2021 11 25 - Annex F Implementation Manual (QA QC Plan) - UNOPS

Project: Rural Renewable Energy Project
Contract Title: Installation Works for the mini-grid network distribution infrastructure in Rural Villages in
Sierra Leone
Annex F:
Implementation Manual
(Quality Assurance and Control Plan)
INFRASTRUCTURE PROJECT IMPLEMENTATION
Operational excellence for results that matter Operational excellence for results that matter
MANUAL Operational excellence for results that matter
CONTENTS
1. PROJECT IMPLEMENTATION PLAN.................................................................................... 01
2. PROJECT IMPLEMENTATION FORMS............................................................................ 11
IPI Form 001 Monitoring and Review log
IPI Form 002 Contract Commencements Meeting
IPI Form 003 Site Establishment Planning Checklist
IPI Form 004 Measuring and Test Equipment Schedule
IPI Form 005 Site Survey Station Detail Sheet
IPI Form 006 Two Weekly Programme/Work Plan
IPI Form 007 Inspection and Test Plan
IPI Form 008 A Project Site Meeting Agenda
IPI Form 008 B Site Daily Report
IPI Form 008 Trade Activity Control Sheets
IPI Form 008 01 Demolition
IPI Form 008 02 Excavation (Bulk)
IPI Form 008 03.Excavation (Backfilling)
IPI Form 008 08 Concrete Pour Summary
IPI Form 008 09 Concrete Pour General
IPI Form 008 10 Reinforcing Steel
IPI Form 008 11 Formwork
IPI Form 008 13 Pre-Cast Concrete Install
IPI Form 008 14 Structural Steel Supply
IPI Form 008 15 Structural Steel Erection
IPI Form 008 16 Block and Brick Work
IPI Form 008 17 Tanking and Waterproofing
IPI Form 008 18 Timber Framing
IPI Form 008 19 Internal Linings
IPI Form 008 20 Roofing
© UNOPS 2011 i
MANUAL Operational excellence for results that matter
IPI Form 008 21 External Windows and Doors
IPI Form 008 22 Painting and Coatings
IPI Form 008 26 Plumbing above ground
IPI Form 008 27 Plumbing below ground
IPI Form 008 28 Drainage
IPI Form 008 29 Mechanical Pipe work
IPI Form 008 31 Mechanical Equipment
IPI Form 008 32 Electrical
IPI Form 009 Non Conformance Report
IPI Form 010 Non Conformance Register
IPI Form 011 Complaint Report
IPI Form 012 Complaint Register
IPI Form 013 Lesson Learned Report
IPI Form 014 General Taking Over Inspection
IPI Form 015 Room Taking Over Inspection
IPI Form 016 Contractor Submittals
IPI Form 017 Contractor Completion Checklist
IPI Form 018 Defects Liability Period Defect Register
IPI Form 019 Project Documentation Control Plan
© UNOPS 2011 ii
Manual Operational excellence for results that matter
PROJECT IMPLEMENTATION PLAN
Project Title:
Project Number:
Project Location:
UNOPS Project Manager:
Date of Issue of Plan: To Be Used Forms
Distribution: Yes/No
1. Project Overview and Summary
1.1. Project Description (Outline scope of works)
1.2. Project Participants and Stakeholders

Donor: Beneficiary:
Contact: Contact:
Contact details: Contact details:
Consultant Architect: Contractor:
Contact: Contact:
Contact details: Contact details:
© UNOPS 2011 1
Structural Engineer:
Contact:
Contact details:
Services Engineer:
Contact:
Contact details:
Specialist Engineering:
Contact:
Contact details:
Others:
1.3. UNOPS Project Structure
(modify to suit required project delivery structure)
Country Director
-----------------------
Programme Manager
--------------------------
Project Manager
---------------------------
Deputy PM/Snr Engineer
Finance Human Resource Procurement ---------------------------------

Finance
------------------ -------------------- -------------------
Site Manager Site Engineer Site Engineer Services Engineer
--------------------- -------------------- ----------------------- ----------------------

-
© UNOPS 2011 2
1.4 Form of UNOPS Contracts for Works in use
(information regarding the selection of the most appropriate form of

Contract can be found in UNOPS Contracts for Works guidance
materials)
Minor Works Contract
Short Form Construction Contract
Measured Price Construction Contract
Lump Sum Construction Contract
1.5 Responsibilities
UNOPS will perform a central role in managing Health and Safety,

