) RE's site establishment and engineer’s facilities
(b) General information on weather, site safety, environmental and photographs
(c) Contract reports, including the amount certified to date, completion dates (specified and
estimated), percentage of progress, manpower, plant list, project analysis, comment.
3.5 DRAWINGS
Site drawings:
Site drawings prepared in the office of the RE shall be numbered in accordance with the requirements of
EO. All drawings (other than site sketches) must be checked and then submitted to the Engineer for
signature, before issue. No drawing may be issued for construction if it is not signed by the EO.
A register of all drawings prepared on site shall be kept, showing the number of prints taken of each
drawing and their distribution. On completion of the Contract all originals and the register must be sent to
EO. The RE must update a drawing register monthly and request the Contractor to confirm that he agrees
with the drawing schedule.
Office and foreign drawings:
Office and foreign drawings sent to site from EO shall be entered in a register on receipt. The drawing
number, revision, title and date of receipt shall be recorded. Drawing transmittal forms must have the date
of receipt recorded, and the duplicate returned to EO.
Subsequent distribution from the site office must also be recorded in the same register showing where the
copies have been sent and the date of issue. The RE shall ensure that the Contractor has a similar receipt
record system, and that his drawings are adequately registered, filed and distributed. Most importantly a
system for cancelling superseded drawings must be agreed with the Contractor and rigidly applied. The RE
should keep on file copies of all cancelled drawings. The Contractor must sign (with date) for drawings
received. All drawings not to be used for construction should be appropriately marked.
“As Constructed” Drawings:
The RE or a member of his staff must record in red ink on a copy of each drawing “as constructed” details
where these differ from those shown on the issued drawing. Actual dimensions and levels should be given.
All copies of “as constructed” drawings must be returned to EO on regular intervals to the EO and on
completion of the Contract.
S-G001
3.6 FINANCIAL REVIEW
A financial review of the Contract should be prepared and sent to the Engineer every month unless
otherwise required by the Employer. The intention of this review is to endeavour to show what the final cost
of the work is likely to be, based on the information available at that time.
The cost of the project is likely to vary in two main ways:
1. Because the quantities reflected in the schedule of quantities do not accurately reflect the final
quantities.
2. Because the scope of the work has changed.
In respect of (1) above, the RE must examine the Schedule of Quantities item by item and indicate in the
review those items which he considers are likely to be amended when the work has been completed.
Reasons for the probable adjustment should be given.
Where the scope of work has changed, the RE must prepare and submit a Variation Advice note explaining
the reasons for the variation and the anticipated cost thereof. A cumulative list of scope variations must be
kept and submitted with the financial summary.
3.7 SITE MEETINGS
Formal Site Meetings must be held when necessary, normally at the same place, hour and weekday with
regular intervals of one, two or more weeks, depending on the stage of the construction and the
requirements of the participants. The Chairman, usually representing the Engineer, must ensure that the
meetings are minuted and that the minutes are impartial and an accurate record of the proceedings and
that they are distributed to the parties concerned prior to the next meeting, where they are approved or
corrected. These minutes serve as very important records and are used as a basis for adjudication if
disputes should be declared later. The names of all persons present at the meetings should be recorded in
the minutes, together with the names of the organisations they represent. Refer to the template for the
Attendance Register.
Under each heading where action is required the person responsible should be noted and, where possible,
also within which period action should be taken.
The parties represented, and the number of participants may vary from meeting to meeting. The minimum
number of representatives will be one from the Engineer (usually the Engineer himself or his RE), and one
from the Contractor (the local Manager, a Contract Manager, an Engineer or other Agent), but it is often
advisable for each to bring one more member of his staff, so that more than one person on either side is
aware of what took place and, through their detailed knowledge of the work on site, can contribute to the
discussion. The element of becoming acquainted with one another must not be overlooked. Often
younger members of staff should also attend the meetings, which can serve as a training ground for them.
It is also desirable for the Employer to attend Site Meetings from time to time.
The fixed Agenda for Site Meetings may include some or all of the following headings: Present, Apologies,
Minutes of last meeting, Matters arising, Weather - lost time, Staff and Labour force, Plant on site,
Progress made, Site Safety and Major accidents, Future Programme, Drawings, Correspondence, Site
