MSDGC Contractor QC Plan Template

Government of Nepal
Ministry of Local Development

Department of Local Infrastructure Development and Agricultural Roads
Rural Access Improvement & Decentralization Project
(IDA Grant H 525-NP)
Dhanusha
QUALITY ASSURANCE PLAN

FOR BRIDGE WORK
BAHHARAJA BRIDGE, RAIDP DHANUSHA
Contract Identification Number: RAIDP/W/NCB/DHA-7.4 /BRI/068-069: Bachharaja Bridg
Prepared by:
Arvind Kumar Jha
Planning, Supervision and Design Engineer, Dhanusha
MARCH, 2012
Quality Ass urance Plan for Bridge Construction
DDC/DTO, Dhanusha
Foreword to the Bridges Quality Assurance Plan
The Quality Assurance Plan maps out what, when and how things will be done. It is
a blueprint for a successful job.
The current Bachharaja river bridge construction programme, apart from donor supported
one, includes a large number of structures, among which a significant proportion are 25m
span. These are major structures by any standard, and involve a huge financial investment
by GoN, RAIDP, Nepal. The works are being constructed by national contractors,
often with limited resources, and are supervised by DDC/DTO/RAIDP staff working
under difficult conditions in remote locations.
The Bridges QA Plan has been prepared in response to the declared needs of the field staff
involved in bridge construction. It covers the major issues raised by those staff, recognizing
the l i m i t ed r es ou r c es avai l abl e. The doc um ent i s i nt en d ed to b ri ng ab out
i nc rem ent al changes in the management of bridge construction by Contractors, with the
longer term objective of improving overall quality of construction. The scope of the QA
Plan will be expanded in future revisions as field divisions become familiar with the
requirements and implementation of the QA processes.
The QA Plan is a tool to assist staff fulfills the technical and procedural requirements of the
contract. It must not be used as a substitute for the contract documents, which staff must be
familiar with in order to carry out their responsibilities effectively.
I am therefore very happy to formally sign off the Bridges QA Plan for issue to all working
divisions in Contractor. This is your document. It is your responsibility to make it work in the
better interests of the department and the people of Dhanusha, Nepal whom we serve.
…………………..
Chief Engineer
Ministry of Local Development Quality Ass urance Plan for Bridge Construction
DDC/DTO, Dhanusha
Contents
PART 1 DESCRIPTION
1. Introduction
1.1 Quality Control is not Quality Assurance
1.2 What will QA achieve?
1.3 The QA Plan is in 3 sections
1.4 Implementation of the QA Plan
1.5 Construction Monitoring
1.6 Additional Sections
2. Management and Organization

2.1 Parties to the contract
2.2 Employer
2.3 Engineer
2.4 Engineer’s Representative (ER)
2.5 Support staff
2.6 Staffing
2.7 Quality Accreditation
3. Quality Control in Construction

3.1 General
3.2 Materials storage and control on site
3.3 Temporary works
3.4 Preparatory works
3.5 Quality control tests of Materials
3.6 Quality Control of Workmanship
3.7 Quality Control Tests
3.8 Excavation
3.9 Mixing of Materials
3.10 Piling
3.11 False work
3.12 Concrete pour
Version 1 – March 2006

DDC/DTO, Dhanusha
3.13 Approval of Preparatory Works

3.14 Non-compliance
4. Document Control
4.1 General
4.2 The Employer’s Representative
4.3 The Engineer
4.4 The Engineer’s Representative
4.5 Site Laboratory
4.6 As Built Drawings
4.7 Site Diaries and Record Photographs
5. Monitoring
5.1 Bridge Construction and Maintenance Circle
5.2 Contract Monitoring
5.3 Aspects of Monitoring
5.4 Outputs of Monitoring
5.5 What will monitoring achieve?
6. Payment
6.1 General
7. Settlement of Disputes
7.1 General
PART 2 CONTRACT QA PLAN
1. Introduction
1.1 General
1.2 Contract Details
1.3 Official Contract Staff
1.4 Contract Equipment and Facilities
1.5 Contract Filing System
1.6 Monitoring Procedures
1.7 Pre-Construction QA Workshop
Annex A Job Descriptions

Employer's Representative

DDC/DTO, Dhanusha
Engineer
Engineer's Representative
Materials Engineer
Structural Engineer
PART 3 QUALITY ASSURANCE FORMATS
1. Introduction
2. Testing
3. Inspection & Approval to Proceed
4. Records

DDC/DTO, Dhanusha
1. Introduction
Quality Assurance is about the control of systems, and specifically the establishment of a
clearly understood reproducible system that will ensure that projects are delivered
according to design, on time and within budget.
The purpose of the QA Plan is therefore to clearly set out exactly what is to be done, when it
will be done, by whom, and most importantly how it will be done. It is a User’s Manual that
Will help all of the staff involved in a project to deliver a successful job.
This QA Plan has been developed in response to requests by Contractors field staff for
clearer direction on roles and responsibilities in the management and supervision of
bridge construction projects being implemented by contractors employed by DDC,
Dhanusha. The Plan has been prepared primarily for larger structures, typically of
25m span and greater, nevertheless it is also applicable to all structures other than simple
pipe culverts.
Note
In the interests of simplicity and consistency the various contracting parties, officers and staff
mentioned in this document have been referred to in the male gender. It is nevertheless
understood and accepted that any of the positions referred to may be occupied by female
staff in which case the references in question are considered to imply to either gender.
1.1 Quality Control is not Quality Assurance
It is essential that everyone involved in a project clearly understand the difference between
the terms Control and Assurance. The following definitions should be of help.
Quality Control
The routine application, at prescribed
frequencies, of a system of procedures for the
sampling and testing of materials prior to
placing and following completion that ensures
that specified standards are achieved.
Quality Assurance
The identification of roles and responsibilities
of all parties, together with procedures and
systematic management to be followed that will
ensure that the Quality Control System is
implemented effectively.
In simple terms Quality Control is a system of established technical procedures that, if

implemented correctly, should ensure that individual elements of the overall construction
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works are completed to a prescribed standard. Each procedure relates to a specific aspect
of the works and usually involves a test or combination of tests to determine compliance or
otherwise with a Specification. QC does not specify “who, where and how” the procedures
will be implemented.
Quality Assurance is a management system. It provides the essential guidance to the “who,
when, where and how.” It provides the operating procedures through which the QC system is
implemented. If implemented correctly it will ensure that the Quality Control system is
effective and the overall works are delivered to the agreed standards contained in the
contract.
QC and QA cannot be separated. The two systems must be implemented together.
1.2 What will QA achieve?

The QA Plan has been introduced to help improve the management and supervision of
construction contracts. This will be achieved through the following steps
1. Standardization - of operating procedures
2. Consistency - in work practices
3. Familiarity - with responsibilities for each individual
4. Confidence - of all staff involved
5. Efficiency - in work output
6. Satisfaction - in a job done to the best of our ability
7. Pride - in a job well done and a project delivered to the best standards
8. All of which are vital to the effective QUALITY OF WORKS
It is important to understand that these steps describe a process that will lead to the end
result. Each step leads to the next and builds upon the predecessor.
1.3 The QA Plan is in 3 sections
This QA Plan has been kept simple. It is divided into three sections:
Part 1 provides a Description of the QA Plan, and highlights some of the major issues that
must be addressed. It should be used to familiarize staff with the overall requirements of the
specific QA Plan that will be developed for each contract.
Part 2 contains a blank QA Plan template that will be filled out and customized to suit each
particular contract. It is important that the DDC/Contractor supervision team prepare their
own QA Plan during the QA Workshop at the start of the contract1. This will promote
ownership and ensure clarity of purpose from the outset.
1
See 2.7 – Quality Accreditation

DDC/DTO, Dhanusha
Part 3 contains a series of simple templates to be used in the Site Record Books. These
books should be provided and maintained by the contractor. They will be filled in by his staff
and approved by the DDC/DTO/RAIDP supervisor as the works progress. The QA Plan is
implemented through the Site Record Books.
The QA Plan is a tool to assist staff fulfill the technical and procedural requirements of the
contract. It must not be used as a substitute for the contract documents, which staff must be
familiar with in order to carry out their responsibilities effectively.
1.4 Implementation of the QA Plan
The QA Plan must be understood by all staff directly involved with the management and
supervision of t h e c ont r ac t . The P l an, st affi ng arr ang em ent s and pr oc edur es w ill
be explained at a QA Workshop to be convened by the DDC/DTO/RAIDP staff at the start
of the contract.
1.5 Construction Monitoring
In addition to serving the prime function of assisting site staff in fulfilling technical and
procedural requirements of a contract, the QA Plan will also be used by the
PCU/PSC/RAIDP Monitoring Team as a basis for measuring contract performance against
agreed standard procedures.
1.6 Additional Sections
The present version of the QA Plan deals only with construction supervision. Further
sections will be added in due course to cover other issues and further phases of the overall
construction process. These will include:
Design phase
Maintenance
Social and Gender Issues
Health, Safety and Welfare
Environment
2. Management and Organization
Senior management must define suitable staffing levels and assign responsibility and
authority for all project staff. These must be strictly adhered to for the duration of the
contract.

