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CONSTRUCTION ENGINEERING & INSPECTION QUALITY GUIDELINES
JM-F7-22 Inspection and Test Plan [ITP]:

Inspection and Test Plan [ITP]

Contractors logo

Project :
Engineer :
Contractor :
ITP-No. :
Rev. No. :
Date :
Page : of

Subject: Inspection Authority
H- Hold Point S- Surveillance
W- Witness Point R-Record Review
1-Site Engineer 3-PMC
2- Supervisor/QC 4-Third
party

No
.
Test/Inspection Activity
Description
Referenced
Documents
Acceptance Criteria. Frequency
Forms/Records
Verification
Document
Inspection
Form No.
1 2 3 4

2

JM-F7-23 Request Checklist for Invoice Approval by QA/QC

Project No.: Invoice No.:
Project Name : Invoice Date:

Contracts Department

YES NO N/V

1 Checked as completed by Quantity Surveyor (QS)

Distribution: Original - QA/QC dept.

QA/ QC & HSE Department
YES NO N/V

1 RFI's signed by QA/QC Manager

2 Test Results quantities approval

3 All RFI's approved

4 Pending Issues ( NCR's, etc.)
Remarks:

Approved by: QA/QC Manager

Signature with Date

Distribution: Original - Contracts dept.

Contracts Department

Received by

Name & Signature Date

3

JM-F7-24 Inspection Checklist for Water Penetration Test

Project Name :
Project No. :
Contractor :

Supplier :

Particulars :

YES

NO

N/A
1 Is the frame sealed to prevent water leakage

2 Is the standing water a minimum 10 cm

3 Actual height of water

4
Is the test area covered; plastic coated below and reflective surface on the
top

5 Has the test been left for minimum --------- hrs

6 Height of water after test

7 Water loss

H Others YES

NO

N/A
1 Specify

Remarks:

Site Visited and Inspected By: Date & Time

Name & Signature.

4

JM-F7-26 Inspection Checklist for Facilities - Elevator Maintenance

Project Name :
Project No. :
Contractor :

Supplier :

Particulars :

A
General Specifications - Performance YES

NO

N/A
1
Provide 24 hrs services daily during six days a week

2
Ensure Safety of all operating buttons, inner lamps and interphone

3
Check the electric panel, control panel, fuses their bearers and
connections

B
Technical Specifications - Daily YES

NO

N/A
1
Machine rooms in terms of cleaning, cracks demolishing and
Temperature

2
Elevator cars inner operating buttons, static and dynamic status (up
and down) alarm

3
Telephone: Battery and working validity

4
External: Calling buttons, signal lamps, elevator hoist way and
emergency door

C
Technical Specifications - Every Three Months YES

NO

N/A
1
Check electric panel, control panel, fuses and their bearers and
connections

D
Technical Specifications - Every Six Months YES

NO

N/A
1
Check and calibrate safety edge door locker and handle bar door
motor current converter, switches, sparkles and diminishing tools

2
Repair, calibrate and lubricate the magnetic brakes

3
Descending: Check and calibrate the descending devices

4
Pulling Machine: Checking and calibrating, controlling and
lubricating the parts of the pulling machines and checking the state
of gears

5
Checking, calibrating controlling, lubricating the doors catch hold

6
Pulling Machine: Checking and calibrating, controlling, lubricating
the parts of the pulling machines and speed controller

5

E
Technical Specifications - Every Year YES

NO

N/A
1
Tensioning the ends of the connection box at the hoist way and
under the elevator car

2
Tensioning the whole electric connections in machines room

3
Check the anchor bolts and machine bolts and the elevator car
bolts

4
Checking, adding and adjusting oil level at the movement tracks
lubricators

5
Check calibrate and control the cord tensioning degree

6
Check the relocation cables ensure them having no defects and
carry out the works necessary repairs

F
Others YES

NO

N/A
1
Specify

Remarks:

Site Visited and
Inspected By:
Date & Time

Name &
Signature

JM-F7-28 Inspection Checklist for Facilities - Daily Cleaning

6

Project Name :
Project No. :
Contractor :

Supplier :

Particulars :

A.
Daily Cleaning YES NO N/A
1
Brooming and mopping up the floors and vacuuming the carpets
2
Cleaning the furniture, desks, cupboards and all attachments
3
Cleaning the elevators inside and outside
4
Cleaning and polishing the counters from inside and outside
5
Spray perfume fragrant materials and pesticides
6
Cleaning the doors and all of their accessories
7
Cleaning metal door bases
8
Emptying waste baskets and ashtrays
9
Cleaning and polishing glass and marble walls
10
Cleaning and glittering the uncarpeted floors
11
Cleaning and glittering the inside and outside corridors
12
Cleaning all glass surfaces and windows
13
Cleaning the doors along with wet mopping
14
Filling the water coolers
15
Cleaning the curtains, remove spots, dirt and at their original places
16
Cleaning the inside and outside metal boards and signboards
17
Removing the spots from the floors and the walls
18
Polishing brass and chromium items
19
Cleaning any other edges that are vulnerable to dirt
20
Cleaning the windows and their frames from inside and outside
21
Using vacuum cleaners in cleaning

7

22
Collecting all falling and scattered papers
23
Cleaning all stair rails of all types
24
Cleaning toilets that includes wall, floors and sanitary devices &d all
fixtures

25
Cleaning equipment such as telephone equipment and fax machines
etc

Remarks:

Site Visited and
Inspected By:
Date & Time

Name &
Signature

8

JM-F7-29 Inspection Checklist for Facilities - Monthly Cleaning

Project Name :
Project No. :
Contractor :

Supplier :

Particulars :

A Monthly Cleaning YES

NO

N/A
1
Cleaning and polishing metal sign boards inside and outside Municipality
Buildings

2 Polishing the lifts completely from inside and outside

3
Cleaning and polishing all the electric and electronic devices & carry out
maintenance

4 Cleaning and polishing inside and outside lamps & search lights

5 Cleaning & Shining all ceilings and remove dust from them

6 Washing trash barrels and containers and spray them with pesticides

7
Polishing the inside and outside corridors and stairs, rails, whether the
metal or the wooden ones

8
Polishing the windows from inside and outside and cleaning their frames
from inside and outside

9
Cleaning and polishing office furniture, and removing spots from the fabric
furniture and partitions

10 Washing walls partitions, at wooden doors and windows and A/C edges

11 Spraying pesticides at all cabins and yards

12 Spraying pesticides at all car parking lots and surrounding floors

13
Opening the manholes for checking the saline water pipes and rodding
them as well as gutters (Sewers), blowing them with compressed air for
removing dirt, bad smells out and cleaning cesspools

14 Cleaning and operating defected water lines

15
Checking feeding water pipes and ensures no leakage or defect. If any,
repair is to be made except emergency cases which must be repaired
immediately.

B Cleaning Works - Every Three Months YES

NO

N/A
1 Cleaning of the carpets with lightened shampoo and other proper material

2 Cleaning and polishing the ceilings sunshades and car parking

3 Cleaning, washing and sterilizing drinking water tanks

9

4
Cleaning and washing all normal, wooden and metal walls and remove
dust out of them

5
Removing the curtains, washing, cleaning them and returning them back
to its original place

6
Opening the manholes for checking the saline water pipes and rodding
them as well as gutters (Sewers), blowing them with compressed air for
removing dirt, bad smells out and cleaning cesspools

7 Checking and cleaning all rainwater spouts and rodding them

8
Cleaning metal and wooden doors and windows as well as metallic
mobile curtains

9 Periodical check for water pumps and maintain them

Others YES

NO

N/A
1 Specify

Remarks:

Site Visited and
Inspected By:
Date & Time

Name &
Signature

10

JM-F7-30 Inspection Checklist for Facilities - AC Maintenance

Project Name :
Project No. :
Contractor :

Supplier :

Particulars :

A. General AC Maintenance YES NO N/A
1 Provide 24 hrs service six days a week
2 Check and adjust oil pressure
3 Check and adjust the level of compressing oil (Compressor)
4
Check and adjust control switches, circuit breakers and electric
connections

5
Check and adjust fan belts, revoloving parts bearers, stands and
condenser

6 Gas refilling if necessary
7 Repair any leakage in the unit
8 Lubricating the fan motor and all other parts
B. Maintenance - Every Two Months For Central AC YES NO N/A
1 Cleaning the filters
2 Check and adjust motor oil
3 Cleaning the blower blades
4 Cleaning the receiving and pushing grills
5
Treating air via cleaning filers, grills, blower belts and examining motor
bearer

11

C. Maintenance - Every Three Months For Central AC YES NO N/A
1 Check and adjust the compressing air oil level (Compressor)
2 Check and adjust oil pressure
3
Check and adjust control switches, circuit breakers and electric
connections

4
Check and adjust the fan belts, the bearers of the revolving parts and
condensers

5 Clean and check the main and sub control panel
6 Check water pumps, oil lubrication and cleaning water tanks
7 Routine check for compressor and its validity change it if needed
D Split Units YES NO N/A
1 Check the filters and change them if needed
2 Check the electric connections
3 Check the thermostats
4 Gas refilling if necessary
5 Repair any leakage at the unit
6 Lubricate the fan motor lubrications and the other parts
7 Routine check for compressor and its validity and change if needed
8 Replace all defected parts
9 Lubricate all oiling parts
10 Keeping record for maintenance process

12

Remarks:

Site Visited
and
Inspected By:
Date & Time

Name &
Signature

E. Window Units YES NO N/A
1 Check and clean the filters and replace them if neede
2 Check and maintain the condenser and evaporator
3 Gas refilling if needed
4 Repair any leakage at the unit
5 General check for compressor its validity and change if needed
Others YES NO N/A
1 Specify :

13

JM-F7-31 Inspection Checklist for Lighting Projects - 6 Mtr. Pole Installations

Project Name :
Project No. :
Contractor :

Supplier :

Particulars :

A.

