CITY OF TSHWANE
SITE MANAGEMENT SYSTEM / Page no: 1
Dec 2005
Revision 1

CONTENTS

1.INTRODUCTION

2.Definition and glossary of terms

2.1.Introduction......

2.2.Abbreviations......

3.Terminology

City of Tshwane also referred to as “Municipality”......

Project Leader......

Project Manager......

Official Representation......

Engineer......

Engineer’s representative (also referred to as Resident Engineer (RE))......

Inspector......

Materials manager......

Training manager......

Construction manager......

Emerging Contractor......

Established Contractor......

Site......

4.COMMUNICATIONS FLOW STRUCTURE

5.Site Management System

5.1.Introduction......

5.2.Defined users of the system......

5.3.Inputs Required From The City of Tshwane......

5.4.Conditions Of Contract Between The City of Tshwane and the Contractor......

5.5.General Principles......

5.6.Responsibilities, duties and functions......

5.6.1.Contract Documents and Drawings......

5.6.2.Pre-construction site and route records......

5.6.3.General site records......

5.6.4.Engineer’s Representative......

5.6.5.Instructions to the Engineer’s Representative......

5.6.6.Works Inspector......

5.6.7.Instructions to the Contractor......

5.6.8.Extension of time......

5.6.9.Daily reports of Engineer......

5.6.10.Monthly reports of Engineer......

5.6.11.Pay Certificates......

5.6.12.Payment of Provisional Amounts and Prime Cost Sums......

5.6.13.Payment of unspecified items......

5.6.14.Spending the Contingency Amount......

5.6.15.Responsibilities of the supervising Engineer......

5.6.16.Contract administration......

5.6.17.Site meetings......

5.6.18.Work programme......

5.6.19.Goods on behalf of the Contractor......

5.6.20.Photographic records......

5.6.21.As-built drawings......

5.6.22.Traffic safety

5.6.23.Existing structures and services......

5.6.24.Completion report......

5.7.Procedures......

5.8.Forms

ADDENDUMA:Procedures

ADDENDUMB:Forms

1.INTRODUCTION

The Site Management System is a multidisciplinary document and has been designed for use in the supervision of Works of civil Engineering construction. The Site Management System deals with Part-time Site Supervision (where the Client does not require full-time, on-site supervision) and Full-time Site Supervision (where the Client requires full-time, on-site supervision).

The Site Management System has been developed to address the following objectives:

  • The standardization of hierarchy and authorities of staff.
  • The standardization of site activities.
  • To limit errors in the delivery of the construction supervision service.
  • To provide an administrative framework within which skilled Engineering and technical staff can operate with site supervision staff.

This document is a layered document comprising:

  • Definitions and glossary of terms.
  • Communications flow structure.
  • Full-time site management system.
  • Guidelines.
  • Responsibilities, duties and functions.
  • Procedures.
  • Forms.

The General Conditions of Contract for Construction Works, First Edition (2004) has been adopted by the Municipality and forms thus the basis for this document.

In terms of the City of Tshwane’s approach the Project Manager is the principal who assumes leadership of the project team.

2.Definition and glossary of terms

2.1.Introduction

The purpose of this section is to clarify and define abbreviations and terminology used in this manual.

Depending on the type of contract engaged in the terminology might differ from those described in this section and in such cases the terminology of persons performing similar functions will be applicable.

2.2.Abbreviations

The following abbreviations are being used:

CTMM:City of TshwaneMetropolitanMunicipality

PL:Project Leader

PM:Project Manager

OR:In-house Representatives also referred as Official Representation

E:Engineer

ER / RE:Engineer’s representative / Resident Engineer

INSP:Inspector

3.Terminology

City of Tshwane also referred to as “Municipality”

The Municipality is governed by a Mayoral Executive system which allows for the exercising of executive authority through an Executive Mayor in whom the executive leadership of the municipality is vested and who is assisted by a Mayoral Committee. The municipal area is divided in 76 wards. The community in each ward is represented by an elected ward Councilor. The 76 ward Councilors as well the 76 proportionally elected Councilors form the Tshwane Council.