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2.1 Parties to the contract
There are three entities defined in the contract2 :

• Employer
• Contractor
• Engineer3
Other titles commonly used in contracts, such as Project Coordinator, Project Manager,
Executive Engineer, do not have a contractual basis and should therefore not are used in
formal correspondence. The names and designations of all staff involved in the management
and supervision of the contract will be included in Part 2.
2.2 Employer
The Employer is:

Government of Nepal
Department Of Local Infrastructure and Development Of Agricultural Road (DoLIDAR)
The Employer’s Representative is the officer who signs the contract on behalf of the
Employer. Depending on the size, nature and value of a contract this may be the Chief
Engineer or at the Zone level an Additional Chief Engineer, at Circle level a Superintending
Engineer or at Division level a Divisional Executive Engineer.
In most cases the Employer’s Representative will delegate some or most of his duties to
subordinate staff. It nevertheless remains his responsibility to ensure that those duties are
discharged correctly.
The Employer’s Representative must be kept informed by the Engineer of contractual

matters that could give rise to claims or delay to the Works.
2.3 Engineer
The Engineer named in a contract may be an ACE, SE, PDE or EE depending on the size,
nature and value of the contract4. The Engineer is responsible for the administration and
control of the contract, and in particular the supervision of the Works to ensure that the
Contractor fulfils the requirements of the contract.
All powers under the contract remain with the Engineer, although he will usually delegate
some or most of his/her duties to the Engineer’s Representative, also named in the contract.
2.4 Engineer’s Representative (ER)
2
Standard Tender Documents issued by the Public Procurement Monitoring Office (PPMO), Nepal
3
This role can be performed either by the Employer or by a Consultant
4
The Engineer may or may not be the Employer’s Representative depending upon the size, nature and value of
the contract.

DDC/DTO, Dhanusha
The Engineer will normally delegate in writing all or some of his powers under the contract to
his representative on site5, and will formally notify the Contractor of the powers in question
prior t o commencement o f t h e W o r k s . Notwithstanding a n y d e l e g a t i o n o f
p o w e r s , responsibility for those powers remains with the Engineer.
On most projects the Engineer’s Representative is supported by field staff engaged on

specific activities (eg setting out, measurements, quality control tests, etc). Support staff are
not authorized to give instructions to the Contractor, nor either to accept or reject the works,
responsibility for which rests firmly with the DDC/DTO/RAIDP Engineer.
2.5 Support staff
The number of support staff required for a particular contract will depend upon the size and
nature of the works. A specific job description for each position will be issued in writing by
the Engineer or ER for the contract. For large bridge contracts each supervision team will
include a Materials Engineer responsible for overall quality control, and a qualified Structural
Engineer. On smaller contracts the responsibilities for materials and structures may be
delegated to the Zone only if qualified staff is available.
2.6 Staffing
It will be the ultimate responsibility of the Engineer to ensure that suitable staffs are
assigned to the contract supervision team.
The Engineer will decide the levels of supervision staff that are required for the contract. He
should only appoint suitably qualified and experienced staff to these positions, and may
arrange additional training for individuals should this be considered necessary. In the event
that there are insufficient qualified staff within a Sub-Division the Engineer must arrange for
deputation of additional staff from other locations where there are suitable staff available, or
alternatively from Head Office. If staffs ar e not available from these locations the
Engineer may consider hiring from the private sector.
The Engineer will encourage a team approach to supervision by his supporting staff. Clear
lines of communication and reporting procedures will be established at the Pre-Construction
Workshop.
5
It is accepted that in many cases the ER may be the Sub-Divisional Engineer and it is not feasible for him to
be based at site, as would be the case on larger and/or consultant supervised contracts

DDC/DTO, Dhanusha
The Engineer is responsible for ensuring that the contractor fulfills the requirements of the
Contract.
2.7 Quality Accreditation
The Engineer will conduct a Team-up QA Workshop with all staff assigned to the contract
prior to the commencement of the works. The purpose of the workshop is to ensure that
everyone understands his or her roles and responsibilities, and then to prepare the QA Plan
for the contract. Staff will have the opportunity during the workshop to clarify any issues
regarding implementation of the contract.
At the end of the workshop all staff will be issued with a Certificate of Accreditation6,
including personal issue copies of the QA Plan, Job Description, Procedures and Contract
Documents. Staff will also be issued personally with all equipment (motor-cycle, mobile
telephone, calculator, etc) deemed necessary for them to fulfill their duties. A copy of the
Certificate of Accreditation is contained in Part 2.
The provision of a mobile telephone will allow field staff to notify the ER of problems on
site, eg failed quality control tests, non-compliance by contractor, health and safety issues,
etc. The ER can then give immediate directions to resolve such issues without delay.
3. Quality Control in Construction

The Quality Control system comprises standard procedures and methodologies designed to
ensure that the works are constructed to prescribed standards. The quality standards for
materials and workmanship are defined in the contract. Some procedures are described in
the contract, whilst others must be agreed between the Engineer and the Contractor prior to
the start of the works.
This section describes briefly the quality control requirements related to the major elements
of bridge construction. The contractual requirements are described in detail in the
appropriate clauses of the Technical Specifications. This QA Plan should not be used as a
substitute for the Technical Specifications, which are legally binding on both parties to the
contract.
3.1 General
The Contractor is responsible for achieving with the quality standards specified in the
contract. The Engineer is responsible for ensuring that the works are constructed to those
standards.
6
The Certificate of Accreditation procedure may be developed further as part of DDC/DTO/RAIDP, Dhanusha.

DDC/DTO, Dhanusha
The main features of the Quality Control system are:
• The Contractor must obtain written approval from the Engineer before bringing materials
to the site. Approval will be based on testing of samples to demonstrate compliance with
the specification, together with approved storage and management procedures that
ensure consistent quality control will be maintained.
• Records must be kept of all materials brought to the site, together with corresponding
tests to confirm compliance with the specification, and the location of all materials
incorporated into the permanent works. Materials that fail to meet the specification
requirements must be rejected by the Engineer and removed from the site by the
Contractor.
• The Contractor must obtain written approval from the Engineer before commencing each
stage of the works. Approval will be based upon satisfactory preparation for the works
and quality control tests on the preceding stage of works together with other
requirements of the specification.
3.2 Materials storage and control on site
The Contractor’s site management arrangements will be submitted to the Engineer for
approval prior to the delivery of any materials to the site. The submission will include the site
layout, handling arrangements and a delivery and draw-down system to record the position
of all materials in the final works.
All materials brought to the site shall be kept free from contact with deleterious matter and
shall be deposited as near as possible to the site of mixing. Aggregates of different sizes and
types shall be stored in different hoppers or stockpile containers that are separated from
each other by suitable partitions. The type and size of all hoppers or containers shall be to
the satisfaction of the Engineer. The same arrangements apply equally to all materials
brought to the site, including steel reinforcement, prestressing cables, bearings, drainage
fittings, etc.
The contractor shall at all times maintain on the site such minimum quantities of aggregates
as agreed with the Engineer to be necessary to ensure continuity of the work.
For larger projects cement should be stored in a purpose-built silo, whilst on smaller projects
a weatherproof go down with proper humidity control and water proofing arrangements may
be acceptable to the Engineer.
3.3 Temporary works
Typical temporary works for a bridge project may include diversion roads, diversion of
utilities, construction of culverts, and islands for well/bored pile foundations in the stream. In
all cases the contractor will submit designs and drawings for such works for formal approval
by the Engineer, including a maintenance schedule where appropriate. Record formats for