Foundation's Top Level (as per site
conditions)
YES NO N/A
1
Shall be 30 to 40 cm high from the road
asphalt level

2
Shall be flushed with the pavement or top
of the curb stone

B Foundation Size

YES NO N/A
1 Width = 60 cm
2 Breadth = 60 cm

3 Depth =
100 cm

4 PVC long radius Elbow for cable

C Concrete Admixture

YES NO N/A
1
Sulphate Resistant Cement, Type V
(required)

2 Required Strength 350 Kg/M3

3 Temperature
32 0 C

4 Slump
=
80mm to
100mm

D Anchor Bolt Material

YES NO N/A
1 Stainless steel SS 304 L

2 Galvanized Steel

E Anchor Bolt Size

YES NO N/A
1 Dia = 24 mm2
2 Length = 500 mm

14

F Pole

YES NO N/A
1 Height = 6 M
2 Sheet Thickness = 3 mm

3 Galvanic Layer Thickness = 120 microns

4 Pole Alignment = 90o Vertical

5 Epoxy Paint from the bottom = 35 cm

6 Door Hinges, stain less steel = 2 nos.
G
Fuse Box Including Circuit Breaker,
Cable Connectors & Grounding
Connection for Fixtures : Approved
Type, Size & Make
YES NO N/A
1 Aluminum =

2 Steel =

3 Plastic =

4 Circuit Breaker =

5 Connectors =

6 Grounding connection =

H Base Plate Size YES NO N/A
1 Thickness = 10 mm
2 Width = 250 mm

3 Breadth =
350 microns

I Pole Grounding/ Earthling YES NO N/A
1 Size =
16mm2 dia X
150 mm long

2
Bare Copper Conductor size for connection
to the pole
= 16 mm2
3 Grounding Resistance < 10
Others YES NO N/A
1 Specify :

15

Remarks:

Site Visited and
Inspected By:
Date & Time

Name &
Signature

16


Project Name :
Project No. :
Contractor :

Supplier :

Particulars :

A.
conditions)
YES NO N/A
1
asphalt level

2
Shall be flushed with the pavement or top
of the curb stone

B Foundation Size

YES NO N/A
1 Width = 70 cm
2 Breadth = 70 cm

3 Depth =
120 cm



YES NO N/A
1
(required)


3 Temperature
32 0 C

4 Slump
=
80mm to
100mm


YES NO N/A

2 Galvanized Steel

E Anchor Bolt Size

YES NO N/A
1 Dia = 24 mm2
2 Length = 500 mm

17

F Pole

YES NO N/A
1 Height = 10M




G
Type, Size & Make
YES NO N/A
1 Aluminum =

2 Steel =

3 Plastic =

4 Circuit Breaker =

5 Connectors =


1 Thickness = 15 mm
2 Width = 300 mm

3 Breadth =
400 microns

I Pole Grounding/ Earthing YES NO N/A
1 Size =
16mm2 dia X
150 mm long

2
to the pole
= 16 mm2

18

Others

YES

NO

N/A
1 Specify :

Remarks:

Site Visited and
Inspected By:
Date & Time

Name &
Signature

19


Project Name :
Project No. :
Contractor :

Supplier :

Particulars :

A.
conditions)
YES NO N/A

1
asphalt level

2
Shall be flushed with the pavement or top of
the curb stone

B Foundation Size

YES NO N/A

1 Width = 70 cm

2 Breadth = 70 cm

3 Depth =
140 cm

4
Re-inforced with Steel bars size 15 mm2 @
15 cm



YES NO N/A

1
(required)


3 Temperature
32 0 C

4 Slump
=
80mm to
100mm


YES NO N/A


2 Galvanized Steel

E Anchor Bolt Size

YES NO N/A

1 Dia = 27 mm2

2 Length = 900 mm

20

F Pole

YES NO N/A

1 Height = 12M






G
Type, Size & Make
YES NO N/A

1 Aluminium =

2 Steel =

3 Plastic =

4 Circuit Breaker =

5 Connectors =



1 Thickness = 20 mm

2 Width = 300 mm

3 Breadth =
400 microns


1 Size =
16mm2 dia X
150 mm long

2
to the pole
= 16 mm2


21

Others

YES

NO

N/A

1 Specify :

Remarks:

Site Visited and
Inspected By:
Date & Time

Name &
Signature

22


Project Name :
Project No. :
Contractor :

Supplier :

Particulars :

A.
conditions)
YES NO N/A
1
asphalt level

2
Shall be flushed with the pavement or top of
the curb stone

B Foundation Size

YES NO N/A
1 Width = 100 cm
2 Breadth = 100 cm

3 Depth =
160 cm

4
Re-inforced with Steel bars size 15 mm2 @
15 cm



YES NO N/A
1
(required)


3 Temperature
32 0 C

4 Slump
=
80mm to
100mm


YES NO N/A

2 Galvanized Steel

E Anchor Bolt Size

YES NO 1N/A
1 Dia. = 3 mm2
2 Length = 1000 mm

23

F Pole

YES NO N/A
1 Height = 16M
2 Sheet Thickness = 4-5 mm




G
Type, Size & Make
YES NO N/A
1 Aluminium =

2 Steel =

3 Plastic =

4 Circuit Breaker =

5 Connectors =


1 Thickness = 25 mm
2 Width = 500 mm

3 Breadth =
600 microns

1 Size =
16mm2 dia X
150 mm long

2
to the pole
= 16 mm2

Others

24

YES

NO

N/A
1 Specify :

Remarks:

Site Visited and
Inspected By:
Date & Time

Name &
Signature

25

JM-F7-35 Inspection Checklist for lighting - Cable Installation, Jointing &Connection

Project Name :
Project No. :
Contractor :

Supplier :

Particulars :

A. Trench for Cabling - Size & Preparation

YES NO N/A
1 Trench Width
=

25 cm ~ 30 cm

2 Trench Depth
=

65 cm ~ 70 cm

3 Soft Sand Cushion with approved quality of sand = 10 cm

4 Cleaning Done

B Cable Type and Size - As per Specifications i.e.

YES NO N/A
Armoured / Unarmoured / XLPE with PVC/ PE Sheath

1 i- 4 X 25mm2

ii- 16 X 25mm2

iii- 25 X 25mm2

iv- 35X 25mm2

v- 60 X 25mm2

vi- 120 X 25mm2

vii- Armoured

viii- Un-armoured

Cable insulation testing before laying. = 500V ~ 1KV

2

3 Cable continuity testing before laying.

4 Cable Laying

5 Approved Quality Sand Filling on top of cable = 10cm

6 Warning tape installation

26

7 Back filling with soil & Compaction, Done

8 Compaction test report 95% , Passed

9
Cable insulation testing after backfilling &
compaction =
500V ~ 1KV

C For Cable Laying in the Road Area

YES NO N/A
1
For road crossing use PVC pipe & concrete to make
Duct bank

2 Pre asphalt, check for even depth = 5 cm ~ 7 cm

3 Pre asphalt, check for clear corners =

4 Pre Asphalt surface treatment =
MC1/RC2
applied

Asphalt temperature = 150oC
YES NO N/A
5

6 Asphalting as per spec./ actual thickness of the road = 5 cm ~ 7 cm

7 Asphalt compression with proper roller =
15 passes

8
For Cabling in the paved area or mid island, fix the
tile/pavers properly

D Cable Jointing/ Connection

YES NO N/A
1
Check for colour coding i.e. R, Y, B and Black for
earth

2
Use Cable jointing kit (chemical fill type)
Raychem/3M or Approved

3
Prepare the cable as per measurements given in
the jointing kit leaflet

4
Keep color coding, crimp the ferules with proper
tools, stagger joints or use

Others
YES NO N/A
1 Specify :