Instructions, Daywork, Extra work, Information awaited, Test results, Materials to be ordered,
Subcontractors, Provisional sums, Prime Costs, Contractor's unsettled claims, disputes, miscellaneous,
next meeting. Refer to the Agenda for the Inaugural Meeting and the template for Site Meeting Minutes.
Should parties other than the Engineer and the Contractor be present at the meetings, the agenda may be
adjusted to allow for these parties to attend only the part of the meeting with which they are concerned, i.e.
environmental consultant, OH&SA, etc.
S-G001
Participants must be prepared for the meeting and bring the information they are required to bring. The
Chairman must conduct the meeting in a reasonable and firm manner, and not allow irrelevant subjects to
be discussed, nor use the time of the meeting for settling items in which perhaps only two of many parties
are involved. Such issues should be referred to special meetings. Meetings should be brief and to the
point.
Informal meetings between the RE and the Contractor's Agent are very useful for general understanding of
any problems encountered and for making quick decisions. However, no more time should be allocated to
meetings than is warranted by their purpose.
Lyners usually arrange for a site meeting once a month and one technical meeting once a month.
4. CONTRACTUAL MATTERS
4.1 SAFETY
The onus for the safety of people and of any construction on the site of the Works rests solely on the
Contractor (or the person appointed by him as the "responsible person" in terms of the relevant Mines and
Works or Factories Act or “Safety Officer” in terms of the Occupational Health and Safety Act No 85 of
1993) except in cases where the Contract documentation states otherwise. Therefore, although the RE, his
staff and visiting personnel from EO have a duty to notify the Contractor whenever the safety of the
personnel is at risk, the responsibility for proposing means of making the Works safe rests with the
Contractor. The RE may have informal discussions with the Contractor, provided it is made clear in such
discussions that the responsibility for safety does not rest with the Engineer. The Engineer's powers are
restricted to acceptance or rejection of the Contractor's proposals.
A Safety Agent, who represents the Employer, must be appointed on every construction project.
The Resident Engineer must avoid any verbal or written instructions which can be construed as
transferring the onus for responsibility or any part of it from the Contractor to the Engineer or from the
Safety Agent to the Engineer.
The Resident Engineer should nevertheless encourage the Contractor and his Subcontractors to take
responsibility for safety seriously. On larger contracts the Contractor should appoint a Safety Officer with
knowledge of the required procedures and regulations and with sufficient authority to enforce them. The
RE should maintain liaison with the Safety Officer and the OH&SA appointed by the Client and draw their
attention to any matter he considers could endanger the personnel, any part of the Works or third parties.
4.2 ACCIDENTS
Accidents in respect of injury to persons and damage to the Works must be reported in writing by the
Contractor to the RE in terms of the contract. A copy of this report must be forwarded by the RE to EO
without delay and the RE should furthermore make his own enquiries as to the cause and effects of any
such accident and report his findings to EO.
Where the regulations of the Mines and Works Act or the Factories Act or the Occupational Health and
Safety Act apply, the RE must ensure that accidents are reported by the Contractor to the relevant
Authority and the OH&SA.
Any accident involving the RE and/or any member of his staff shall be likewise reported to the relevant
authorities immediately.
S-G001
4.3 ENVIRONMENTAL
The Contractor is responsible to plan and execute the works taking all the environmental requirements as
per the Environmental Approval and CEMP into account. Monitoring of this is generally the responsibility of
an independent ECO appointed by the Client. The ECO will inspect the works at intervals and report on the
adherence to these requirements. The RE needs to evaluate these reports and liaise closely with the ECO
on the execution of the works and method statements concerning the environmental requirements.
4.4 MEASUREMENTS
General
The RE should study the bill at the beginning or before construction commences to understand what the
scope of work entails, what was assumed in terms of geotechnical conditions and to gain an overall
understanding of the project.
Although the General Conditions of Contract usually require that the Works be measured by the Engineer,
there is often a Special Condition of Contract that places the onus for this duty on the Contractor. This
point must be carefully checked in the General Conditions and Special Conditions of Contract and a
working system agreed with the Contractor. It is also the RE's duty to physically measure the Works so
that he can check the Contractor’s measurements.
Measurement may be actual or taken from the drawings, depending on which method is the most
appropriate. Measurements must be arranged in the numerical order of the Schedule of Quantities and
references should be made to all relevant drawings.
Taking-off and quantity calculations are to be done on standard sheets and are to be entered into a loose-