DDC/DTO, Dhanusha
all temporary works will be included in the contractor’s proposals. All temporary works must
be appropriate to the classification of the road, the traffic (motorized, non-motorized and
pedestrian), seasonal variations and the duration of the works. In the case of utilities
crossing or located at the site the appropriate owner must also give approval and where
necessary undertake specific works.
3.4 Preparatory works
Preparatory works are an important aspect of quality control, eg excavation line, level and
trimming, formwork, reinforcement fixing, etc, and are frequently not given sufficient
attention. It is essential that the contractor notify the ER sufficiently in advance when
preparatory works are ready for inspection, and that the ER staff give written approval for the
works to proceed (or alternatively clear instructions on what remedial measures are
required). Formats for different elements of the work are included in Part 3.
3.5 Quality control tests of Materials
The Contractor is responsible for establishing a site laboratory for carrying out quality control
tests on his materials and workmanship to demonstrate compliance with the Specification.
The laboratory must be located within the limits of the Works area and be fully established
before the Works commence. Subject to the approval of the Engineer some tests may be
carried out at an alternative laboratory containing more complex testing equipment.
Prior to the commencement of the Works, tests must be carried out by an approved
laboratory on material samples (or mix designs) submitted to the Engineer for approval. No
deliveries of materials will be permitted until samples and a Materials Control System have
been approved in writing7.
The Contractor must carry out regular routine testing in the site laboratory (supervised by the
Materials Engineer) on all materials delivered to the site. This will include additional tests on
site on those samples collected at random as part of the quality control check system.
3.6 Quality Control of Workmanship
Testing is required to confirm that approved construction materials are correctly mixed,
placed and compacted during the works. Preparatory works for concrete must be checked
and approved at each stage, eg reinforcement, formwork, mixing control. In the case of
backfill behind abutments, each layer must be tested and approved before the next is
placed, since failure of an underlying layer will result in rejection of the layers above it. All
testing and approvals must be in writing using standard forms contained Part 3.
3.7 Quality Control Tests
Quality Control tests are undertaken in three stages of the works:
7
To ensure that samples are correctly registered, tagged, tested and recorded for the separate contracts, and
that test results can be traced to materials deliveries to site

DDC/DTO, Dhanusha
• Materials prior to and during construction

• Quality of workmanship during construction
• finished works after construction
The Specification defines the quality control tests to be undertaken at each stage of the
Works, together with frequency and results that should be achieved. Works that are not
covered by the General Specification must be included in a Particular Specification, including
tests, frequencies and results for materials and workmanship. A summary of the tests
undertaken should be maintained in a Record Book, the format of which is contained in Part
3.
A detailed description of each test procedure is contained in the Standard Test

Procedures
Where any test result fails to meet the requirements of the Specification the ER must be
notified immediately by telephone, and a copy of the failed test report dispatched to him if
required. The ER will direct the support staff on what action is required.
Copies of all test results, together with a summary sheet for each test, should be submitted
to the ER at the end of each week, or at such other frequency required by him.
Many of the tests may be undertaken on site using basic test equipment. Others will need to
be carried out in an off-site laboratory equipped with more complex machinery that has
been approved by the Engineer. In all cases the tests are to be undertaken by the Contractor
at his own expense, the cost of which is deemed to be included in the rate for the relevant
work item.
When a contract requires specialized materials8 or components to be used and the

Specification does not require tests on those items the Engineer must ensure that the items
proposed comply with the Specification9.
The contractor must submit samples at the earliest opportunity to allow sufficient time for
testing and analysis results and to avoid delays to the construction programme.
3.8 Excavation
8
For example where thermoplastic paint is specified the contractor must use a proprietary brand of
thermoplastic paint and not simply road paint.
9
The contractor should supply manufacturer’s literature, specifications, factory tests, etc to demonstrate
compliance.

DDC/DTO, Dhanusha
Prior to any works on the site the contractor will prepare a pre-works survey for agreement
and approval by the engineer. The contractor shall also submit his proposed excavation plan
and programme for each excavation for approval by the Engineer. The plan shall include
dimensions of the excavation and the methods proposed for digging, support, de-watering,
etc, together with a catalogue system to record all details at agreed stages of the excavation.
Photographs may be taken and materials tests undertaken in locations directed by the
Engineer.
3.9 Mixing of Materials
When on-site mixing is used the grading and proportioning of material fractions must be
strictly controlled to ensure that the final mix complies with the approved design. Method
statements (including proportioning, batching, mixing and testing) will be submitted to the ER
for approval in advance of the works. Under no circumstances should the proportioning of
mixes be undertaken by laborers taking materials from stockpiles on a random basis.
Where aggregate materials are mixed on site for concreting works, samples of the mix
should be taken in the presence of the ER’s support staff for workability, grading and
strength tests in the site laboratory. Whether mixed on-site or off-site, the ER’s support staff
must take additional samples of all concrete mixes for check testing at the approved
laboratory.
3.10 Piling
The contractor shall submit a detailed piling programme to the Engineer for approval prior to
bringing any equipment and materials to the site. The details to be included will be discussed
with the ER in advance of the works.
3.11 False work
The contractor shall submit full design calculations and working drawings of all false work to
the ER for his consent prior to the start of the works using checklists agreed in advance.
Such consent will not relieve the contractor from his responsibility for the safety and integrity
of the systems in question.
3.12 Concrete pour
The contractor shall submit method statements in advance of all concrete pours, regardless
of size and complexity. Immediately prior to the pour the contractor will submit a Pour
Approval Request form to the Engineer using the format contained in Part 3.
Particular attention should be given to the careful planning of concrete pours and ensuring
that proper construction joints are formed at the end of all pours. The incidence of “cold
joints” or open-ended pours on bridge construction is a cause of great concern. Concrete at
these joints is weak and of low density due to lack of vibration against a solid form. Such
joints are also difficult to prepare for the next pour, and this gives rise to the formation of a

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moisture path to reinforcement. It must therefore be agreed from the outset that cold joints of
this nature will not be permitted under any circumstances.
Another concern is the curing of freshly placed concrete. It is essential that proper curing is
applied, using hessian fabric (gunny bag) securely fixed on vertical faces and kept moist, or
by water ponding on horizontal slab surfaces. Failure to provide effective curing will result
in shrinkage cracking amongst other detrimental effects. This is a common problem,
particularly in beams where curing is frequently omitted altogether.
3.13 Approval of Preparatory Works
No new works shall be undertaken until the underlying or preceding works and the
preparatory works (eg setting out, formwork, steel fixing) have been approved in writing.
Standard approval forms are included as Part 3.
3.14 Non-compliance
Results of some tests may not be known for several days, eg concrete strength tests will not
be known until 7 and 28 days after placing. Where test results demonstrate that work does
not comply with the Specification the ER must be informed immediately. He may then
instruct further intrusive and /or non-destructive tests to be carried out on the completed
works for the Engineer to decide whether to accept or reject the works. The procedures for
additional testing, at the contractor’s expense, must be discussed in detail and agreed with
the Engineer.
4. Document Control
An effective document control system is essential for effective management of the contract,
an integral part of which is the Quality Control of the Works. The PCU/PSC, RAIDP
monitoring of the management and supervision of the contract will examine and assess how
effectively the document control system is being implemented.
4.1 General
In order to comply with the Regulations it is essential that an effective document control
system be introduced from the start of the contract, and that all staff are aware of the system