Environmental and Quality control issues during the implementation of
this infrastructure project. The UNOPS Project Manager shall be
responsible for compiling and activating the Project Implementation
Plan along with the UNOPS Health & Safety and Environmental
Management manuals, tailored to meet the project specific
requirements.
The UNOPS Project Manager will delegate to the appropriate project

staff and site personnel specific responsibilities for the management
tasks identified in the UNOPS Project Implementation Plan, Health &
Safety and Environmental Management manuals for this project.
The UNOPS Project Manager will monitor and review the execution of
the Project Implementation Plan, Health & Safety and Environmental
Management manuals at least once every two months at a minimum.
The reviews should ensure that the objectives and requirements of the
plan and manuals are still valid and are being implemented and met.
Particular attention should be paid to forthcoming key project tasks
and activities ensuring there is pre-planning underway regarding
Yes IPI Form
Inspection Test Planning, Hazard and Risk Assessment and
001
environmental management controls. A record of all monitoring and
reviews undertaken shall be recorded on the Project Implementation
Plan Monitoring and Review Log form (IPI Form 001).
1.6 Significant Objectives and Risks
Identify and list any significant Donor, Beneficiary and Stakeholder

objectives relating specifically to the infrastructure works
implementation. Ensure measures are identified and incorporated into
the various UNOPS implementation documentation to ensure plans
are put in place to meet these objectives.
© UNOPS 2011 3
Objectives:
 Promote ownership and sustainability of the project through

use of local labour, both skilled and unskilled, where these are
available
----------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------
-----------------
Identify and list the significant risks relating specifically to the

infrastructure works implementation. Ensure these issues are
incorporated into the appropriate risk assessment processes and
procedures detailed within the UNOPS implementation
documentation.
Risks:
 Potential conflict with the local population on employability to

the project if terms are not clearly spelt out and communicated
beforehand by the contractor.
----------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------
------------------------
The list of significant objectives and risks will be regularly reviewed

and updated, with appropriate action taken as part of the Project
Managers monitoring and review process as detailed in clause 1.5
above.
(In addition to identification and management within this document,

significant infrastructure implementation risks should also be logged
on the overall UNOPS project risk register (log) and processed,
monitored and reported on according to the wider project procedures)
2. Contract Commencement
Immediately post award of the works contract to the selected

Contractor and prior to the Contractor’s mobilisation and starting of
the works on site, UNOPS will hold a Contract Commencement
meeting with the Contractor to address and review the numerous
tasks, issues and activities relating to the commencement of the
construction project.
It is important from the outset of the contract to reinforce and establish

expectations, communication lines, processes and controls with the
Contractor (as outlined within the bidding/contract documentation) to
ensure best possible adherence to the contract conditions and the
UNOPS processes and procedures to be adopted to assist in
delivering the required project outcomes.
The Project Implementation Plan (IPI) form 002, “Contract
© UNOPS 2011 4
Commencement Meeting” is to be used as the standard agenda and

template for the contract commencement meeting.
Initial site establishment and planning activities are an important part

of the commencement process. Project Implementation Plan (IPI) Form yes IPI Form
003 “Site Establishment Planning Checklist” is to be used as the 002
standard agenda and template for reviewing initial site establishment
requirements.
IPI Form
yes 003
3. Survey and Set out
3.1 Survey and Testing Equipment
The Contractor is responsible for the correct positioning of all the

works on the project site. The accuracy of any set out and survey
work is reliant on the calibration and condition of the survey and
testing equipment used.
UNOPS may require (wherever possible and feasible) formal

verification and regular monitoring of the condition and calibration of
the survey and testing equipment to ensure greater accuracy in the
implementation of the works. (Equipment includes dumpy levels, laser
levels, EDM’s, theodolites, etc).
Where appropriate a measuring and test equipment inspection log

shall be kept and maintained recording the regular testing and
calibration of the equipment used on site. UNOPS IPI Form 004
“Measuring & Test Equipment Schedule” is to be used for this
purpose. yes IPI Form
004
All measuring and testing equipment is to be safely stored while on
site to ensure no damage or deterioration occurs.
3.2 Survey/Set out
Wherever possible a registered/certified Surveyor should be used to