27

Remarks:

Site Visited and
Inspected By:
Date & Time

Name &
Signature

28

JM-F7-36 Roads & Civil Daily Report Check list
Site: Ref: Date:
S/N Description YES NO N/A
Safety:
1 PPE for all Consultants and Contractors personnel
2 Safety warning and barricades before working on site
3 Official sign board in location of work
4 Rotating flash light for safety in night shift

Engineering:
5 Review for Construction Drawings
6 Surveying works - Line and grade & setting out generally
7 17 Potholes identified
8 36-Review design of sign board for naming & numbering

Supervision & Equipment:

9 Contractor Management staff in location of work
10 Approved Subcontractor in site
11 No of crews of work
12 Efficiency of Equipment
13 Straight edge with foreman
14 Thermometer with foreman

Workmanship:

15 Status of steel bars
C
o
n
c
r
e
t
e

16 Temperature of concrete
17 Correct practice of concrete pouring
18 Use concrete vibrator correctly

19 Milling thickness reach the old Asphalt for good Asphalt
bonding
A
s
p
h
a
l
t

20 Milling thickness (4 6 cm)
21 Quality of Asphalt mix design
22 Clean the area before spraying RC-2
23 Use Asphalt saw to cut Asphalt layer for patching
24 Temperature degree of Asphalt
25 Temperature degree of Asphalt RC-2
26 Temperature degree of MC-1
27 Remove unmilled Asphalt near the curbs & around the
manholes

28 Temperature degree of Asphalt
29 Correct Asphalt thickness and compaction
30 RC-2 rate of spray 1kg/m2
31 Manholes adjustment

29

32 Asphalt creep in asphalt surface layer
F
i
n
i
s
h
i
n
g

33 Asphalt joint status and numbers
34 Bleeding, swell, settlement and cracks of asphalt layer
35 Failure on surface layer after compaction for layer

Materials samples, Measurement & Quality control

36 Sample of curbstone
37 Sample of tiles
38 Quality of tiles installed
39 Quantity of tiles installed
40 Quality of workmanship
41 All works according to specification
42 Area clean and neat after work

Site Engineer / Inspector Signature:

30

JM-F7-37 Concrete Batching Plant Precast Yard Inspection Checklist

Project Name :
Project No. :
Contractor :

Supplier :

Particulars :

YES

NO

N/A

1 Does the plant have quality certification? (e.g. ISO)

2 Is the certification available?

3 Is the certification up to date?

4 Is plant laboratory available?

1 Is a 3rd Party laboratory used?

2 Is the laboratory approved?

3 Are cement certificates available?

4 Are steel certificates available?

5 Are aggregate certificates available?

6 Are water certificates available?

7 Are admixture certificates available?

8 Is a quality control procedure available?

9 Is a safety plan available?

10 Are operatives wearing PPE?

11 Formwork, is it clean and oiled?

12
Is formwork properly assembled and does it
prevent leaks?

13 Is the bar spacing correct?

14 Is the reinforcement in good condition?

15 Are all materials stored correctly?

16 Is concrete cover as per specification?

17 Are lifting eyes properly installed?

31

Notes:


Name & Signature

32

JM-F7-38 Asphalt Plant Inspection Checklist
Project Name :
Project No. :
Contractor :

Supplier :

Particulars :
Yes No N/A
1 Does the plant have quality certification? (e.g. ISO)
2 Is the certification available?
3 Is the certification up to date?
4 Is plant laboratory available?
1 Is a 3rd Party laboratory used?
2 Is the laboratory approved?
3 Are bitumen certificates available?
4 Are aggregate (coarse/fine/filler) certificates available?
5 Are aggregate stockpiles well separated?
6 Are hot bins well separated?
7 Is a quality control procedure available?
8 Is a safety plan available?
9 Are operatives wearing PPE?
10 Is a procedure available for checking lorries before loading?
11 Are loaded lorries covered for protection?
12
Are temperature differences between bitumen and aggregate
controlled?

13 Are all materials stored correctly?
14 Is concrete cover as per specifications?

33

Notes:


Name & Signature

34

JM-F7-39 QA/QC Invoice Checklist
Project No:

Contractor:

Invoice No:

Documentation Req. Included Not Included Remarks
Bill of Quantities
[ ] [ ]

Drawings
[ ] [ ]

Payment Invoice
[ ] [ ]

RFIs
[ ] [ ]

Test Results
[ ] [ ]

GIS (Where applicable)
[ ] [ ]

Factory Certificates
[ ] [ ]

Surveying Sheet
Signed off by consultants
supervisor
[ ] [ ]

Verified by:

Date:
Approved by:
QHSE Manager
Date:

NOTE: This check is to confirm that documents are enclosed, not the document adequacy

35

JM-F7-40 QA Inspection Checklist for Gate & Butterfly Valves
Project Name :
Project No. :
Contractor :

Supplier :

Particulars :

YES

NO

N/A
1 General - working pressure 10 bar for PN10 pressure pipe

2 General - ISO 2531 (Flanged edges)

3 Butterfly valves - ISO 5752 - No. F14 (Multi-turn Manam control)

4
Butterfly valves 250 mm shall have a hand wheel operating
device, with direction indicated

5
Butterfly valves for 250 mm pipelines shall be watertight when
closed and shall control the water passage when partially open.

6
Valves shall be of type requiring several revolutions to complete
closure

7 Valves requiring revolution for closure will not be accepted

8
Valves shall be of anti-clockwise opening type and shall be
furnished with dismantling piece and the materials shall be the
same as used in the gate valves

9
Valve bearings for > 250 mm shall be of sleeve type self oiled and
worm type gear with external indication to show position

10
Valves shall be coated internally and externally with fusion
shrinking epoxy or approved equivalent, having a thickness of
minimum 250 mm

11
The valve disc shall operate from 0-90 degrees (totally open to
totally closed position and visa versa)

12
Valve seats shall be of the rubber encapsulated metal to provide a
tight valve closure and the disc shall be of solid construction
concentric type and positioned on guiding post of the self
lubricating sleeve type

H Others YES

NO

N/A
1 Specify

36

Remarks:

Site Visited
and
Inspected
By:
Date & Time

37

JM-F7-41 Site Demobilization Inspection Check list
Project Name:
Project No:
Location:
Contractor:
Contractor Rep:

A Buildings/ Temporary Accommodation
YES NO N/A
1 Building / Temporary accommodation removed / relocated
2 Foundations removed
3 Pipes removed
4 Cables removed
5 Septic system emptied and removed
6 Fencing removed
7 Others (specify)

B. Equipment
1 Mobile Equipment removed from site
2 Fixed equipment removed from site
3 Equipment spares / parts removed from site
4 Tanks drained and dykes cleared of collected material
5 Tanks and dispensing facilities removed from site
6 Others (specify)

C. Waste Material
1 Timber removed from site
2 Scrap material removed from site
3 Waste oil / grease, etc. removed from site
4 Chemicals removed from site
5 General litter/ refuse from area picked up & disposed off in appropriate
manner

6 Others (specify)

38

D. Drainage Infrastructure
1 Drains clear and free of refuse
2 Sediment capturing systems desalted
3 Culverts free of obstruction
4 Manholes or other holes properly covered
5 Drainage plan not altered
6 Others (specify)

E. Miscellaneous
1 Surplus raw material removed
2 Contaminated soil removed and treated
3 Excavation filled and area leveled
4 Sign / Barricades / Reflecting tapes etc. removed
5 Adjacent original work repaired & cleaned
6 Others (specify)

Comments:

Consultant Representative Contractor Representative

Signature with date Signature with date

39

JM-F7-42 Construction Daily Inspection Report
Date : Ref. No :
Temp./Weather : Contract No :
Project Number : Project Name :
Contractor : Location :
Manpower Resources: No. Equipment Resources: No.

Total Total
Description of Work Performed Today: Unit Quan.

Instructions Issued :

Delays / Interruptions:

Safety Issues : (for accidents attach report)

Contractor Construction Inspector Sr. Const. Engineer

40

JM-F7-44 Contractors Quality Report

Contractors Name:
Project Locations:
Project No.:

Date:
CONTRACTOR QUALITY REPORT FOR THE MONTH OF

S.NO.