DDC/DTO, Dhanusha
and its operation. Original contract documents must be safely stored at an appropriate
location, with working copies issued to other users in the system. Original correspondence
will likewise be retained in a designated location, with copies issued for action and
information to other offices according to need. The same applies to test certificates, delivery
notes and other routine documentation.
The distribution of the main contract documents, correspondence, certificates and records is
shown in Figure 4.1. The establishment and operation of the Document Control System will
be explained at the Pre-Contract Workshop, at the end of which the supervision team will
finalize their own system for the contract. On completion of the contract the Employer’s
Representative will ensure that all documents are collected at one location, properly filed and
stored as a comprehensive record of the contract.
4.2 The Employer’s Representative
The Employer’s Representative will retain original copies of all contractual documents
leading up to and including award of contract. He m ust also be sent c opies of al l
correspondence between the Contractor and the Engineer that may give rise to a contractual
claim.
4.3 The Engineer
The Engineer will be issued copies of contract documents and will retain original copies of
contractual correspondence between himself and the contractor. The ER may also send the
Engineer copies of other correspondence that he considers being important.
4.4 The Engineer’s Representative
In the absence of a site office provided under the contract the Engineer’s Representative
must maintain a separate documentation/filing system within his normal office for every
contract under his control. The system must be maintained within the office, documents must
not be removed for any reason, and files must be accessible to other authorized personnel in
the absence of the ER. In the event that the ER is transferred to another location during the
course of a contract, he will prepare and place on file a comprehensive handing-over file.
This will include a list of all documents and files handed over to the incoming ER, who will
sign to acknowledge receipt (with a copy sent to the Engineer), to ensure a seamless
transfer of responsibilities.
4.5 Site Laboratory
All tests must be witnessed by the ER or support staff appointed by him for the purpose (the
‘Materials Engineer’). The tests required and their frequency are contained in the
Specification. Standard test result forms must be used, and these and the test report forms
must be signed by the person carrying out the test together with representatives of the
Contractor and the Engineer. Original copies of all results will be filed at the site laboratory.
The ER staff may retain copies of any results that they consider necessary.

DDC/DTO, Dhanusha
The Materials Engineer will submit to the ER a weekly summary of all tests carried out under
the contract. The ER will check the summary sheets and may request copies of individual
results where necessary in order to satisfy himself that the testing is satisfactory and has
been correctly recorded and filed at the site laboratory.
4.6 As Built Drawings
The contractor is responsible for preparing As Built Drawings for the contract. These must be
prepared and up-dated periodically as the works proceed and not left until the end of the
contract. This is especially important for works that will be covered up, embedded or
otherwise hidden from view in the final works. The ER should carry out a review of As Built
Drawings on a monthly basis.
4.7 Site Diaries and Record Photographs
Site diaries and regular progress photographs are amongst the most important records to be
maintained during the execution of the contract. They are particularly important in case of
contractual disputes.

DDC/DTO, Dhanusha
Figure 4.1 - Document Control System original O

Standard formats are provided in Part 2 file copy C
Document Employer Engineer Engineer's Site Lab

Represent
Contract Documents :
Invitation for Contractor PQ O
PQ Criteria (approved) O
PQ List O
Tender Notice O
Tender Documents O
Tender Evaluation Report O C C
Notice of Award O C C
Signed Contract O C C
Contract Documents O C C C
Notice to Proceed O C C
Employer/Contractor correspondence O C C
Delegation of Powers to Engineer O C C
Engineer's Files :
Copies of surveys, design calcs, quants O C C
Contractor correspondence O C
Engineer/Employer correspondence O O C
Other correspondence O C
Contractor Programme & updates C O
VO's to contractor C O C
Site Instruction Register C O
Site Instructions from ER C O
Interim Payments certified by ER C O
Site Engineer's Files :
Site Diary O
Site Order Book O
Site Accident Record Book O
Contractor Progress Reports C O
Contractor Plant & Labour Returns O
ER Progress Reports C O
Pile Boring Record File O
Concrete Pour Record File O
Bending Schedule Approvals O
Copy Site Test Results C O
Off-site Test Results C O
Test Result Registers (by test) C O
Temporary Works Approvals C
Copy Approval to Commence C
Measurement Book O
Measurement Calculations - monthly O
Copy Interim Payment Applications C
Copy Interim Payment Certificates C

DDC/DTO, Dhanusha
5. Monitoring
This section describes briefly the monitoring function of the Bridge Construction and
Maintenance Circle. Detailed p r o c e d u r e s w i l l b e p r e s e n t e d a t t h e P r e -
Construction Workshop and hard copies issued to the supervision team.
5.1 Bridge Construction and Maintenance Circle
An essential purpose of the Bridge Construction and Maintenance Circle through each
division is to improve the construction of bridges and culverts on the DDC road network. A
major function of this Circle is to improve construction supervision of the Zonal Divisions
and consultants.
5.2 Contract Monitoring
The Bridge Construction and Maintenance Circle under the Bridge Management Wing are
responsible for the monitoring of the implementation of the Quality Assurance Plan for all
bridges constructed by Contractors.
5.3 Aspects of Monitoring
The key aspects of monitoring of bridge construction are:
• In order to be effective it must be undertaken by staff who are independent from the
regular contract management and supervision staff engaged at the site.
• It must be impartial and unbiased in its assessment. Monitoring should not be seen in a
negative way: it is not a policing operation; it does not seek to find fault, nor to apportion
blame. In order to be effective the monitoring must be carried out using an agreed set of
criteria. The PCU/PSC, RAIDP monitoring is based upon the Quality Assurance
Plan for the particular contract.
• It must be undertaken by suitably qualified and experienced staff that is familiar with
the works in question and aware of the difficult circumstances under which the works are
being implemented.
• It will be undertaken on a regular basis and reports will be produced and submitted to
the Zone and Wing Additional Chief Engineers. Recommendations will be given for
overcoming deficiencies where these are found and improving management where
appropriate. Subsequent site visits will verify if earlier recommendations have been
implemented.

DDC/DTO, Dhanusha
• Inspections will be informative. The monitoring team will seek positive feedback and
lesson learning for the benefit of staff on similar contracts in other locations, and
contribute to the overall improvement of management and quality control.
• Visits will be supportive of the site staff. The team will assist in seeking solutions to any
difficulties found at the site or reported by field staff. Over time the Circle will develop as
a centre of excellence in bridge construction, and a focal point for raising concerns on
issues affecting contract implementation.
• Monitoring will contribute to higher order management by informing policy makers on

issues affecting bridge construction and maintenance
• The monitoring scheme and procedures will be subject to audit by an external office to
check that the system is being implemented effectively.
5.4 Outputs of Monitoring
The main outputs of the monitoring system are:
• It will verify whether prescribed management procedures are being implemented
• It will verify if technical standards are applied
• It will provide a regular check on the reported progress of the contract
• It will collect key information and data for use at Head Office and/or dissemination to
other sites and locations
• It will identify or respond to any needs for specialist support, and make necessary
arrangements to ensure that support is provided when required
• It will identify training needs at the field level for the continuing improvement of
management and supervision
• It will regularly report findings to the PCU/PSC, RAIDP.
• It will promote the adoption of consistent implementation procedures
5.5 What will monitoring achieve?
Monitoring will:
• Ensure that the site teams are achieving what they set out to do
• Ensure a consistent quality of output on all construction sites
• Learn lessons for continual improvement of working practices

DDC/DTO, Dhanusha
• Establish a line of communication for the exchange of lessons between field offices
• Identify areas of specialist support required
• Provide an opportunity for staff to inform management on specific bridge issues
• Help to identify where individuals may be experiencing difficulties provide support
• Allow Contractor to identify where standards require review and possible modification
6. Payment
Regular and timely payments to the contractor are essential for overall performance of the
contract and eventual delivery of the Works to the required quality, on time and within
budget.
The interim payment to the contractor should be made by the authorized officer for the
particular project (the Accountant) against the Interim Payment Certificate (IPC)15 certified by
the Engineer. The payment procedure is described briefly as follows:
• Measurements of accepted works11 are recorded in the Site Measurement Book (MB)
by the ER (or the nominated Site Engineer)
• The contractor prepares his Monthly Statement based upon the MB, backed up by
bills/vouchers, and submits to the ER.
• The ER (or Site Engineer) prepares the IPC and verifies that the itemized quantities
in the Monthly Statement are in accordance with the MB. He enters the quantities,
unit rates, item-wise amounts and the IPC totals into the Central Monitoring System
(CMS). At the same time he enters a corresponding brief report on progress and
quality on the CMS. He then attaches a summary of the tests related to the works
included in the IPC and confirms that the works have been tested in accordance with
the Specification, and have been accepted for payment. The IPC is then forwarded to
the Engineer.
• The Engineer certifies the IPC on CMS and makes his own report on progress and
quality. He then authorizes the Accountant to make payment to the contractor.
7. Settlement of Disputes and Problems that arise at the Site
11
For which tests have been submitted and approved, and records of the works have been made