establish the primary site survey control stations in relation to the
references specified in the Contact documentation and as agreed. A
site set out control plan is required to be produced by the Contractor
(and/or their Surveyor) with all the grid lines, datum points and other
survey control points noted. All primary site survey control stations will
have a suitable permanent mark and must be kept secure.
The site set out control plan should be updated regularly to include
any secondary survey control points. The Contractor may generate
secondary survey control points as required to set out and control
local areas of work. These control points shall be periodically
checked for accuracy and be clearly identified and protected
physically on site.
Each site survey control station and secondary station in addition to

being located on the overall set out control plan will also be
individually detailed using the UNOPS IPI Form 005 “Site Survey
© UNOPS 2011 5
Station Detail Sheet”. Yes IPI Form

005
4. Programme and Planning
4.1. The Construction programme
Once the Contractors programme has been submitted, reviewed and

approved in accordance with the Construction Contract conditions,
regular review and monitoring of progress of the execution of the
works next to the Contract programme is crucial.
This project includes requirements for a monthly programme review

process as part of a monthly progress report for the project. For
project programme and planning it is critical that this review process is
implemented and a set review cycle/time is agreed with the Contractor
and included in the regular project meeting schedule (as “Contract
Commencement Meeting” IPI Form 002).
Regular formal programme reviews with the Contractor are

recommended at least monthly (or more frequent as deemed
required) and should be planned for.
The approved Contractors programme should indentify the critical

path time activities linked through the programme for the works.
Establishing and identifying the works critical path is crucial for
assessing future impact of variations, delays and possible extension
of time claims in terms of overall project duration.
4.2 Two Weekly programme/Work Plan
A detailed two weekly programme/work plan should be undertaken on

all UNOPS projects. This detailed review and planning process
ensures accurate monitoring by UNOPS site staff of the Contractors
weekly progress and allows early identification of issues impeding the
planned works. This review process requires a regular fortnightly
meeting between the appropriate UNOPS site representative and the
Contractors personal who is responsible for the programme delivery.
At the fortnightly meeting UNOPS will review progress relating to the
past two weeks of planned work verse what was actually achieved by
IPI Form
the Contractor. The Contract will also present the planned work Yes
006
programme for the coming two weeks for discussion and review.
UNOPS IPI Form 006 provides a format for the two weekly
programme/work plan. It is critically important that the activities
detailed within the two weekly programme/work plan correlate with the
overall Contract programme.
5. Implementation Controls
The documents and procedures outlined within this section of the plan
are to be used to assist with ensuring the works is implemented in
accordance with the technical specifications, acceptable trade practice
© UNOPS 2011 6
and identified testing requirements. The documents provide a

planning, monitoring and recording tool for implementation.
5.1. Inspection & Test Plan (ITP)
All inspections and testing to be undertaken throughout the project to

ensure processes and outcomes meet the specified requirements
need to be planed and quality records maintained.
An Inspection & Test Plan for each trade and/or significant work
activity identifies the key performance criteria for the works and allows Yes IPI Form
allocation of appropriate implementation control measures to assist 007
achieving the required outcomes. Any specified hold points and
approvals are incorporated in the activity planning along with
allocation of the personnel responsible to monitor and implement.
The Inspection & Test Plan provides a framework for the works to be
packaged into controllable portions where specific risk and
specification requirements can be identified and controlled.
5.2 Trade/Activity Control Sheet
Where applicable Trade and Activity Control Sheets can be used in

addition to and in support of the Inspection & Test Plan. The Trade
and Activity Control Sheet acts as a prompt, checklist, record and tool
to control the implementation of a specific construction task in detail,
ensuring specific specification requirements are met and risk
managed, reducing the likelihood of defective work and need for
costly repairs and rework.
While compiling the Inspection & Test Plan for a particular activity, the
appropriate Trade and Activity Control Sheets to be used to control
the task should be identified.
Standard Trade and Activity Control Sheets have been complied for a
majority of the implementation operations on a typical construction
site. These sheets should be adjusted and modified to suite the
project specific requirements. The Project team is encouraged to
develop additional and new Trade and Activity Control Sheets for
tasks not covered by existing sheets.
IPI Form 008 is a list/Index of the standard Trade and Activity Control
Sheets available.
IPI Forms
5.3 Project Site Meeting Yes 008
Regular site meetings attended by the Contractor and UNOPS (and
when applicable the Consultants, Donors and Beneficiary) is a vital
communication, monitoring and planning forum for the project.
Meetings should be scheduled to meet project specific requirements.
Crucial issues such as progress next to programme, resourcing,

quality, environmental and health & safety matters, coordination,
administrative and financial requirements are regularly discussed and
reviewed with appropriate points of action moving forward defined.
© UNOPS 2011 7
IPI Form 008A is a suggested Project Site Meeting Agenda for use.
5.4 Site Daily Report Yes IPI Form