Description

For the Month

Cumulative

Remarks
1 Quality Manual Approved (Date)
2 Contractor's QC Personnel (No.)
3 Contractor Man Hours Worked (Nos)
4 Sub Contractors (Nos)
5 Sub Contractors Man Hours (Nos)
6 Total Man Hours worked (Nos.)
7 Activities on site

8 Quality Training Undertaken (Nos.)
9 Attendees (Nos.)
10 Method Statements Issued (Nos.)
11 Procedures Issued (Nos.)
12 ITP's Issued ( Nos.)
13 NCR Issued (Contractor) (Nos.)
14 NCR Issued (MTMM) (Nos.)
15 Quality Inspection (Nos.)
16 Quality Inspections (Contractor)
17 Quality Audits (Nos.) - Contractor
18 Quality Audits (Nos.) - MTMM

41

JM-F7-45 Damage to Property Report

Project Detail

Record Control no.:

Project Name:
Report Date: Project ref. no.:
Customer Name: Customer ref. no.:

Damage Detail

Damaged Los t

Property description:

Make:

Serial no.:

Report:

Project Manager remarks:

Action required:

Project Manager (sign/date):

Reported by:

Inspected by:

Sign:

Sign:

Date:

Date:

42

JM-F7-46 Technical Report Stolen Cable Report

PROJECT NAME:

Municipality / Project No /
District / Street /
JM Sketch No /

Contractor /
Address /
Phone / Fax /

Signature /

Name /

Date /
JM Director Lighting Dept. JM El ect . Inspector Consultant Project Engineer

Consultant Lighting Inspector
CONTRACTOR
RECEIPT Signature I Name I
Date Received /

43

JM-F7-47 Equipment Issuance Form
Equipme

Item

Description

Equipment Serial No.

Remarks

1

2

3.

4.

Acknowledgement

Issued by:

Sign

Issuance Approved by:

Sign

Special Instruction/Remarks:

Issuance
Recipient of the above mentioned equipment hereby confirmed that he received the equipment as listed above and in
good working condition.

Name

Dept.

Sign

Position

Received Date

Project Ref.
Remarks:

Returning

Name

Dept.

Sign

Position

Received Date

Returned Date
Remarks

44

JM-F7-48 Calibration status record

Record
No.

Date of
Issue

Device Description

Serial No.

Certificate
Date

Validity
Date

Next Calibration
Date

Remarks

45

9.1 Audit Form
Subject
Requirement Y/N Notes
Process Check List
Is the Quality Organization chart in file?
Did the quality organization include inspection operation instructions?
Did the quality organization have provided a system for final inspection and
testing of each element to complete the work?
Are the procedures for identification segregation, and disposition of non-
conforming materials in file?
Is the project site have at least one responsible inspector or individual identified
as the QA/QC contact for the project?
Is the Contractor Quality Control Plan have been submitted & reviewed and
signed by the CMS QM?
Is the Contractor Cost Schedule in file?
Is the Materials Coordination Schedule in file?
Does the kick of meeting minutes include contractor responsibilities and CMS
responsibilities?
Quality Management Personnel
Qualifications
Are all personnel have met the qualification standard? (Include Personnel
resumes)
Construction Quality Management
System
Are the procedures for documenting decisions in file?
Is the process for issues resolution (such as requests for information (RFIs),
nonconformance reports (NCRs), or deviations to the contract related to source
inspection) in file?
Is the procedures for notification to the source, owners and contractors
inspection staff in file?
Is the process of when the unit responsible for verification activities is required to
write non-conformance reports (NCRs) to document issues related to Product QC
Processes in file?
Is the policy and/or procedures for handling a disagreement between CMS and
contractors staff in file?
Is the inspection and Testing Plan (ITP) by CMS in file?
Is the Quality Assurance Inspection Plan in file?

46

Subject Requirement Y/N Notes
Construction Quality
Management System
Is the Source Inspection Quality Plan (SIQP) in file?
Is the verification of adequate off-site QC is in place in file?
Is the performance verification of sampling and testing representatives in file?
Is the performance of the necessary in-process verification inspections in file?
Is the performance of the Non-Destructive Testing at appropriate times in file?

Are mitigating the issues before the material is shipped to the jobsite have been
done and in file?
Are the Procedures of Control of Special Processes and Job Control Testing in file?
Are the Special processes and job control testing associated with hardware
fabrication identified and filed?
Is the appropriate certification for inspection and test laboratories performing special
processes or job control testing are in file?
Are the special process inspections and tests identifide by Project Specification or
other applicable controlling document in file?
Are the credentials of the technicians or inspectors performing special process
inspections or tests and job control tests have been reviewed for compliance to
applicable codes, standards, special training/tests etc. and accepted by the CMS
QM before inspections and tests in file?
Is the calibration standards traceable to the National Institute of Standards and
Technology (NIST) in file?
Is the measuring and test equipment uniquely identified i.e., equipment type,
identification number, location etc.? (include procedure)
Is the calibration due date that clearly indicate an individual measuring and test
equipment items in file?
Are the required calibration intervals are identified, documented and periodically
reviewed for effectiveness in file?
Are the required handling, preservation and storage of measuring and test
equipment that ensure that the accuracy and fitness for use is maintained in file?
Are the measuring and test equipment calibration records maintained and in file?
(include access and procedure)
Are the required verification and documentation of developed software in file?

47

Construction Quality
Management System
Did the CMS require the Contractor to investigate the cause of the
nonconformance, and to initiate corrective action including implementing steps to
prevent recurrence? (include forms)
Is the cause of the problem, disposition, and corrective action documented and in
file?
Is the required Repair and Accept-as-is dispositions that has been approved by the
CMS QM before affected Work proceeds in file?
Is there a prove that the status of nonconforming hardware and materials
maintained and status reports have already been distributed to the CMS & PMO
senior management and the Quality Manger? (include it)
Is the records associated with nonconforming hardware and materials maintained?
The CMS shall establish,
document and submit for
approval to the PMO the
following
Are the verification sampling and testing program for qualified private laboratory that
have perform only one of the following types of testing on the same project:
Verification testing, QC testing, or dispute resolution tests in file?
Are the lab qualifications verification description for the applicable materials on this
project such as ISO 17025 for steel, and AASHTO Accreditation Program (AAP) for
concrete in file?
Are the verification materials testing filing system description and the physical
location in file?
Are the forms that were used for sampling material and reporting test results in file?
Are the statement that there are no conflicts of interest regarding the verification lab
and any other acceptance activities for the project in file?
Contractors Quality Control
Plan Requirements
Is the Contractors in house Project Quality Process according to contract
documents, applicable regulatory requirements and industry standards?
Are the processes (construction, manufacturing, installation, testing, etc.) that have
been put as a part of the Contractors QCP and documented and approved by
Contractor individual in file?
Is the Contractor construction work process, basic production operations, and all
other processing and fabricating, are performed under controlled conditions in
accordance with the Contractors QC Program including forms and signed
statement in file?
Is the construction work plan (CWP) in file?
Did the contractor prepared a Construction Work Plan as described according to
the Construction Contract Documents? (include signed statement)

48

Quality Training
Is the training needs to support Work in the contract documents provided for all
personnel performing activities affecting quality in file?
Is the personnel performing specific assigned tasks qualified on the basis of
appropriate education, training and experience? (Include resumes)
Are the records of training activities retained as quality records?
Quality Audits And Surveillance
Is the Quality Audits and surveillances by CMS IQA team conducted on an ongoing
basis? ( include meeting minutes and list of attendee)
Is the Quality Surveillances consist of evaluation of the effectiveness of a specific
activity in file?
Did the CMS provide trained and experienced quality personnel independent of
those responsible for the activity being audited to conduct audits and surveillances?
(Include resumes)
Have the Quality Audits and surveillances been documented and, at a minimum,
distributed to management of the PMO?
Quality Records
Is the quality records identified, collected indexed and stored in a manner that
precludes damage, loss or deterioration in file?
Are the specific retention times and location designated and the records accessible
for use? (include procedure)
Is the required quality records identified by title, contract number, revision, date, and
signed by an authorized individual in file?
Are all the quality records stamped (controlled) or signed by an authorized
individual? (include it)
Do the corrections or revisions to quality records received the same level of review
and approval as the original document? (include review form)
Did the QM, PM, and JM PMO jointly conducted a final inspection of the
project?(include forms)
Is the final inspection includes inspection of the completed work, associated as-built
documents, certifications, and other documentation and contractor punch list item
review?
Did the QM review quality control document and signed it?
Did both the JM PMO and the Quality Manager (QM) jointly agree upon the list of
non-conforming work and the corrective action? (include signed statement for both
parties)

49

Final Inspection
Did the QM ensured that each deficiency identified during the final inspection is
corrected and documented? (include procedure)
Is the Final Certificate Of Compliance Completed?
Did the CMS PM submit a Certificate of Compliance signed by the QM and the PM
indicating that all the Works incorporated in the project conform to the contract
requirements or as specified by the contract?