DDC/DTO, Dhanusha
It is a fact that disputes and problems can arise on any construction contract. This is not
necessarily a reflection on the supervision team or any individual.
It is important that this is recognized from the start of the contract, and a broad mechanism is
established for the resolution and settlement of disputes effectively and without detriment to
the smooth running of the contract. Due the nature and range of disputes and problems that
may arise it is not practical to lay down strict procedures for dealing with every eventuality.
The majority of disputes and problems that arise on construction sites are attributable to one
or more of the following –
• Interpretation
• Communication
• Personal disagreement
A general approach to dispute resolution is illustrated in Figure 7.1 and this should be
discussed and developed during the Pre-Construction Workshop. The supervision team may
decide to leave the procedure in a general format, or alternatively develop particular aspects
in greater detail. If the latter action is decided then it may be appropriate to convene a follow
up workshop possibly with additional guidance and facilitation.
Figure 7.1 Dispute Resolution (How to resolve problems?)
Source Nature Incidence Referral Level Communication Timeframe
Is it - Is it - Is it - Is it - Is it - Is it -
Internal Technical Site Team Site Team Verbal - direct Urgent - now
Immediate -
Official team Financial Line Manager Line Manager Verbal - telephone
today
Contractor Contractual Senior Manager Senior Manager Written Soon - one week
Later - one
Public Personal Personal Higher Authority
month
Personal Social Personal
Environmental
IDENTIFICATION and ACTION

DDC/DTO, Dhanusha
Figure 7.1 illustrates a sequential linear approach to problem solving and dispute resolution.
It first identifies the source and nature of the problem. If possible the site team should
resolve the situation themselves. Where this cannot be accomplished it will be necessary to
refer to a others outside of the immediate problem. In b ot h c as e s t h e m et h od of
communication, or dealing with the issues, must be agreed and a timeframe set for resolving
the situation. The purpose of Figure 7.1 is to encourage a focused approach to problem
solving and dispute resolution, rather than letting a situation drift on and thus risk time delays
and contractual claims. Problems and disputes rarely resolve themselves.
Prompt action by both parties in the problem or dispute is essential to early resolution
In all problems and disputes it will be up to the team to follow through the process shown in
Figure 7.1 to determine the appropriate course of action. In all cases it is preferable to deal
with issues when they arise and at the level at which they occur. When this is not possible it
will be necessary to refer the matter to the next appropriate level for guidance and advice.
Contractual disputes must always be dealt with in strict accordance with the Conditions of
Contract.
Notwithstanding the approach decided for a particular contract at the Pre-Construction

Workshop, the team should consult official as a matter of course when site disputes arise
that may lead to contractual claims. The official may be aware of similar instances on other
contracts and be able offer support directly, or alternatively seek the advice of individuals
with specific experience in a particular dispute. The purpose of this approach is to draw upon
departmental experience as a whole to support individual teams in the field.

DDC/DTO, Dhanusha
1. Introduction
1.1 General
Part 2 of the Quality Assurance Plan provides a series of outline templates that the
supervision team will customize to include the specific details of the contract in question.
The QA Plan will be developed and completed during the Pre-Construction Workshop when
all of the staff to be involved in the implementation of the construction works is present.
Staff will have the opportunity to raise issues and clarify any uncertainty over roles or
ambiguity regarding implementation arrangements. At the close of the Workshop there must
be no doubt whatsoever over the roles and responsibilities of each member of staff.
The QA Plan will be printed and distributed to each member of staff within 5 days of the
Workshop. This must be completed during the contract mobilization period when all staff will
be equipped and prepared before the preliminary construction activities commence.
Job Descriptions for each of the contractor positions are included in Annex A of
Part 2.

DDC/DTO, Dhanusha
1.2 Contract Details
Zone
Circle
Division
Contract Name
Contract No
Tender No
Location
GPS Co-ordinates
Contractor
Award Date
Notice to Proceed
Duration
Contract Value

DDC/DTO, Dhanusha
1.3 Contract Staff

The designated staff will be confirmed at the QA Workshop.12 All designated staff will be
notified in writing and issued a specific Job Description for the contract13.
Designation Responsible Officer Name
Employer’s Representative
Engineer
Engineer’s Representative
Site Engineer
Assistant Engineer
Materials Engineer
Structural Engineer
Materials Inspector
Survey/Measurement Assistant
12
Part 1, Section 2.7
13
Annex A to this Contract QA Plan

DDC/DTO, Dhanusha
1.4 Contract Equipment and Facilities

All of the equipment, furniture and transport necessary for the effective supervision of the
contract will be identified in advance and confirmed during the QA Workshop14. Items issued
to individuals will be covered in writing.
Item Location No Source Responsibility
Office
Telephone / Fax
Desk
Chair
Large Table
Cupboard
Chest of drawers
Computer
Printer
Photocopier
Mobile Phone
Motor cycle
14
Part 1, Section 2.7

DDC/DTO, Dhanusha
1.5 Contract Filing System

The contract filing comprises the following separate files. The system must be kept up to date
at all times.
File No Description Responsible Officer Location
1 Office Administration
2 Drawing Register
3 Contractor Correspondence
4 Consultant Correspondence
5 Other Correspondence
6 Minutes of Site Meetings
7 Contractor Submissions & Approvals
8 Materials
9 Programme
10 Progress Reports
11 Measurement & Payments
12 Calculations
13 Site Instructions
14 Variations
15 Land Acquisition & Resettlement
16 Public Liaison
17 Environmental Issues
Refer also to Part 1 – Document Control Figure 4.1

DDC/DTO, Dhanusha
1.6 Monitoring Procedures

The Management Plan, Volume 5, Bridge Management Wing Management Manual
describes the Monitoring of Bridge Construction Works by the Bridge Construction and
Maintenance Circle. Flow Chart 6.5 illustrates the procedures that will be followed.
The Monitoring Plan for this contract will be implemented as follows -
Division XX
Executive Engineer XXXXX XXXXX Tel -
(Monitoring Team Leader)
Monitoring Officer at Site XXXXX XXXXX Tel -
(Contact Person)
Frequency of Monitoring Visits 3-4 per year October, January, June
Reports Submitted to DDC/DTO/PCU/PSC, RAIDP
Copy to Contractor
Monitoring Tools Contract Documents
Programme
QA Plan
Monitoring Guidelines
It is important that Monitoring Reports are issued under cover of a letter. The Site Team
must issue the Report formally to the contractor.

DDC/DTO, Dhanusha
1.7 Pre-Construction QA Workshop

The QA Workshop is an essential feature of the QA Plan and is described in Part 1, Section
2.7. The Workshop will be arranged by contractor and official, if necessary.
Attendees Name Designation
Employer’s Representative
Engineer
Engineer’s Representative
Site Engineer
Materials Engineer
Structural Engineer
Assistant Engineer
Other
Agenda Action Note
Introductions
QA Plan Part 1 Presentation
Discussion & Issues Arising
QA Plan Part 2 Presentation
Discussion & Clarification
Preparation of Contract
Specific QA Plan
Accreditation Arrangements
Issue of QA Plan, Contract Minimum 7 days after During Mobilisation Period

Documents, QA Certificate workshop

DDC/DTO, Dhanusha

District Development Committee
Rural Access Improvement and Decentralization Project (RAIDP)
Dhanusha
Quality Assurance Programme
Certificate of Accreditation
Project ………………………
Location ………………………
Name ………………………
Designation ………………………
Project Position ………………………
Location of Assignment ………………………
This is to confirm that the above named officer, duly qualified and experienced, and having
attended the prescribed 2-day Workshop (not m andat ory) has fulfilled the
requirements of the Bridge Construction and Maintenance Quality Assurance Programme
and is hereby awarded this Certificate of Accreditation.
The award of this Certificate confirms that the officer is QA approved to undertake the
duties of the specific position described above.
The following documents are issued with this Certificate and are to be retained by the
member of staff for the duration of the project assigned:
• QA Plan (specific to the contract) issued personally
• Personal set of contract documents to be held
• Detailed Job description
• Position
• Specific tasks (frequency, records, formats, documents, etc)
• Place and times of work
• Higher authority (reporting and assistance)
• Authority levels
• Reporting responsibilities
• Equipment assigned to the position
• Monitoring Plan for the contract
• Complaints procedures
• Disciplinary procedures
Awarded this …………. day of ……….………….. , …………… .
Signed Position
A Senior Officer duly authorized by the Quality Assurance Programme
This Certificate remains valid for a period of contract from the date of issue.