008A
The project daily diary is an important element in recording site
activities. Informative daily/shift diaries are required for the duration of
the contract.
The diary is a record of what has taken place on site and is an

important reference for the future. It is a clear and concise written
report confirming what operations have been undertaken on site, by
whom and what has affected production and why.
IPI Form 008B is a template Site Daily Report format for use.
6. Non Conformance, Complaints and Lessons Learned IPI Form

Yes 008B
6.1 Non Conformance
Where a product, work or service on the project fails to meet specified

and/or industry standard requirements the UNOPS non-conformance
procedure will be used. Details of the non-conformance are to be
recorded so notice can be given to the concern parties that a non-
conformance has occurred and that remedial work is required to be
undertaken.
IPI Form 009 “Non Conformance Report” is to be used as a recording,

reporting and control document for communicating the Non
Conformance and the process of rectification. Yes IPI Form
009
IPI Form 010 “Non Conformance Register” can be used as a summary
record and log of all project non conformances raised. The register
facilitates reporting and simple analysis of non conformance issues.
IPI Form
6.2 Complaints Yes 010
A complaint report and register system is to be used to record,

investigate and respond to any formal complaints received regarding
the project activities. IPI Form 011 and 012 are to be used to process
complaints.
6.3 Lessons Learned

Yes IPI Form
Any significant issue or event that required remedial or corrective 011 &
action on the project is to be recorded and reported for the purpose of 012
eliminating reoccurrence in the future on other UNOPS projects.
Along with lessons learned, any suggested improvements to the
UNOPS infrastructure project implementation process should also be
detailed and recorded as part of the Lessons Learned process.
IPI Form 013 “Lesson Learned Report” is to be completed and

forwarded to the UNOPS Infrastructure Practice Lead for review,
collation and action as required.
7. Completion Procedures
© UNOPS 2011 8
As the infrastructure works near completion on the project various Yes IPI Form
Taking Over requirements such as inspections, testing, defects 013
management and submittals require processing and collation. The
control documents in this section can be used to assist in ensuring the
terms and conditions for Taking Over in accordance with the contract
are verified as complete and have been executed to the required
standard.
7.1 Taking Over/Substantial Completion Inspections
The Contractor in accordance with the form of Contract will notify

UNOPS that the works are ready for inspection as part of the works
completion process. The “General Taking Over Inspection” form
and/or the “Room Taking Over Inspection” form can be used to assist
and record this inspection process (see IPI Form 014 and 015).
7.2 Contractors Submittals

IPI Form
Nearing completion of the works the Contractor is required to submit Yes 014 &
various technical documentation including as-built drawings, 015
operational manuals, spares and guarantees/warrantees as detailed
within the Contract. To assist in identifying, monitoring and recording
the submission and approval of the required submittals, IPI Form 016
can be used as a register for this process.
7.3 Contractor Completion Checklist
A Contractor Completion Checklist can be used to ensure the various IPI Form
documentation, submittal and close out activities and issues are Yes 016
planned for and addressed (IPI Form 017)
7.4 Defects Liability Period
It is important that a procedure is established for managing defect

Yes IPI Form
notification and carrying out repair works during the contract defects
Liability period. Clear lines of communication between the End User, 017
UNOPS and the Contractor are required for any defect notification and
protocol for access to carry out investigation, remedial and inspection
of repaired works will need establishing.
The “Defects Liability Period Defects Register” (IPI Form 018) allows
for monitoring and tracking of defects through the Liability period.
8. Document Control
IPI Form
All project documentation and correspondence is required to be part Yes
018
of a document management plan in terms of referencing, logging,
filing, tracking and archiving. UNOPS does not currently operate a
fully integrated electronic document creation, distribution and
filing/archive system, however the procedures outlined in this section
represent the various document control measures within the
organisation at present for project use.
8.1 Project Document Centre
© UNOPS 2011 9
In response to various UNOPS Organisational Directives (OD’s), the