Project Leader

The project leader is the person responsible at the City of Tshwane for the project.

Project Manager

Person/s (internal or external) appointed by the City of Tshwane as Project Manager and is the principal who assumes leadership of the project team.

Official Representation

Skilled in-house technical expertise that rests in the Infrastructure Provision Section of the Tshwane’s Roads and Stormwater Division and assigned to fulfill contract management and supervision duties.

Engineer

A person/s or consulting Engineering firm responsible for the general administration and co-ordination of the Works in accordance with the contract as well as construction monitoring to the level agreed with the client.

Engineer’s representative (also referred to as Resident Engineer (RE))

A person from the consulting firm representing the Engineer and responsible to execute the duties delegated by the Engineer.

Inspector

A person assists the RE in performing construction monitoring.

Materials manager

This person/ firm provides materials management support services and assistance to emerging Contractor(s).

Training manager

This person/ firm provides training and assistance to emerging Contractor(s).

Construction manager

This person/ firm provides construction management support services and assistance to emerging Contractor(s).

Emerging Contractor

A blanket description that covers various levels of competency defined in terms of the contractor’s ability to comply with contractual obligations, backed by the necessary support system for each level of competency in terms of the Emerging Contractor Development Program.

Established Contractor

A contractor who has mastered those technical, managerial and business skills required in the construction industry, is a member of the the Building Industry Federation of South Africa (BIFSA) or the South African Federation of Civil Engineering Contractors (SAFCEC) or other recognized professional body and has a reservoir of expertise, managerial and organizational skills and the necessary resources to carry out contracts successfully.

Site

Construction area in which all activities, required to fulfill the contract, be conducted. Also refer to the definition used in the General Conditions of Contract for Construction Works, First Edition (2004).

Introduction to the system.doc
CITY OF TSHWANE
SITE MANAGEMENT SYSTEM / Page no: 1
Dec 2005
Revision 1

4.COMMUNICATIONS FLOW STRUCTURE

5.Site Management System

5.1.Introduction

This Site Management System includes procedures that are intended to ensure that all the actions required by a consultant be done in a systematic order and will ensure proper record keeping of site activities during the construction stage of projects which warrant part-time or full-time site supervision.

5.2.Defined users of the system

It is envisaged that the following groups will use the system:

  • Official representation from the Tshwane’s Roads and Stormwater Division.
  • Consultant. (A consulting Engineering firm tasked with performing contract administration.)
  • Contractor and/or emerging Contractor. (The contracting party to construct the Works.)

The Part-time Site management system recognizes a four level communication/ involvement hierarchy:

  • Level 1: Project leader
  • Level 2: Project manager
  • Level 3: Official representation
  • Level 4: Engineer

The Full-time Site management system recognizes a six level communication/ involvement hierarchy:

  • Level 1: Project leader
  • Level 2: Project manager
  • Level 3: Official representation
  • Level 4: Engineer
  • Level 5: Engineer’s representative
  • Level 6: Inspector (where relevant)

Introduction to the system.doc
CITY OF TSHWANE
SITE MANAGEMENT SYSTEM / Page no: 1
Dec 2005
Revision 1

5.3.Inputs Required From The City of Tshwane

A number of inputs are required from the City of Tshwane’s Roads and Stormwater Division PRIOR to the implementation of the system on a particular site. The Engineer must determine or finalize the following within 10 days of the commencement of a project:

  • Type of record of post-construction drawing required
  • Whether materials records are required
  • Choice of laboratories (The system requires that the Engineer make a decision regarding laboratory testing facilities).

The Engineer must advise the Official Representative of the results of the above as soon as possible.