Quality Assurance Plan for Bridge Construction Contracts
Specific Job Description
EMPLOYER’S REPRESENTATIVE
Approved:
ISSUE
This Job Description has been issued to the person named below –
Contract
Location
Position
Name of Post Holder
Designation
Office Location
Place of Work
Hours of Work
Time or Visits at the worksite
Reporting Officer
GENERAL REQUIREMENTS:
The Post Holder must obtain formal approval from official to act as the Employer’s Representative
and to be named as such the Contract. In the event that the Post Holder ceases to act as the
Employer’s Representative and is replaced by another Officer during the term of the Contract, the
Contractor must be formally notified of this in writing by either the Post Holder or his immediate
superior.
DUTIES & RESPONSIBILITIES:
In addition to the general responsibilities of the Post Holder, as specified in the Contract
Management Manuals, the specific duties relating to this position are detailed below:
1. To check and confirm that no other construction activities are proposed under any other
programme that would conflict with or undermine the economic justification for the Works.
2. To check and approve tender documents prepared for the Works and in particular their
compliance with the current Public Procurement Regulation, Procedures, Standard Tender
Documents and Specifications adopted by contractor.
3. To check and ensure that a budget allocation has been made for the proposed works that
corresponds to the Engineer’s Estimate and that any land acquisition or removal of
encroachments has been completed prior to floating a tender for the Works.
Iss ue 1 March 2012 Page 1 of 2

EMPLOYER’S REPRESENTATIVE
Approved:
4. To check and ensure that the information contained in any advertisement for an Invitation to
Tender corresponds exactly with the Instructions to Tenderers within the Tender Documents,
that the tender period is not less than the minimum period required under the Procurement
Regulations for the type of tender, and to then authorize the floating of the Tender.
5. In conjunction with the Engineer for the Contract to attend any pre-tender meeting with
Tenderers and to ensure that all tenderers are formally notified in writing of any queries raised,
either at the meeting or separately, and responses given.
6. To ensure that both the opening and evaluation of tenders are undertaken in accordance with
the Public Procurement Regulations, and that the Tender Evaluation Report with a
recommendation for the award of the Contract is submitted to the approving authority having
the delegated financial power to award the contract.
7. To issue the Notice of Award to the successful tenderer and subsequently to sign the Contract
on behalf of official.
8. Throughout the Contract to undertake the duties and responsibilities assigned to the Employer
under the Conditions of Contract.
SPECIFIC RESPONSIBILITIES:
1. To be completed during the QA Workshop

2.
3.
REPORTING RESPONSIBILITIES:

2.
3.

THE ENGINEER
Approved:
ISSUE
Contract
Location
Position
Name of Post Holder
Designation
Office Location
Place of Work
Hours of Work
Reporting Officer
The Post Holder must have formal approval from the Employer’s Representative to act as the Engineer
and be named as such the Contract. In the event that the Post Holder ceases to act as the Engineer
and is replaced by another Officer during the term of the Contract, the Contractor must be
formally notified of this in writing by either the Post Holder or the Employer’s Representative.
The overall duties and responsibilities of the Engineer are defined in the Contract. The Engineer
usually delegates some or all of his duties and responsibilities to his representative (‘The Engineer’s
Representative’) named in the Contract. On the assumption that there is an Engineer’s Representative
the following duties and responsibilities should not be delegated and should be retained by the
Engineer:
1. Issuing the formal notice to the Contractor to commence with the Works
2. Notifying the Contractor of the duties and responsibilities that he is delegating to his
Representative (or conversely the duties and responsibilities that he is not delegating)
3. Notifying the Contractor of any replacement Engineer’s Representative
4. Approving Variation Orders that have financial implications
5. Approving significant variations in the quantities

THE ENGINEER
Approved:
6. Approving sub- contracting any part of the Works

7. Approving extensions of time
8. Approval to the use of dayworks, provisional sums and contingencies
9. Withdrawing approval to the Contractor’s Representative
10. Issuing Taking -Over Certificates for the whole or parts of the Works
11. Authorization of payment certificates
12. Issuance of Defects Liability Certificate
13. Issuance of Completion Certificate
14. Providing decisions in relation to Contractual matters between the Employer and the Contractor
15. The full duties of the Engineer under the Contract in the event of disputes, frustration,
termination, adjudication and arbitration.

2.
3.

2.
3.
In the event that there is no Engineer’s Representative for the Contract, in addition to the foregoing the
Engineer will be responsible for the duties and responsibilities of the Engineer’s Representative.

ENGINEER’S REPRESENTATIVE
Approved:
ISSUE
Contract
Location
Position
Name of Post Holder
Designation
Office Location
Place of Work
Hours of Work
Reporting Officer
The Engineer’s Representative must be named as such the Contract. In the event that the Engineer’s
Representative is replaced by another Officer during the term of the Contract, the Contractor must be
formally notified of this in writing by the Engineer for the Contract.
In addition to the general responsibilities of the Engineer under the Contract that have been delegated
by the Engineer to the Engineer’s Representative, the specific duties relating to this position are
detailed below:
1. Prepare a Quality Assurance Plan for the Works incorporating, amongst other things,
procedures for document control and quality control.
2. Review the Contractor’s work programme and method statements, and instruct the Contractor
to make necessary adjustments if delays occur in particular work items that could result in an
overall delay to the completion of the Works
3. Ensure that the quality of materials brought to the works site and quality of construction by the
Contractor comply with the requirements of the Contract
4. Where required by the Contract, ensure that the Contractor establishes a site laboratory for the
Works with correctly calibrated testing equipment and qualified staff to undertake the specified
quality control tests on his materials and workmanship at the required frequency

Approved:
5. Ensure that all such tests are witnessed and certified by himself or support staff who are
assisting him, and that proper records of these tests are maintained by the Contractor in the
site laboratory in accordance with the Quality Assurance Plan
6. Reject any materials or workmanship by the Contractor that do not meet the requirements of
the Contract
7. Issue instructions, directions and orders to the Contractor on behalf of the Engineer
8. Prepare Variation Orders to the Contract for issue by the Engineer or the Employer
9. Advise the Engineer on all issues affecting the Contractor’s approved programme, rate of
progress and performance during construction
10. Prepare evaluations and recommendations to the Engineer with respect to any Claims or
requests for extension of time submitted by the Contractor
11. Ensure that the Contractor complies with the requirements of the Contract in relation to the
health and safety of his workforce and the public, together with mitigation of social and
environmental impacts caused by the Works
12. Undertake monthly measurement of the value of the Works completed by the Contractor and to
prepare Interim and Final payment certificates for payment by the Employer
13. Check and approve the setting out of the Works by the Contractor, including survey stations
and bench marks
14. Supervise, monitor and direct supervision staff under his control in the inspection and quality
control of the Works carried out by the Contractor.
15. Maintain an up-to-date daily Contract Diary and daily records of plant, labour and equipment
provided by the Contractor.
16. Maintain an up-to date filing system for drawings, correspondence, instructions, reports,
statements, measurements, variations, claims and any other Contract documentation in
accordance with the Quality Assurance Plan.
17. Receive, check, approve and forward to the Engineer the Contractor’s monthly statement for
payment.
18. Organize, supervise and monitor the preparation of ‘as-built’ drawings of the completed
sections of he Works and agree the completed record drawings with the Contractor

2.
3.