leaf file kept solely for that purpose. The RE should refer to the calculation sheets used during design
stage and compare quantities to identify variations, if any.
All copies of interim (monthly) valuations submitted by the Contractor and agreed by the RE are to be
signed by the latter as being for payment. One copy must be retained by the RE, one copy returned to the
Contractor and the required number of copies forwarded to EO. The Engineer will then issue a payment
certificate to the Employer.
Interim Measurements
As considerable time can be spent on measurement and calculation, the RE should consider carefully how
this work can best be progressed. He should adopt the simplest way of carrying out interim measurements
and valuations but always bear in mind what will have to be achieved ultimately to ensure accurate final
measurements. In respect of interim measurements, speedy assessment of valuations is important
because the Contractor's cash flow is dependent upon the timeous submission and payment of interim
valuations. Accurate interim measurements are important when a Contract Price Adjustment Formula is
applicable.
Final measurements
Final quantities should be measured and agreed with those submitted by the Contractor as soon as
possible and no later than the time that the relevant item or section of work is completed. This ensures
greater accuracy of interim valuations, avoids concentration of final measurement towards the end of the
contract and ensures that the job is done by those persons most familiar with the details. If the Contractor
declines to agree the measurement of any item of work completed, the RE should advise EO immediately.
Final measurements and relevant drawings should be sent to EO as soon as agreement has been reached
with the Contractor.
S-G001
4.5 VARIATIONS AND DAYWORK
(a) General
Whenever work is ordered to be undertaken outside the scope of items in the Schedule of
Quantities, it shall be measured in the usual way and costed at rates received from the Contractor in
writing. These should be submitted to the EO after negotiation for final approval by the Engineer.
The RE must, in addition, draft a Variation Advice explaining the reason for the extra work, its
nature, and its estimated cost. The work should preferably not be put in hand until the Employer’s
approval has been obtained.
(b) Daywork
Daywork, in general, should only be agreed to where there are no appropriate rates in the schedule
for deriving new rates or where the work is so unpredictable that the Contractor would have difficulty
in pricing it. The RE should be cautious in agreeing to work being carried out on this basis and
instructions to proceed with daywork must be authorised by the Engineer.
Daily returns showing in detail all labour, plant and materials used on Daywork during the previous
24 hours shall be submitted in triplicate by the Contractor for scrutinising and agreement by the RE
within 24 hours.
If agreed, one copy must be signed and returned to the Contractor. This will avoid lengthy
arguments which can arise if there is an interval between the time the daywork is carried out and the
agreement of the claim. One copy must be sent to EO.
(c) New Rates
Where additional work of a major nature is required and for which there are no applicable rates in the
schedule of quantities, then the RE must call upon the Contractor to submit new rates and he must
in turn submit them to the Engineer after negotiation of their value with the Contractor, together with
a recommendation and motivation for acceptance.
4.6 PROVISIONAL SUMS
When insufficient information is available as to the nature of, or necessity for, certain work to be done at
the time the schedule of quantities is prepared, a Provisional Sum is normally provided. The RE must
ensure that EO provides him timeously with details of the work to be done. He will then confer with the
Contractor and obtain suitable rates for acceptance by the Engineer before any work is put in hand.
Before expenditure against a Provisional Sum is incurred, authorization must be obtained from the
Engineer.
4.7 PRIME COST ITEMS
Prime Cost items represent sums provided for specific articles or materials to be supplied, or for specialist
work. Payment of PC sums will be as stated in the General Conditions of Contract.
The inclusion of a PC sum in any valuation should be dealt with as set out in the General Conditions.
4.8 PRICE VARIATIONS
S-G001
The administration of price variations requires vigilance on the part of the RE to ensure that the Contractor
is compensated strictly in accordance with the Contract Documents. Generally, compensation takes one of
two forms, as follows:-
(a) Statutory Variations and Special Materials
Here actual variations in the cost of labour and materials are recoverable by the Contractor. In
respect of labour only, a Gazetted labour wage increase is permissible for a claim, and audited
evidence of the number of personnel on site to which this increase is applicable, must be submitted.
In all contracts allowing for wage variations the Contractor should be requested to submit copies of
his weekly pay sheets on a weekly basis. In respect of materials, the Contract Document should
include a list of materials and prices on which the Contractor’s tender was based. The RE must