5.4.Conditions Of Contract Between The City of Tshwane and the Contractor

This manual is intended for use with the following documents:

  • General Conditions of Contract for Construction Works, First Edition (2004) of the South African Institution of Civil Engineers
  • Variations and Additions to the Conditions of Contract (Special Conditions of Contract) contained in the Contract Document.
  • Standard Specifications for Municipal Civil Engineering Works (Third Edition, 2005).
  • The standard portions of the Contract Document currently approved by the Municipality.
  • Policy documents and regulations of the Municipality.
  • Construction Work Drawings.

5.5.General Principles

In terms of the definition given in the General Conditions of Contract, the Engineer is the person whose name is indicated as such in the Data provided by the Employer in the Contract Document.

The Special Conditions of Contract determines certain limitations on the authority of representatives.

Definition of authority: The right to give instructions and to enforce them.

Note that the Contract Documents and Work Drawings are approved by the Employer. The Engineer therefore does not have the authority to alter Work Drawings or the Works, or, for example, to come to an agreement with the Contractor for carrying out work not provided for in the Schedule of Quantities, in other words all alterations to the Works and Working Drawings and negotiations about prices for unspecified items must first be approved by the holder of office authorized by the Employer, before any of them may be implemented.

The Engineer must always be well informed of the Contract Document and he may only interpret clauses if they are based on recognized policy principles Employer.

NB:The Engineer practices a professional occupation and within the framework the scope of services entrusted to him it is not necessary or relevant to prescribe his duties in detailed subdivisions, and for this reason only more general duties are highlighted in this document.

As a professional Engineer, the Engineer will carry out his task to the best of his ability and will always be able to justify any of his actions.

Although site personnel assist the Engineer in his task, the Engineer always remains the person responsible in all aspects and if, for example, owing to a leveling mistake by his site personnel, faulty work is carried out on the site, the Engineer is nevertheless responsible for these mistakes since he had not seen to it that his site personnel followed the correct surveying methods, and because the Engineer had not done a final check of the work.

The Engineer must therefore always do the final checking of, eg reinforcing steel, concrete placement, shuttering, heights, measurements, etc.

As professional supervising Engineer he also acts as site-design checker for the structure designer, for example, finding reinforcing steel omitted on the working drawings in carrying out his duties, among other things, when he does the final checking of steel.

The Engineer is responsible for ensuring that his site personnel meticulously carry out the instructions he issues and the duties he entrusts to them. He must always inform his site personnel in detail and satisfy himself that they understand what he expects of them.

The Engineer must further satisfy himself that his site personnel are capable of carrying out their duties, viz that they have the necessary theoretical and practical training. During the construction period the Engineer must check the work of his site personnel regularly to determine whether his instructions and the tasks entrusted to them are still being carried out correctly.

The successful execution of the Works rests mainly with the Engineer and his site personnel. The Engineer is largely responsible for establishing a favorable, professional relationship between the staff of the Municipality and the Contractor, and (within the framework of the contract) he must try to deal with problems that may arise between the two parties.

The Engineer must take note that this manual cannot cover all aspects of his duties in terms of the contract.

This manual, the Contract Document, working drawings, conditions of service, the ethical code as professional Engineer or Engineer in training and other provisions form part of the more comprehensive functions of the Engineer.

The Engineer's attention is also drawn to the publication of the SA Federation of Civil Engineers and Contractors: Guidelines for Resident Engineers on Engineering Projects. This publication is not applicable to this division as a whole. However, it contains valuable guidelines that the Engineer may use profitably.

5.6.Responsibilities, duties and functions

5.6.1.Contract Documents and Drawings

Before work is begun the Engineer must ensure that he knows the contents of the Contract Document and can interpret it with authority. He must know how the Works are to be surveyed and paid for and must see to it that his site personnel are well-informed of this. He must ensure that any pre-construction measurements that may be needed later for calculating quantities are done correctly and are in accordance with the Contractor's calculations.