2.
3.

Approved:
On almost every Contract the Engineer’s Representative will be supported by more junior staff who
will be responsible for assisting the Engineer’s Representative in carrying out his duties and
responsibilities. Where such staff are not assigned, and in any event, the Engineer’s Representative
assumes full responsibility for the activities undertaken by them as detailed in their Job Descriptions.

MATERIALS ENGINEER
Approved:
ISSUE
Contract
Location
Position
Name of Post Holder
Designation
Office Location
Place of Work
Hours of Work
Reporting Officer
The Post Holder(s) will be assigned on a full or part time basis to assist the Engineer’s Representative
(ER) in the supervision of the quality control testing of materials and workmanship by the Contractor.
The Post Holder(s) should have adequate previous relevant experience in laboratory and field quality
control tests.
1. If required by the Contract, check that the Contractor has provided a site laboratory in
accordance with the Specification, and that it is equipped with adequate materials testing
equipment that is correctly calibrated
2. Check that the Contractor has appropriate test forms for each test procedure required under the
Contract and that the Contractor has appropriate record keeping procedures that comply with
the Quality Assurance Plan
3. Throughout the Contract ensure that the Contractor uses the correct test procedure forms and
complies with the document control procedures required under the Quality Assurance Plan.
4. Ensure that all materials delivered to site, or manufactured on site, comply with the quality
standards required by the Contract, through inspection of manufacturer’s certificates
supported by supervision of on-site testing or organization of specialist testing in an approved
laboratory.

MATERIALS ENGINEER
Approved:
5. Ensure that all tests undertaken by the Contractor are carried out in accordance with the RHD
Standard Test Procedures and to the required frequency called for in Contract Specifications
6. Witness and certify all laboratory and field tests undertaken by the Contractor and immediately
notify the ER of any test results that fail to meet the requirements of the Contract.
7. Ensure that the properties of pavement and embankment materials after placement are in
accordance with the quality standards required by the Contract through supervision of
laboratory testing and insitu testing programmes.
8. Ensure that all concrete materials are tested in accordance with the requirements of the
Contract.
9. Maintain a daily record of materials delivered to site and both laboratory and in-situ tests
carried out together with the results (pass/fail) obtained.
10. Prepare and maintain a monthly summary of the quality control tests (based on the daily
records) with the action taken in respect of those tests that failed to meet the requirements of
the Contract

2.
3.

2.
3.

STRUCTURAL ENGINEER
Approved:
ISSUE
Contract
Location
Position
Name of Post Holder
Designation
Office Location
Place of Work
Hours of Work
Reporting Officer
The Post Holder may be assigned on a full or part time basis to assist the Engineer’s Representative
on contract that includes bridges or culverts. The Post Holder should have sufficient previous relevant
experience in the design and construction of similar structures to be able to perform his duties with
only limited direction and supervision from the Engineer’s Representative (ER).
1. To assist the ER in the supervision of construction of structures and to immediately notify the
ER of any departures by the Contractor from the requirements of the Contract.
2. Review proposed designs and layouts for culverts and bridges and advise the ER on the need
for any changes or additional detailing
3. Review and recommend for approval by the ER the Contractor’s proposals for borehole ground
investigations at the site of new bridges
4. Work with the Contractor to finalize the detailed design of bridges, including the design of sub-
structures based on the findings of the site investigation
5. Check and recommend for approval by the ER the Contractor’s shop drawings for culvert and
bridge construction

STRUCTURAL ENGINEER
Approved:
6. Check and recommend for approval by the ER the Contractor’s proposals for concrete mix
designs
7. Review the Contractor’s proposals for pile testing and monitor the supervision of field trials
8. Check and verify for compliance with the Contract the Contractor’s field and off-site laboratory
test records on cement, aggregate, sand, rebar, and any other materials to be used by the
Contractor for the construction of structures.
9. Check and verify the Contractor’s setting out for structures including formwork, spacers, box
outs, ducts, chamfers, etc
10. Check and verify the Contractor’s placement of reinforcement including bar sizes, type,
spacing, lap lengths, ties, cover and rigidity.
11. Check and verify that the Contractor mixes concrete in accordance with the approved mix
design and that slump tests are taken at the correct frequency and that these meet the
requirements of the Contract.
12. Ensure that cube / cylinder samples are taken at the correct frequency and that off-site
laboratory tests demonstrate that these meet the requirements of the Contract.
13. Ensure that the placing, vibration and surface finish of concrete, together with all ducts, pipes,
parapets, drains, joints or any other works forming part of the finished structure meet the
requirements of the Contract
14. Review and recommend for approval by the ER the ‘as-built’ drawings of completed structures
prepared by the Contractor

2.
3.

2.
3.

DDC/DTO, Dhanusha
1. Introduction
Part 3 of the Quality Assurance Plan contains a series of page templates to be used in the
Site Record Books. These books are the means through which the QA Plan is physically
implemented. They are also an important feature of the Monitoring Inspections that will be
conducted by the Bridge Construction and Maintenance Circle.
The Site Record Books are in 3 categories –
1. Summary of Testing
3. Records
The formats for the Record Books for construction supervision have been prepared by
Contractor and approved by the o f f i c i a l , Bridge Management Wing20. Each template
includes sample entries for illustration.
The number and scope of the Books will be expanded in due course, as site staff becomes
familiar with the implementation of the QA Plan and the associated monitoring visits by the
office representative. The actual formats for the additional books and forms will be
developed by official and agreed with site staff in order to ensure that particular needs are
met.
The contractor will provide suitable books and ensure that they are suitably headed up.
Books must be of good quality with stitched and glued spines, and should have sequentially
numbered pages (either as purchased or added afterwards). Pages must not be removed
from the books during the progress of the works. All books must be kept at the site at all
times.
A list of the Record Books currently in use is included in Table 1.
Table 1 Site Record Books
Book No Description
Testing T-1 Materials Delivery & Testing
T-1.1 Coarse Aggregate
T-1.2 Fine Aggregate
T-1.3 Cement
T-1.4 Reinforcement
T-1.5 Water
T-2 Concrete Compressive Strength Register
Inspection/Approval A-1 Commence Installation of Reinforcement & Concrete Pour for
Bored Piles
A-2 Formwork Inspection Check List
20
RHD Management Manual, Volume 5 Bridge Management Wing, Operational Procedure OP/BCM/2.1

DDC/DTO, Dhanusha
A-3 Reinforcement Inspection Check List

Record R-1 Slump Diary
R-2 Equipment Calibration & Service Record
R-3 Concrete Pour Record
R-4 Finished Concrete Inspection
R-5 Correspondence Register
R-6 As Built Drawings Register
2. Testing
Standard testing requirements are contained in the appropriate clauses of the Specification.
The methodology for conducting each test is described in detail in the Standard Test
Procedures (STP), together with standard test sheets and reporting formats. The Site
Record Books do not replace the standard sheets, rather they simply record a summary of
the each particular test in the order in which they are undertaken. The actual test sheets and
corresponding reports should be maintained at the site laboratory for record purposes.
A summary of the basic testing requirements for materials is given in Table 2. There are
additional requirements for specific items and components and these are prescribed in the
appropriate clauses of the Specification
Table 2 Testing Requirements for Materials for use in Structures
Material Test STP Ref Result Frequency

Cement Fineness DoLIDAR AASHTO M 85 1 per delivery batch
Setting Time DoLIDAR Ditto
Compress Strength DoLIDAR Ditto
Coarse Aggreg Flakiness DoLIDAR < 30 Daily or as directed
ACV DoLIDAR < 30%
SG & Absorption DoLIDAR As per Spec
10% Fines DoLIDAR > 150kN
Grading As per Spec
Fine Aggreg Organic Content DoLIDAR As per Spec
SG & Absorption DoLIDAR As per Spec
Grading As per Spec
Water AASHTO T 26 As per Spec
Concrete Slump DoLIDAR 1 per 25m3
Compress Strength DoLIDAR As per Spec 3 tests per casting or every
3
15m
Reinforcement General DoLIDAR As per Spec 2 samples each batch
Tension DoLIDAR As per Spec
Bending DoLIDAR As per Spec
Pile Integrity 1 each pile