50

9.2 Lists of Verification Equipment

List of Verification Equipment
No. Equipment
1 Nuclear Density Test
2 Measuring tape
3 Vernier Caliper
4 Thermometer
5 Camera
6 Flash light
7 Elcometer
8 Spirit level
9 Plumb bob
10 Magnet

51

9.3 List of Verification Test:

LIST OF VERIFICATION TEST
SL # DESCRIPTION NAME OF TEST
TESTING METHOD
ASTM AASHTO
1 SOIL TESTS Particles Size Analysis of Soils D-422

Determining the Liquid Limit of Soil D-4318 T-89
Determining the Plastic Limit and Plasticity Index of Soils D-4318 T-90
Density of Soil In-Place by Sand Cone D-1556 T-91
Specific Gravity of Solis D-854 T-100
Moisture-Density Relationship of Soils Using Modified Method D-1557 T-180
California Bearing Ratio D-1883 T-193
Laboratory Determination of Moisture of Soil D-2216 T-265
Density of Soil and Soil Aggregate in place by Nuclear Method
(Shallow Depth)
D-2922 T-310
Grain Size Analysis of Granular Soil Materials T-311
Determination of Organic Matter in Soil by Wet Combustion T-194
Determining Water Soluble Sulfate Ion Content in Soil T-290
Determining Water Soluble Chloride Ion Content in Soil T-291

52

TESTING METHOD
ASTM AASHTO
2 AGGREGATE TESTS Amount of Material Finer than 0.075 mm Sieve in Aggregate C-117 T-11

Unit Weight and Voids in Aggregate C-29/29M T-19
Organic Impurities in Fine Aggregate for Concrete C-40 T-21
Specific Gravity and Absorption of Fine Aggregate C-128 T-84
Specific Gravity and Absorption of Coarse Aggregate C-127 T-85
Sieve Analysis of Fine and Coarse Aggregate C-136 T-27
Clay Lumps and Friable Particles in Aggregate C-142 T-112
Resistance to Abrasion of Small Size Coarse Aggregate C-131 T-96
Soundness of Aggregate by use of Sodium or Magnesium Sulfate C-88 T-104
Plastic Fines in Graded Aggregates and Soils by use of Sand
Equivalent Test
D-2419 T-176
Flat and Elongated Particles in coarse Aggregate D-4791
Determining the Percent of Fractured particles in Coarse
Aggregate
D-5821
Potential Alkali Reactivity of Aggregates C-1260
Aggregate Durability Index D-3744 T-210

53

TESTING METHOD
ASTM AASHTO
3 CEMENT TESTS Time of Setting of Hydraulic Cement by Vicat Needle C-191 T-131

Sampling of Hydraulic Cement C-183 T-127
Density of Hydraulic Cement C-188 T-127
Compressive Strength of Hydraulic Cement Mortar C-109 T-106
Portland Cement Anti Sulfate C-150
4 CEMENT CONCRETE TESTS Compressive Strength of Cylindrical Concrete Specimen C-39/C-39M T-22

Making and Curing Concrete Compressive Strength and Flexural
Strength Test Specimens in the Site
C-31/C-31M T-23
Bending Strength of Concrete using Simple Beam with three
Point Loading
C-78 T-97
Slump of Portland Cement Concrete
C-143/C-
143M
T-119
Standard Practice for Sampling Freshly Mixed Concrete C-172 T-141
Measuring Thickness of Concrete Elements using Drilled
Concrete Cores
C-174/
C-174M/
C-
1542/1542M
T-148
Making and Curing of Concrete Test Specimen in the Laboratory C-192/192M T-126
Splitting Tensile Strength of Cylindrical Concrete Specimens C-496 T-198
Air Content of Freshly Mixed Concrete C-173/C-231
T-152/T-
196/ T-199
Reinforcing Steel Bars A-615
Reinforcing Wire Fabric A-185
Interlocking Brick C-936

54

TESTING METHOD
ASTM AASHTO
5 TILES Testing and Sampling Structural Clay Tile C-67

Abrasion Resistance of Stone subjected to Foot Traffic C-241
Sampling and Testing Concrete Masonry Units and Related Units C-140
Flexural Strength of Concrete using Simple Beam with Three
Point Loading
C-78 T-97
Abrasion Resistance of Concrete by Sand Blasting
6 ASPHALT CEMENT TESTS Flash and Fire Points by Cleveland Open Cup D-92 T-48

Asphalt Penetration Test D-5 T-49
Ductility of Bituminous Materials D-113 T-51
Softening Point (Ring and Ball Method) D-36 T-53
Saybolt viscosity D-88 T-72
Effect of Heat and Air on Asphalt Material D-1754 T-179
Kinematics Viscosity of Asphalt D-2171 T-202
Specific Gravity of Simi-Solid Bituminous Materials D-70 T-228
Effect of Heat and Air on Moving Film of Asphalt (RTFO) D-2872 T-240
Determining the Flexural Creep Stiffness of Asphalt Binder using
the Bending Beam Rheometer (BBR)
D-6648 TP-1
Determining the Frature Properties of Asphalt Binder in Direct
Tension (DT)
D-6723 TP-3
Accelerated Aging of Asphalt Binder using pressurized Aging
Vessel (PAV)
D-6521
Viscosity Test SASO 1776

55

TESTING METHOD
ASTM AASHTO
7 ASPHALT CONCRETE TESTS Effect of Water on Cohesion of Compacted Bituminous Mixtures D-1075 T-165

Bulk Specific Gravity of Compacted Asphalt Mixtures using
Saturated Surface Dry Specimens
D-2726 T-166
Quantitative Extraction of Bitumen From Paving Mixtures D-2172 T-174/T-164
Determining Degree of particle Coating of Bituminous Aggregate
Mixture
D-2489 T-195
Maximum Specific Gravity of Bituminous Paving Mixture D-2041 T-209
Determining Degree of Pavement Compaction of Bituminous
Aggregate Mixture
T-230
Resistance of Plastic Flow of Bituminous Mixture using Marshall
Apparatus
D-5581 T-245
Resistance of Compacted Bituminous Mixture to Moisture
Induced Damage
T-283
Asphalt Content of Hot Mix Asphalt by Ignition Method D-6307 T-308
Asphalt Content of Bituminous Mixtures by the Nuclear Method D-4125 T-310
Thickness or Height of Compacted Bituminous Paving Mixtures
Specimens
D-3549
Percent of Air voids in Compacted Dense and Open Bituminous
Mixture
D-3203 T-269
Tensile Strength Test for Reinforcing Steel Bars A-615 2
Preparation of Test Specimen of Bituminous Mixtures by means
of Gyratory Shear Compactor
D-4013 TP-4

56

TESTING METHOD
ASTM AASHTO
8
GEOTEXTILE, FABRICS AND
GEOCOMPOSITE
Water Permeability of Geotextiles by Permittivity D-4491

Determining Apparent Opening Size of Geotextile D-4751
Grab Tensile Strength D-4632
Puncture Strength Index D-4833
Trapezoid Tearing Strength of Geotextile D-4533
Grab Breaking Load and Elongation of Geotextile D-4632
Tensile Properties of Geotextile by Wide width Strip Method D-4595
Deterioration of Geotextile by Exposure to Light and Heat in
Xenon Arch Type Apparatus
D-4355
Water Absorption of Plastics D-570
Determining Resistance of Synthetic Plyometric materials to
Fungi
G-21
Peel of Stripping Strength of Adhesive Bond D-903
In-Plane Flow per Unit Width and Transmissivity of Geosynthetic D-4716
9 Piling System Integrity Test D-5882
Static Load Testing D-1143
Dynamic Load Testing D-4945-89
10 Pre-Stressing Steel Quality Test A416
11 Bridge Bearings Quality Test D-429
12 Paint Quality Test Project Specs

57

9.4 Issue Resolution Form:
Design Unit: ___________________
Design Stage: ___________________
Reviewer: ____________________ Date: _________________

Comment Code : M- Mandatory Response/ S-Suggested Correction/ Q-Question/ G-General Comment/
R-Resubmit with Revised Info
Response Code: A-Agreed/ B-Discussion Required / C-Disagree

No.
Responsible
Engineer
Comment
Originator &
Organization
Comment
Code
Comments Document
Response to
comment
Designer
response
Code
Comment
Originator to
check box &
date when
issue
closed/Status

58

Issue Resolution Instruction
PURPOSE AND SCOPE
During the process of construction and start-up of a project, personnel at all levels of
Construction Management and Client (PMO) will identify changes that they believe are required
for one or both of the following reasons:

Safety
Quality
Construction Operation
Most changes will result in additional costs and/or time extensions. Therefore, all changes must
go through an approval process before being implemented. This procedure describes the
approval process.
RESPONSIBILTIES
CMS Project Representative reviews and/or drafts the Issue Resolution Form(s) (IRF) and
recommends further action by forwarding it to the Design Engineering Manager.
Design Engineering Manager reviews IRF(s).
If further action is desired, the Design Engineering Manager will forward the IRF to the project
Construction Manager for details of cost and schedule impacts.
The CMS will provide necessary recommendations regarding technical and contractual impacts
to the Design Engineering Manager. The Design Engineering Manager may approve the
change, reject the change or defer the change.
PROCEDURE
If JMC/C employee has a suggestion that is related to safety, quality or is necessary for facility
operation, he should review it with his supervisor and the CMS Representative for that project.
If deemed appropriate, the CMS representative will forward the recommendation to the Design
Engineering Manager. Under no circumstances will the CMS employee or the CMS employee
direct the Contractor to make any changes to the work as described in the Contract Documents.
The suggestion shall be submitted on the IRF Form (XYZ123) and include a definitive
description of the work, a justification for the work, and any appropriate sketches, photographs
or drawings clearly depicting the proposed change.
If the Design Engineering Manager concurs with the proposed change, he will sign the IRF and
forward it to the CMS who will log the issue into the Access based CMS Toolbox and provide
an assessment of cost and schedule impacts. The Construction Engineering Manager may

consult with the Design Manager and either approve, reject, or defer the change. If the change
is approved but is not required for safety or construction operation, an e-mail will be sent to the
CMS authorizing that a Change Request be developed. The e-mail will be copied to the
Directors of Design Engineering and CMS.

2

59

The CMS may use a copy of the IRF and/or this e-mail as a trigger document for the Change
Request. The Construction Manager will process the Change Request as per procedure
Change order procedure.
If the CMS Construction Manager and the Design Manager cannot agree on whether or not a
change is required, the PMO and CMS will be given the IRF(s) and the CMS technical and
contractual impacts and asked to consult. The PMO will send an e-mail with their final decision
to the CMS Construction and Design Managers for resolving in the issue(s).

ORGANIZATION OF CONSTRUCTION MANAGEMENT PROJECT DOCUMENTS
60

Appendix A

ORGANIZATION OF CONSTRUCTION
PROJECT DOCUMENTS

61

1. General

This section describes the uniform filing system for organizing project records and reports. The system uses
numbered categories for filing project documents. Use the uniform filing system on all projects.

There are 44 categories in the filing system. There are several unassigned categories. Use them for project
documents that do not fit in assigned categories. If necessary, divide a category into subcategories.

Assign the appropriate category numbers to documents filed at a separate location (such as a field office
hanging file). The filing system will then be correct when records are brought together after project
completion.

2. Indexing

Use a category index, similar to the sample shown at the end of this section, or an index of categories that
is supplied with the labels, for each project. Post the index in a prominent location.

When the location of a category is separate from the main file, indicate its location on the index under
appropriate heading.
3. Description of Categories

The discussion below describes the documents that should be included in each category and, for some
categories, a recommended order of the documents in the categories.

3.1 Project Personnel
Include all personnel related records in this category. Suggested subcategories are listed
below. On smaller projects, some of the listed subcategories may be combined when the
amount of detail shown is not warranted.

Construction Manager Report of Assignment

Attendance Report

Overtime Records

Monthly Time Sheets

Overtime Requests and Authorizations

Absence Requests

Personnel Transfer Records

62

Personnel Roster

Travel Expense Claims and Records

Individual Personnel File. Use this for a file on each individual containing
emergency telephone numbers, experience or training records, among other
things.
3.2 Project Office Equipment and Supplies
In this category, file those documents relating to equipment and supplies. Include records of
equipment and supplies that have been received or returned. The subcategories listed below
outline the scope of this category.

Equipment Inventory

Shipping Records (related shipping and receiving records should be stapled together)

Receiving Records

Transfer Requests

Local Requests

Automotive Records

Cash Expenditure Vouchers

Purchase Orders

Bills of Lading

3.3 Equipment and Personnel Cost Reports
In this category, file construction engineering cost reports.

3.4 Service Contracts
In this category, file those documents related to the project office utilities and services. File
requests for service along with all correspondence relating to project office service contracts in
an appropriate subcategory. File the receiving records for bills for utilities and services in a
date received sequence.

It is recommended that a separate subcategory be used for each company or each service
agreement. File purchase orders for supplies in Category 2, Project Office Equipment and
Supplies.

The subcategories that may be included in this category are as follows:

63

Rent

Electricity

Gas

Telephone

Water

Additional service agreements, as required

Do not confuse this category with Category 16, Utility Agreements, Category 17, Utility Work
Performed, or a subcategory of Category 52, Charges to Contract Allotment. These are part
of the projects construction operations. Category 4 includes only those transactions
connected with the resident engineers office.

3.5 General Correspondence
In this category, file those letters that do not relate to any other category or subcategory in
use. File correspondence concerning a subject that directly relates to some other category in
that category. For example file correspondence developed in connection with a contract
change order in the contract change order category file.

File correspondence filed in any subcategory in chronological order.
When the volume of correspondence builds up, segregate and divide it into more detailed
subject subcategories. When appropriate, transfer correspondence from category 5 to a more
specific category. For example, a property owner may object to certain conditions on the
project. After considerable correspondence, The resident engineer writes a contract change
order to solve the problem. At this point, the resident engineer should transfer all of the
correspondence related to the contract change order to the contract change order category
file.

A letter might cover subjects in different categories. When the letter relates directly to two
subjects, file a copy in each category or cross-reference to the location of the original. Cross-
referencing need be only a note describing the letter filed in the appropriate category.

The following are examples of the subcategories in category 5. The
number of subcategories will depend on the volume of
correspondence. Show all subcategories in the index.

To Jeddah Municipality office

From Jeddah Municipality office

To contractor

From contractor

64

Property owners

Utility companies

Any additional subcategories that may be required depending on
the volume of the correspondence.

3.6 Safety
File project documents relating directly to safety in this category. Suggested subcategories
are shown below:

Employee Safety

Contract Documents Relating to Safety

A copy of the contractors Code of Safe Practices in use for the project

3.7 Public Relations
File the various documents covering the subject of public relations in this category.

3.8 Construction Surveys
Use this category for filing all survey documents that do not directly or solely relate to another
category.
Request for Construction Staking, in this category. Create subcategories for requests on
which staking have been completed and for those where staking has not been completed.
Cross-file staking requests that include re-staking charges in Category 54, Deductions from
Payment to Contractor.

3.9 Extra Category Number
Use this extra category number for project documents that do not fit in presently established
categories. When used, enter the name of the category on the index sheet.

3.10 Information Furnished at Start of Project
In this category, file documents related to planning, design, contract funding, advertising, and
opening bids. Do not file documents in this category that apply solely or directly to other
established categories. This category should contain the following items. Create subcategories
as necessary due to the volume of documents.

Project Report

Preliminary Report

65

Detailed Estimate of Project Cost
Notice of Award of Contract

Bid Summary Sheets

Detail Estimate

Executed Contract, Special Provisions, and Plans

Notice of Approval of the Contract.

Environmental Permits

Encroachment Permits and Cooperative Agreements

Bidder Inquiry Information

3.11 Contractor
Use this category to file the various documents that the contractor is required to submit. Do not
use it for general correspondence or documents appropriate to another specific category. The
following subcategories suggest the scope of the category:

Contractors organization including the designation of the contractors
authorized representative as required

Contractors equipment list

Contractors borrow agreements

List of subcontractors and other project documents concerning subcontracting

Shop plans, if not filed under another appropriate category

False work plans

Insurance documents as required Indemnification and Insurance,

3.12 Photograph Records
File routine photographs and their identification in this category. File photographs relating to
claims in Category 62, Disputes. It is a good practice to take photographs on a monthly basis
to document the work during construction. Maintain videotapes and digital photo files in an
organized manner. Note the location of these items in this category file.

66

Suggested subcategories for this category are:

Before Construction

During Construction

After Construction

3.13 Accidents
In this category, file documents related to accidents. Subcategories may include:

Employee Accident and Injury Reports.

Vehicle Accident Reports.

Local Police Accident Reports.

Records and Investigations of Public Traffic Accidents.

Records and Investigations of Contractor Accidents.

3.14 Utility Work Performed
In this category, file daily reports and other records of utility facility work. Create the same the
primary subcategories as those used in Category 16.