Introduction to the system.doc
CITY OF TSHWANE
SITE MANAGEMENT SYSTEM / Page no: 1
Dec 2005
Revision 1

Before any work is begun the Engineer must check his Working Drawings properly as follows:

  • The actual site or route must be properly checked to determine whether the site and route as indicated on the working drawings are suitable for the placement and execution of the Works. It must be checked that all relevant services are indicated on the working drawings and arrangements must be made in good time for services to be relocated or reinforced so that execution of the Works is not delayed by this. Where approval for the crossing of certain services is needed, eg the crossing of a stormwater drain with a provincial road or railway, such approval would normally already have been obtained before the contract was advertised and the Engineer must acquaint himself with all the negotiations that were conducted, as well as with the requirements and conditions that accompanied the approval. These requirements and conditions must be brought to the attention of the Contractor and the Engineer's site personnel in writing.
  • The structure must be checked theoretically to determine whether it is safe and functional. Among other things the acceptance of foundations must be considered so that the Engineer on site may determine, after excavations have been completed, whether the foundation conditions are suitable or whether it is necessary to obtain further information, eg from a consulting geotechnical Engineer. In the case of stormwater drains the D-joint appropriation of pipes must be fully checked.
  • The steel diameters and types of steel have already been determined by the Engineer when the structure is checked. Furthermore, the bending schedule must be accurately checked to determine its correctness.

NB:Any of the above aspects on which the Engineer and designer may differ, must be discussed and sorted out immediately.

5.6.2.Pre-construction site and route records

The Engineer must see to it that proper records are kept of the condition of fences, roads, buildings, cultivated fields, etc, which are affected in some way or other by the Works. These records must clearly reflect the situation immediately before, during and after construction. Photographs must supplement the records, and the Engineer must explain every photograph in terms of position, direction from which photographed, date, etc, of the site.

5.6.3.General site records

The Engineer must see to it that his site personnel are well informed of all records to be kept. The Engineer must check all records for correctness and completeness of the information weekly, sign them as acceptable and file the original documents at the head office. In the event of incomplete records the Engineer must bring them to the attention of his site personnel in writing and a supplement to the record must be made. Records are only considered to be official after the Engineer has signed them.

5.6.4.Engineer’s Representative

The main task of the Engineer’s Representative is to support the Engineer in pegging out, controlling height and calculating quantities for payment purposes.

However, the Engineer must see to it that the correct surveying methods are followed and that calculations are done correctly.

All relevant printed matter must be neatly done and clearly explained, and must be checked by the Engineer. In general the Engineer’s Representative also acts as examiner of the Works, in other words, he supports the Engineer by examining the Works together with (but independent of) the Engineer and the Works Inspector.

Note that the Engineer must see to it that his site personnel know exactly what their duties are and that they are well-informed of all test and inspection procedures (eg, the difference between types of reinforcing steel and the construction of concrete blocks) needed on the site.

The duties and powers of the Engineer’s Representative on site are limited by clause 2(5) and 2(6) of the General Conditions of Contract, and the appointment of a representative is subject to the necessary official approval.

5.6.5.Instructions to the Engineer’s Representative

All instructions given by the Engineer to his representative must be put in writing by the representative in his own words, and the Engineer must check the instruction to determine whether the representative understands the instruction correctly. In exceptional cases the Engineer will give the instructions in writing and must then ensure that the representative understands them correctly.

5.6.6.Works Inspector

The Works Inspector inspects and investigates the Works, and if he finds that the Contractor is not working in accordance with specifications he must bring it to the Contractor's attention orally and in writing. If the Contractor does not respond to the Works Inspector's letter, the Engineer must be notified immediately.

Since the Works Inspector does not have enforceable powers, the Engineer only can give a written instruction on site, in other words a Works Inspector cannot issue an instruction to the Contractor.

The Basic Manual on the Duties of a Works Inspector must be supplemented by the Engineer with duties in accordance with the specific requirements of the contract, in other words, things that must be investigated and recorded in particular.