obtain from the Contractor copies of all invoices relating to materials listed in the Document.
The RE must ensure, when comparing these invoices with the basic prices quoted in the schedule,
that they do not include the cost of additional labour which was not allowed for in the original tender
price. The RE must also ensure that the quantities of materials invoiced are being used in the
Works.
(b) Escalation Formula
If the Contract provides for an agreed contract price adjustment formula, the RE must make himself
familiar with all its ramifications and confer with EO about any matters which appear to require
clarification.
Refer to the standard Lyners spreadsheet to calculate CPA.
4.9 CLAIMS
General
Owing to the complexity and often indeterminate nature of engineering work, it is seldom possible to
produce a contract document which is completely free from flaws. Thus, a contract document cannot be
expected to provide the answer to every conceivable problem that can arise during the execution of the
work.
The General Conditions of Contract assume the good intentions of both Contractor and Employer. In the
event of a disagreement, the RE can only offer his opinion on what he considers to be the intention of the
Contract. If there is any doubt or possibility of disagreement, the matter must be referred to the Engineer
for resolution. In any case, the EO must be advised of all the RE's decisions.
The most important contribution which the RE can make to the settlement of claims is to ensure that
agreement is reached on matters of fact ascertainable from his records. It is not his obligation to rule on
matters of principle.
Procedure
The contractual procedure requires that the Contractor shall give notice monthly of any intention to make a
claim when he considers there are reasonable grounds. This must be done if possible before any costs are
incurred and not afterwards, when little can be done to minimise them. The Contractor’s claim must be
submitted by the RE to EO without delay, together with his report outlining the Contractor’s contention, the
facts of the matter and his own opinion of the validity of the claim.
CONTRACT INSURANCE
S-G001
EO will see that the Contractor submits his All Risks (Works), Plant, Third Party and Employer's Liability
insurance policies for approval. Copies of these policies will be sent to the RE. The RE should make a note
of any policy that has to be renewed periodically and ensure that the Contractor provides evidence of its
renewal at the appropriate time.
4.10 END OF JOB PROCEDURE
The following procedures must be undertaken and documented at the end of the job:
(a) Interim Inspections and Interim “As-constructed” information
When the Contractor advises that a section of work is nearing completion, a detailed inspection must
be made by the RE in the presence of the Contractor and a "defect list" of items requiring completion
or attention must be drawn up by the RE.
The RE shall ensure that all as as-constructed (as-built) information is obtained and forward and
forward such information to the EO so that the as-constructed (as-built drawings can be completed
and signed by the Contractor.
The RE should invite the Employer to attend all inspections.
(b) Inspection of Completed Works
After interim inspections have taken place, and "defect list" items attended to, a final inspection of
the completed Works, in the presence of the Engineer shall be arranged by the RE.
(c) Acknowledgement of Completion
The Contractor may at this time apply for a Certificate of Completion with an undertaking to
complete any outstanding or latent defects during the Defects Liability Period. If the Engineer is
satisfied that such defects will be completed expeditiously, he can then issue an official Completion
Certificate.
The undertaking signed by the Contractor must be sent to the Engineer who will then issue a
Certificate of Completion in terms of the General Conditions of Contract. This certificate will record
the start of the defects liability period. An inspection must be carried out when all the items on the
"defect list" have been completed.
(d) Site Records and Equipment
All site records and equipment must be returned to EO at the completion of a job. These include-
- Quantity Calculations
- Site files, diaries, reports and progress photographs
- Site drawing register
- As built records
- Material and complete work test results
- All equipment belonging to the Engineer.
(e) Final Inspection
About a month before the end of the specified defects liability period a further inspection must be
made by the Engineer with the Contractor, preferably in the presence of the Employer, and a final
S-G001
list of maintenance items prepared for the Contractor's attention. Acknowledgement of completion of
any required maintenance work is required.
The Engineer will inspect and approve the repairs when the outstanding work is complete, upon
which he will issue a Final Completion Certificate.
The contents herein are published for general information only and are not intended as
specific professional advice, legal or otherwise. The General and Specific Conditions of
Contract may also vary for different Clients and Contracts and it is essential that the RE liaise
closely with the EO on this before the start of the contract. The merits of every situation
should be considered separately and specific professional advice in relation thereto should
be sought.
Annexures:

S-G001 Guidelines For Resident Engineer

Загружено:

Сведения о документе

Оригинальное название

Авторское право

Доступные форматы

Поделиться этим документом

Поделиться или встроить документ

Параметры публикации

Этот документ был вам полезен?

Это неприемлемый материал?

Авторское право:

Доступные форматы

S-G001 Guidelines For Resident Engineer

Загружено:

Авторское право:

Доступные форматы

S-G001

GUIDELINES FOR RESIDENT ENGINEERS / ENGINEER’S

1.1 THE RESIDENT ENGINEER'S FUNCTION

The Engineer has two functions:

(b) to adjudicate disputes between Employer and Contractor.

1.2 THE CONTRACT DOCUMENTS

1.4 WORKING HOURS

1.5 PUBLIC RELATIONS

1.6 THE EMPLOYER'S OTHER AGENTS

1.7 CO-ORDINATING THE WORK OF SEVERAL INDEPENDENT CONTRACTORS

1.8 MAIN CONTRACTOR'S NOMINATED AND NON-NOMINATED SUBCONTRACTORS

2.1 DESIGN AND SPECIFICATIONS

2.2 SETTING OUT

2.3 TEMPORARY WORKS

(b) Adequate foundations are provided for same.

(d) Proper safety precautions are observed always,

2.4 AUTHORITY TO PROCEED WITH THE WORK

2.5 PROCEDURES FOR CHECKING/TESTING MATERIALS

3. RESPONSIBILITY TO THE ENGINEER'S OFFICE (EO)

3.1 PROGRESS MONITORING

3.2 SITE FILES

Site files must be opened to cover the following main subjects:

1. General and Administration

27. Site Diary

3.3 RECORDS AND JOB NOTES

Labour and plant returns:

3.4 PROGRESS REPORTS

The RE shall prepare a comprehensive monthly progress report to EO.

Such progress reports should cover the following:

(a) RE's site establishment and engineer’s facilities

(b) General information on weather, site safety, environmental and photographs

Office and foreign drawings:

“As Constructed” Drawings:

3.6 FINANCIAL REVIEW

The cost of the project is likely to vary in two main ways:

2. Because the scope of the work has changed.

3.7 SITE MEETINGS

4.5 VARIATIONS AND DAYWORK

(c) New Rates

4.6 PROVISIONAL SUMS

4.7 PRIME COST ITEMS

4.8 PRICE VARIATIONS

(a) Statutory Variations and Special Materials

(b) Escalation Formula

Refer to the standard Lyners spreadsheet to calculate CPA.

4.10 END OF JOB PROCEDURE

(a) Interim Inspections and Interim “As-constructed” information

The RE should invite the Employer to attend all inspections.

(b) Inspection of Completed Works

(c) Acknowledgement of Completion

(d) Site Records and Equipment

(e) Final Inspection

Вам также может понравиться