Create second level subcategories when required by the number of documents and the
amount of work.
3.15 Agreements
In this category, file agreements (except utility agreements) with third parties or other state or
county agencies. The number and levels of subcategories will depend upon the agreements
and the nature and extent of the work involved. A list of suggested subcategories follows:

Right-of-Way AgreementsWithout Obligations
Right-of-Way AgreementWith Obligations
Borrow Agreements (between Contractor and owner)
Disposal Agreements (between Contractor and owner)
Service Agreements (these are utility service agreements such as for
highway lighting)
Disposal Permits
Records of Royalty Payments

67

Encroachment Permits

File an encroachment permit relating to a utility facility agreement under Category 16, Utility
Agreements. File an encroachment permit relating to a right-of-way agreement in this
category.
Where there are several right-of-way agreements requiring some degree of control, such as
right-of-way agreements with obligations, maintain a summary to show the status of these
agreements. An example of the status summary headings is shown below:

The agreement number.

The location of work to be performed.

A brief description of work to be done and by whom.

When the work is completed.

The contract change order number if the required work is being done by contract
change order.

3.16 Hazardous Waste and Hazardous Materials
File any information regarding the discovery and removal of hazardous waste in this category.

3.17 Water Pollution Control Plan or Storm Water Pollution Prevention Plan

File all correspondence regarding water pollution control plans (WPCP) or storm water
pollution prevention plans (SWPPP) in this category. A list of suggested subcategories follows:

Approved WPCP or SWPPP

Amendments to WPCP or SWPPP

Notification of Construction

Correspondence

Inspections by Contractor

Inspections by CMS

Inspections by Task Force Team

Notices of Noncompliance

Annual Certification of Compliance

Notice of Termination

68

3.18 Traffic Management Information
Use this category to file information related to traffic management. Possible subcategories
include:

Contractor lane closure requests

Lane closure requests submitted to the traffic management center

Approved lane closures

Contractor contingency plans

Traffic count data

3.19 Extra Category Number
Use this extra category number for project documents that do not fit in presently established
categories. When using an extra category, enter the category number and title in the index.

3.20 Progress Schedule
In this category, file the progress schedule, critical path method submittals, and other related
information.

3.21 Weekly Statement of Working Days
In this category, Weekly Statement of Working Days. Also file correspondence relating to
contract time in a subcategory of this category.

3.22 Weekly Newsletter
In this category, file periodic newsletters and reports that are prepared during the project.
Include those weekly reports of a general nature pertaining to the progress of the contract.

3.23 Materials Information and Preliminary Tests
In this category, file materials information and preliminary test reports. Suggested
subcategories follow:

Materials information

Report of foundation investigation

Asphalt concrete aggregate (preliminary tests)

69

Report of tests on aggregate base (preliminary tests)

Report of tests on aggregate sub base (preliminary tests)

3.24 Notice of Materials to be Inspected
In this category, file request for Notice of Materials to be Inspected.

3.25 Notice of Materials to be Furnished
In this category, file request for Notice of Materials to be Furnished.

3.26 Treated Base
In this category, file documents for cement-treated base, cement-treated permeable base, and
asphalt-treated permeable base. Do not include those documents that are to be filed in other
specific categories such as 37 and 48.

Use subcategories similar to the examples shown below. Create a numbering system that
identifies the category, item and subcategory. For example, 34.26.3 indicates Category 34
Treated Bases, 26 is the contract item number of the material and also identifies the
subcategory, and the 3 is the second level subcategory identifying the particular document.

34.26.1 Mix design data, cement-treated base

34.26.2 Plant records, cement-treated base

34.26.3. Spread records, cement-treated base

34.27.1 Mix design data, cement-treated permeable base

34.27.2 Plant records, cement-treated permeable base

34.27.3 Spread records, cement-treated permeable base

34.28.1 Mix design data, asphalt-treated permeable base

34.28.2 Plant records, asphalt-treated permeable base

34.28.3 Spread records, asphalt-treated permeable base

34.4 Certificates of Compliance for materials used in treated bases

3.27 Asphalt Concrete
In this category, file documents related to asphalt concrete, except those to be filed in other
specific categories such as in 37 and 48. Following are suggested subcategories:

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Mix designs and related project documents

Plant records (other than acceptance tests)

Spread records

Certificates of Compliance for materials used in asphalt concrete

3.28 Portland Cement Concrete (other than structure items)
In this category, file documents related to Portland cement concrete. Do not include
documents that are to be filed in other specific categories such as 37, 43 and 48. For structure
items, the project documents are to be filed in Category 43. See the Bridge Construction
Records and Procedures Manual for details. Following are suggested subcategories for this
category:

36.1 Portland cement concrete Pavement
36.1.1 Mix Designs
36.1.2 Plant Records
36.1.3 Certificates of Compliance for materials used in concrete pavement
36.2 Portland cement concrete, Class A Structure and minor concrete
36.2.1 Mix Designs
36.2.2 Plant Records
36.2.3 Certificates of Compliance for materials used in Class A structure
concrete and minor concrete

3.29 Initial Tests and Acceptance Tests
In this category, file initial tests and acceptance tests. File documents in each subcategory
chronologically unless there is a specific reason for doing otherwise.

Use subcategories similar to the examples shown below. Create a numbering system that
identifies the category, item and subcategory. For example, 37.21.3 indicates Category 37
Acceptance Tests, 21 is the contract item number of the material and also identifies the
subcategory, and the 3 is the second level subcategory identifying the particular test result.

Embankment

37.10.1 Relative Compaction

Structure Backfill

Sand Equivalent

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Relative Compaction

Aggregate Sub base

Relative Compaction

Moisture

Sieve Analysis

Sand Equivalent

Record of Thickness (summarized in the order that the measurements are made)

Aggregate Base

Relative Compaction

Moisture

Sieve Analysis

Sand Equivalent

Record of Thickness (summarized in the order that the measurements are made)

Asphalt Concrete

Gradings and sand equivalent (file both in a single subcategory when both results
appear on one test report)

Extraction and Moisture

Portland Cement Concrete Pavement

Sand Equivalent
Cleanness Value

Sieve Analysis

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Modulus of Rupture

Penetration Values

Cement Content

Coefficient of Friction

Other related items

Test Result Summary for each item of testing, and file it in the appropriate subcategory of
this category.

Bills of lading and copies of sample identification tags may be filed in this category temporarily
and discarded when their respective test reports are filed.

3.30 Quality Control, Quality Assurance
In this category, include all documents relating to quality control, quality assurance. Create a
subcategory system to include the following:

The contractors quality control plan

Mix designs

The contractors quality control tests

CMS verification tests

Pay factor calculations

Copies of related correspondence

3.31 Materials Testing Certification of JMC/C Employees
In this category, file copies of certifications of the employees performing acceptance tests.

3.32 Field Laboratory Assistant Reports to Site Engineer
In this category, file chronologically any reports made out by the projects materials tester. For
more than one type of report, such as a report and a summary form, provide separate
subcategories.

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3.33 Report of Inspection of Material
In this category, file Report of Inspection of Material. Create a subcategory for each contract
item requiring inspection at the source by the contract.

Place a summary sheet containing the date of inspection, quantity inspected, accumulated
quantity, and lot numbers in each subcategory.

Stable Inspection Release Tag, removed from materials received on the project, to the report
of inspection on a letter-size sheet of paper and file it in the appropriate subcategory of this
category. The sheet should contain the name of the engineer who removed it and the date
removed.

File test reports (Material Inspected and Released on Job) that cover material sampled on
the job in lieu of source inspection in the appropriate subcategory of this category, not in
Category 37.

File reports of inspection or certificates of compliance for materials assigned to the structure
representative in this category in accordance with instructions contained in the Inspection
Instruction

3.34 Concrete and Reinforcing Steel
In this category, file documents relative to concrete and reinforcing steel in accordance with
instructions in the Bridge Construction Records and Procedures Manual.

74

3.35 Inspectors Daily Reports
In this category, Inspectors Daily Report.

Subcategories may be used. They may vary depending on the complexity of the project and
the desires of JM PMO. The CMS assigned engineer must agree on the subcategories before
the start of work. Follow the procedures described below to establish the subcategories.

1. Reports Covering Contract Items

Create a subcategory for each major operation so that all items affecting the major operations
are grouped together. An example of a system for a relatively large project follows:

Category and
Subcategory
Number Operations

46.2 Clearing and Grubbing
46.3 Rdwy. Exc., Ditch Exc.

Aggregate Sub-base

46.4 Salvage Fence, New Fence

Gates

46.5 Guard Railing, Markers, Barricades
46.6 AB,CTB
46.7 AC Slurry Seals, Dikes
46.8 Concrete Paving
46.9 Curbs and Sidewalks, Slope Paving,

Curb Drains, Spec. Gutter Drains

46.10 Minor Str., Precast MH and DI,

Reinf. Steel, Misc. Iron and Steel

46.11 RCP, CMP, SSP Arch, Drainage Gates,

Under/Down Drain, Str Exc., Str. Backfill

46.2 Preparing Slopes, Straw
46.13 Permanent Signing
46.14 Hwy. lighting and sign illumination
46.15 Finishing Roadway
46.16 Structure #1
46.17 Structure #2

75

Modify the above breakdown to conform to the size and nature of the project. Make the
breakdown narrow enough so that reports covering any particular contract item may be
obtained with ease. Review the breakdown to ensure it includes all contract items.