DDC/DTO, Dhanusha
The Materials Delivery & Testing Record Book contains separate sections for each material
used in the works. The purpose of the book is to provide a summary of testing that relates
delivery notes to compliance tests in a format that can be followed though easily and
effectively. It provides a running summary of test results and a cumulative record of testing
frequencies.
The book should be completed by the contractor and countersigned/approved by the

appropriate representative.
The Approval Books contain a series of headings that will guide the contractor and the
official team through the process of preparation, inspection and approval. They are effectively
a site checklist and a record of the process.
The contractor should complete the entry, with the date and signature. The book is then
submitted to the official representative for checking. If he is satisfied that the works may
begin then he signs the book accordingly. In the event that some items are not satisfactory
the official representative should indicate this in the appropriate column and then
give a corresponding instruction in the Site Order Book describing the location and nature
of the corrective works that are necessary. When the corrections have been made the
contractor re-submits the book for approval. If the preparation is satisfactory the official
representative will sign accordingly.
4. Records
The Record Books are similar to the Approval Books. The detailed entry is completed by the
contractor, and this is endorsed/approved by the official representative. If he disagrees
with the contractors assessment he should make a corresponding entry in the Site Order
Book.
Version 2 March 2012 Page 30 of 30

Book No T-1 Materials Delivery & Testing
Separate sections for each material
T-1.1 Coarse Aggregate
Date Chalan No Quantity Size / Unit Cumulative Test Test No Result Frequency Signature Designation
Brand Pass / Fail Specified Actual
Gradation
Flakiness / Elongation
QAP Part 3 site books - FINAL.xls T-1 Materials

T-1.2 Fine Aggregate
SG & Absorption

T-1.3 Cement
Setting Time
Compressive Strength

T-1.4 Reinforcement
Tension

T-1.5 Water
Chemical Analysis

Book No T-2 Concrete Compressive Strength Register
Date Location Date Cast Mix Type Sample Date Test Age Specified Tested Density Notes Signature Designation
Ref No Crushed Sheet No days Strength Strength
MPa MPa kg/m3
QAP Part 3 site books - FINAL.xls T-2 Conc compr strength

Book No A-1 Approval to Commence Installation of Reinforcement & Concrete Pour for Bored Pile
Separate line per pour
Date Location Length Reinforcement Boring Casing

Design Actual Sizes Spacing Laps Tieing Cover Dia Base Approved Length
Clean Perm Temp
Materials Plant Labour Safety Lighting Ready for Inspection Approved to Proceed
Approved Approved Approved Approved Approved Signed Time Signed Time
No
42 No 7:35 AM Red entries are by Contractor

9:50 AM Blue entries are by official
See separate book no R-3 for concrete pour record
QAP Part 3 site books - FINAL.xls A-1 Pile approval

Book No A-2 Formwork Inspection Check List
Red entries are by Contractor
Separate line per pour Blue entries are by official
Date Location Details Formwork Falsework Face Boarding Tie Rods Reinforce Box-outs
Align Dimension Sizes Quality Thickness Joints Flatness Sizes Spacing Tight Spacers
04-Nov-05 Pier 04 level 2.50

NOT OK NOT OK NOT OK NOT OK
Prestressing Chamfers Formwork Release Construct Access Workspace Ready for Inspection Approved to Proceed
Alignment Duct/Cable Anchorage Clean Oil Joint Safe Signed Time Signed Time
7:35 AM
NOT OK 9:15 AM
11:05 11:35 AM
QAP Part 3 site books - FINAL.xls A-2 Formwork

Book No A-3 Reinforcement Inspection Check List
Date Location Length Reinforcement Ready for Inspection Approved to Proceed

Clean Sizes Spacing Laps Cover Tieing Rigid Signed Time Signed Time
QAP Part 3 site books - FINAL.xls A-3 Reinforcement

Book No R-1 Slump Diary
Separate page per pour
Date Location Details Quantity Mix Type Slump Time Slump Result Comments Signature Designation
m3 Specified Actual Pass / Fail
mm mm
QAP Part 3 site books - FINAL.xls R-1 Slump diary

Book No R-2 Equipment Calibration & Service Record
Separate page per item
Date Item Details Identification Last Calibration Load Result Next Notes Signature
Calibration Authority Specified Actual Pass / Fail Calibration
/ Service / Service
QAP Part 3 site books - FINAL.xls R-2 Equipment record

Book No R-3 Concrete Pour Record
Date Location Details Formwork Reinforce Volume Mix Type Start Samples Samples
Form A-2 Form A-3 Time Times Ref
Approved Approved m3
Any problems ? (make separate detail report) End Notes Contractors RHD
Seggregation Pour in Vibration Cold Formwork Slurry Equipment Other Time Rep Rep
Layers Satisfactory Joints Movement Loss Failure Problems
see separate diary for slump
QAP Part 3 site books - FINAL.xls R-3 Conc pour

Book No R-4 Finished Concrete Inspection
Date Location Details Pour Dimension Observations - Any problems ? (make separate detail report) Notes Contractors RHD
Date Check Honeycomb Air Voids Cracking Formwork Surface Other Rep Rep
Movement Finish
QAP Part 3 site books - FINAL.xls R-4 Finished conc

Book No R-5 Correspondence Register
1. Incoming
ER Direction & Time Date

Sl No Date In From Subject Action Action by Action
Required complete
2. Outgoing
Sl No Date In To Ref Subject Note
QAP Part 3 site books - FINAL.xls R-5 Correspondence

Book No R-6 As Built Drawings Register
one page per drawing
Drwg No Title Pile Cap General Arrangement
Date Reference Record added By
Drwg No Title East Abutment
Date Reference Record added By
QAP Part 3 site books - FINAL.xls R-6 As blt drwgs

MSDGC Contractor QC Plan Template

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What is the purpose of the Quality Assurance Plan?

What is the purpose of the Quality Assurance Plan?

What are the major parties involved in the construction project?

What are the major parties involved in the construction project?

Government of Nepal

Ministry of Local Development

QUALITY ASSURANCE PLAN

Foreword to the Bridges Quality Assurance Plan

2. Management and Organization

3. Quality Control in Construction

Version 1 – March 2006

3.13 Approval of Preparatory Works

PART 2 CONTRACT QA PLAN

Annex A Job Descriptions

Version 1 – March 2012

PART 3 QUALITY ASSURANCE FORMATS

3. Inspection & Approval to Proceed

Version 1 – March 2012

1.1 Quality Control is not Quality Assurance

In simple terms Quality Control is a system of established technical procedures that, if

Version 1 – March 2012 Page 1 of 30

QC and QA cannot be separated. The two systems must be implemented together.

1.2 What will QA achieve?

1.3 The QA Plan is in 3 sections

Version 1 – March 2012 Page 2 of 30

1.4 Implementation of the QA Plan

1.5 Construction Monitoring

1.6 Additional Sections

Social and Gender Issues

Health, Safety and Welfare

2. Management and Organization

Version 1 – March 2012 Page 3 of 30

2.1 Parties to the contract

There are three entities defined in the contract2 :

The Employer is:

The Employer’s Representative must be kept informed by the Engineer of contractual

2.4 Engineer’s Representative (ER)

Version 1 – March 2012 Page 4 of 30

On most projects the Engineer’s Representative is supported by field staff engaged on

2.5 Support staff

Version 1 – March 2012 Page 5 of 30

2.7 Quality Accreditation

3. Quality Control in Construction

Version 1 – March 2012 Page 6 of 30

The main features of the Quality Control system are:

3.2 Materials storage and control on site

3.3 Temporary works

Version 1 – March 2012 Page 7 of 30

3.4 Preparatory works

3.5 Quality control tests of Materials

3.6 Quality Control of Workmanship

3.7 Quality Control Tests

Quality Control tests are undertaken in three stages of the works:

Version 1 – March 2012 Page 8 of 30

• Materials prior to and during construction

A detailed description of each test procedure is contained in the Standard Test

When a contract requires specialized materials8 or components to be used and the

Version 1 – March 2012 Page 9 of 30

3.9 Mixing of Materials