Project Document Centre is an archiving tool which holds the UNOPS
Project ”Blue File”. The required documentation to be uploaded and
stored on the Blue File system is generally the wider project
documents relating to the overall project proposal, negotiation, award,
planning and reporting in terms of donor liaison and internal UNOPS
requirements. Largely the detailed project specific infrastructure
documentation is not part of the current Blue File system and will
require its own project specific management, control and archiving.
The UNOPS Project Management Practice has set of standard

document templates covering the wider project management
documents in terms of donor liaison and internal requirements. These
templates should be reviewed and incorporated into the project as
applicable.
8.2 Contract Notices
UNOPS has an extensive library of standard notices and letters

relating to specific clauses and obligations detailed within the various
forms of UNOPS Construction Contracts.
The standard notices and letters are available online for the UNOPS
team to use as applicable to the project.
8.3 Standard Forms and Templates
Standard forms and templates within the Health & Safety,

Environmental Management and Project Implementation manuals are
available for use as applicable to the project.
8.4 Documentation Control Plan
IPI Form 019 “Project Document Control Plan” is available as a

Yes IPI Form
template to organise and establish the specific document control
019
system for the project.
© UNOPS 2011 10
(FORMS SHALL BE USED DURING ACTUAL IMPLEMENTATION)
© UNOPS 2011 11

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Project: Rural Renewable Energy Project

1. PROJECT IMPLEMENTATION PLAN.................................................................................... 01

2. PROJECT IMPLEMENTATION FORMS............................................................................ 11

IPI Form 001 Monitoring and Review log

IPI Form 002 Contract Commencements Meeting

IPI Form 003 Site Establishment Planning Checklist

IPI Form 004 Measuring and Test Equipment Schedule

IPI Form 005 Site Survey Station Detail Sheet

IPI Form 006 Two Weekly Programme/Work Plan

IPI Form 007 Inspection and Test Plan

IPI Form 008 A Project Site Meeting Agenda

IPI Form 008 B Site Daily Report

IPI Form 008 Trade Activity Control Sheets

IPI Form 008 01 Demolition

IPI Form 008 02 Excavation (Bulk)

IPI Form 008 03.Excavation (Backfilling)

IPI Form 008 08 Concrete Pour Summary

IPI Form 008 09 Concrete Pour General

IPI Form 008 10 Reinforcing Steel

IPI Form 008 11 Formwork

IPI Form 008 13 Pre-Cast Concrete Install

IPI Form 008 14 Structural Steel Supply

IPI Form 008 15 Structural Steel Erection

IPI Form 008 16 Block and Brick Work

IPI Form 008 17 Tanking and Waterproofing

IPI Form 008 18 Timber Framing

IPI Form 008 19 Internal Linings

IPI Form 008 20 Roofing

IPI Form 008 21 External Windows and Doors

IPI Form 008 22 Painting and Coatings

IPI Form 008 26 Plumbing above ground

IPI Form 008 27 Plumbing below ground

IPI Form 008 28 Drainage

IPI Form 008 29 Mechanical Pipe work

IPI Form 008 31 Mechanical Equipment

IPI Form 008 32 Electrical

IPI Form 009 Non Conformance Report

IPI Form 010 Non Conformance Register

IPI Form 011 Complaint Report

IPI Form 012 Complaint Register

IPI Form 013 Lesson Learned Report

IPI Form 014 General Taking Over Inspection

IPI Form 015 Room Taking Over Inspection

IPI Form 016 Contractor Submittals

IPI Form 017 Contractor Completion Checklist

IPI Form 018 Defects Liability Period Defect Register

IPI Form 019 Project Documentation Control Plan

PROJECT IMPLEMENTATION PLAN

UNOPS Project Manager:

Date of Issue of Plan: To Be Used Forms

1. Project Overview and Summary

1.1. Project Description (Outline scope of works)

1.2. Project Participants and Stakeholders

Contact details: Contact details:

Consultant Architect: Contractor:

Contact details: Contact details:

1.3. UNOPS Project Structure

(modify to suit required project delivery structure)

Deputy PM/Snr Engineer