Make as many daily reports as necessary to cover all contract item work in the appropriate
subcategories.

As indicated in the above example, set up a separate subcategory for each structure.

3.36 Drainage Systems
In order to maintain a record of contract items for drainage systems,

For each drainage system shown on the drainage quantity plan sheet. The preliminary work
required to set up each system summary includes entering the contract number, the system
number, planned station and description of the system, and the preliminary or planned
quantities which are entered from the drainage quantity plan sheet.

The Inspector describes progress on each drainage system in the daily report and enters
estimates of work completed on the Progress Record portion of the drainage system
summary.

Enter the quantity of work completed during an estimate period or near the end of the estimate
period for each item in the Estimate of Work Completed portion of the drainage system
summary.

After all items for a particular drainage system have been calculated and checked, the final
quantities are entered in the row labeled, Actual Q.

In order to keep track of and reduce the number of drainage system summaries that have to
be checked at the end of each estimate period, divide the category into the following
subcategories:

47.1 Before Work Starts

47.2 Staked and Being Worked On

47.3 Drainage System Complete, Final Quantities Not Complete

47.4 Final Quantities Completed

76

Example:

47.1 Before Work Starts.

Place the preliminary drainage summaries in this subcategory in numerical
order. Each drainage system summary will remain in this subcategory until
work starts on that system.

47.2 Staked and Being Worked On.

When a drainage system is staked, transfer the drainage summary sheet
from index 47.1, Before Work Starts, to index 47.2, Staked and Being
Worked on. Transfer the individual quantity calculation sheets with the
drainage summary.

47.3 Drainage System Complete, Final Quantities not complete

After all work is completed on a particular drainage system, transfer the
summary sheet with its calculation sheets to this subcategory. Removing the
summary from the preceding index (47.2, Staked and Being Worked On),
precludes having to go through completed structure summaries at the end
of each estimate period when making entries of work completed.
Determination of pay quantities should be made as soon as possible after
work on the system is complete.

47.4 Final Quantities Completed

After all quantity calculations for a drainage system are completed and the
adjusted quantities entered into the project record, transfer the summary
sheet and its calculation sheets to this subcategory.

Since all drainage quantity calculation sheets will remain filed in Category 47, some item-
numbered folders in Category 48 may have no documents.

3.37 Contract Item Quantity Documents
In this category, file source documents supporting contract item quantities. List the
subcategories in category 48 by contract item number order. Identify individual calculation
sheets for the various contract items in the following manner. A quantity sheet with the number
48-14-2 indicates that it is sheet number 2 covering contract item number 14 and filed in
Category 48, Contract Item Quantity Documents. Some drainage item quantity documents
may be filed in Category 47.

77

3.38 Adjustment in Compensation Calculations
In this category, file project documents and calculations to support adjustments in
compensation.

3.39 Deductions from Payment to Contractor
In this category, file documents related to deductions from payments to contractors. Possible
subcategories include the following:

Royalties on material.

Laboratory testing done for the contractor
Engineering and inspection charged to the contractor (Lines and Grades, of this
manual for re-staking charges).

Costs of damaged or missing state-owned signs.

flagging charges.

3.40 Bridge Estimate Data
In this category, file the bridge estimate data

3.41 Contract Administration System Inputs and Reports

In this category, file the outputs for Project Record Item Sheets. Subcategories of this
category are estimate numbers in numerical order. Only the most current results need to be
retained.

Possible subcategories are:
Project Record Item Sheets
Progress Pay - Estimate Project Initiation or Update
Estimate Verification Form
Contract Transactions Input
Status of Contract Items
Status of Contract Change Orders
Contract Change Order Master Listing
Daily Extra Work Report Edit Messages
Contract Administration System (CAS) - Report Requests If desired, some of the
Above project documents (other than the Project Record
Item Sheets) may be filed in extra category numbers.

78

3.42 Estimates and Project Status
In this category, file monthly Project Record - Estimate Request documents. The suggested
subcategories of this category are:

Progress Payment Voucher

Project Record-Estimate and Project Status

Estimate Processing Results

Project Record - Estimate Request

3.43 Disputes
In this category, file notes, photographs, information, and other project documents that may be
necessary to establish facts with respect to a dispute. Include any documents that may be
related to a dispute in this category or briefly describe and cross-reference them.

Number notices of potential claims in chronological order. These numbers may then be used
for subcategories.

The scope of this category may vary considerably, depending upon the nature and
circumstances of the dispute. The following types of documents indicate the type of
information that should be included:

Notice of Potential Claim

Acknowledgment of the contractors dispute

Disputes Review Board Agreement

Contractors claim for a time extension (cross-reference to Category 27)

Acknowledgment of the contractors claim for time extension

Other correspondence relating to disputes

Photographs pertaining to disputes

3.44 Project Completion Documents
In this category, file documents related to the completion of the project. The following are
suggested subcategories:

Contract Acceptance
Statement of Materials and Labor Used by Contractors
Materials certification

79

Punch list

80

Category Numbers And Headings
Category No. Category Heading
1 Project Personnel
2 Project Office Equipment and Supplies
3 Equipment and Personnel Cost Reports
4 Service Contracts
5 General Correspondence
6 Safety
7 Public Relations
8 Extra Category Number
9 Information Furnished at Start of Project
10 Contractor
11 Photograph Records
12 Accidents
13 Utility Work Performed
14 Agreements
15 Hazardous Waste and Hazardous Materials
16
Water Pollution Control Plan or Storm Water Pollution Prevention Plan
17 Traffic Management Information
18 Extra Category Number
19
Disadvantaged Business Enterprises and Disabled Veteran
Business Enterprises
20 Progress Schedule
21 Weekly Statement of Working Days
22 Weekly Newsletter
23 Materials Information and Preliminary Tests
24 Notice of Materials to be Inspected
25 Notice of Materials to be Furnished
26 Treated Base
27 Asphalt Concrete

81

28
Portland Cement Concrete (other than structure items)
29 Initial Tests and Acceptance Tests
30 Quality Control, Quality Assurance
31 Materials Testing Certification of Employees
32
Field Laboratory Assistant Reports to Resident Engineer
33 Report of Inspection of Material
34 Concrete and Reinforcing Steel
35 Assistant Resident Engineers Daily Reports
36 Drainage Systems
37 Contract Item Quantity Documents
38 Adjustment in Compensation Calculations
39 Deductions From Payment to Contractor
40 Bridge Estimate Data
41 Contract Administration System Inputs and Reports
42 Estimate and Project Status
43 Disputes
44 Project Completion Documents

82

Alphabetical Listing Of Categories
Heading Category No.
Accidents 12
Adjustment in Compensation Calculations 38
Agreements 14
Asphalt Concrete 27
Assistant Resident Engineers Daily Reports 35
Bridge Estimate Data 40
Concrete and Reinforcing Steel 34
Contract Administration System Inputs and Reports 41
Contract Item Quantity Documents 37
Contractor 10
Deductions From Payment to Contractor 39
Disadvantaged Business Enterprises and Disabled Veteran
Business Enterprises 19
Disputes 43
Drainage Systems 36
Equipment and Personnel Cost Reports 3
Estimate and Project Status 42
Extra Category Number 8
Extra Category Number 18
Field Laboratory Assistant Reports to Resident Engineer 32
General Correspondence 5
Hazardous Waste and Hazardous Materials 15
Information Furnished at Start of Project 9
Initial Tests and Acceptance Tests 29
Materials Information and Preliminary Tests 23

83

Materials Testing Certification of Employees 31

Notice of Materials to be Furnished 25
Notice of Materials to be Inspected 24
Photograph Records 11
Portland Cement Concrete (other than structure items) 28
Progress Schedule 20
Project Completion Documents 44
Project Office Equipment and Supplies 2
Project Personnel 1
Public Relations 7
Quality Control, Quality Assurance 30
Report of Inspection of Material 33
Safety 6
Service Contracts 4
Traffic Management Information 17
Treated Base 26
Utility Work Performed 13
Water Pollution Control Plan or Storm Water Pollution Prevention Plan 16
Weekly Newsletter 22
Weekly Statement of Working Days 21

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CONSTRUCTION ENGINEERING & INSPECTION QUALITY GUIDELINES

JM-F7-22 Inspection and Test Plan [ITP]:

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