Example Quality Control

CONSULTING SERVICES FOR DESIGN AND CONSTRUCTION SUPERVISION OF CONSTANA BY-PASS
Issue Date: 22 September 2009 Revision 2

ROMANIAN NATIONAL COMPANY OF MOTORWAYS AND
NATIONAL ROADS

DESIGN & BUILD OF CONSTANTA BYPASS

PROJECT SUPERVISION
QUALITY PLAN

Copy No.: ........... Held By: ................................

Rev.
No.
Date of
Issue
Page
No.(s)
Description
Author
(SQAE)
Reviewer
Approved by
(RPM)
1 19.8.09 All New Issue TG PEK PEK
2 22.9.09 All Document Revision TG PEK PEK


CONTENTS

1. INTRODUCTION 1

2. PROJECT DESCRIPTION 1

3. PROJECT PARTICIPANTS AND CONTACT DETAILS 2
3.1 PROJECT PARTICIPANTS 2
3.2 CONTACT DETAILS 2

4. SCOPE OF SERVICES 4

5. ENGINEERS SITE ORGANISATION & STAFF WORK DUTIES 5
5.1 SITE ORGANISATION 5
5.2 KEY STAFF 5
5.3 STAFF WORK DUTIES 6

6. QUALITY MANAGEMENT PROCEDURES 7
6.1 CORRESPONDENCE
7
6.1.1 Incoming Correspondence 7
6.1.2 Outgoing Correspondence 7
6.1.3 Circulation of Correspondence 7

6.2 PROJECT FILING
7
6.3 PREPARATION OF REPORTS 8
6.4 MEETINGS 10
6.4.1 Management Meeting 10
6.4.2 Monthly Progress Meeting 10
6.4.3 Traffic Liason Meeting 10
6.5 CONSTRUCTION QUALITY CONTROL 10
6.6 MEASUREMENT AND PAYMENT CERTIFICATES 13
6.6.1 Measurement 13
6.6.2 Payment Certificates 13
6.7 COST AND TIME MONITORING 13
6.7.1 Cost Monitoring 13
6.7.2 Time Monitoring 13
6.8 CLAIMS 15
6.9 AUDITING & APPROVAL OF QUALITY SYSTEM DOCUMENTS 15
6.9.1 Contractors Quality System 15
6.9.2 Engineers Quality System 16


APPENDICES

Appendix A Project Location Map

Appendix B Key Project Personnel Work Duties

Appendix C Staff Organisation Chart & Authority

Appendix D Correspondence

Appendix E Reports

Appendix F Meetings

Appendix G Interim Payment Certificates

Issue Date: 22 September 2009 Page 1 of 16 Revision 2

1. INTRODUCTION

The document outlines the quality assurance practices that will be implemented by the
Consultant during the execution of the Service Contract. This document will be
supplemented and supported by additional quality assurance documents which together
form the quality management system of the Consultant.

This is to be considered as a live document, prepared for guidance, which may be later
revised in the light of experience, requirements, and as necessary as the works
progress.

2. PROJECT DESCRIPTION

The project involves the construction of a new by-pass of Constanta with a length of
approximately 22.9 kilometres. The Constanta by-pass will start with a roundabout
interchange at Ovidiu on the NR 2A road at the north of Constanta, taking a westerly
route around the town to link with the bridge at Agigea on the NR 39 road south of
Constanta. The proposed Cernavoda-Constanta section of the motorway will terminate
approximately at the mid-point of the by-pass. A direct link with the port of Constanta will
be provided at the southern end of the by-pass. The by-pass will route heavy port traffic
away from the town centre and will also provide a free-flowing route for heavy tourist
traffic from Bucharest and the north of Romania to the popular seaside resorts south of
Constanta.

The by-pass has been designed according to EU and TEM standards with a design
speed of 140 km/h. The by-pass template will generally have two carriageways, each of
7.5 metre width with 3.0 metre emergency stopping lane and 0.5 metre shoulder. There
will be a 4.0 metre median.

The pavement structural section will consist of hot-mix asphaltic concrete with a total
depth of 240 mm, overlying a crushed stone layer of 300 mm depth. A granular subbase
of 350 mm depth will be provided.

The by-pass will be equipped with fences, guardrails, lighting of access roads and
intersections, a communication system and maintenance centre.


3. PROJECT PARTICIPANTS AND CONTACT DETAILS
3.1 PROJECT PARTICIPANTS
Finance for the Project is provided through a Loan Agreement between Romania and the
European Bank for Reconstruction and Development.
The Employer on the Contract is the Romanian National Company of Motorways and
National Roads (RNCMNR). The Employers Representative for the Works Contract is
Hill International - WSP Consortium.
The Contractor for the Works Contract is FCC Construccion S.A. - Astaldi S.p.A. JV.
3.2 CONTACT DETAILS
Client: Romanian National Company of Motorways and
National Roads (RNCMNR)
IFI Motorways Projects Department
38 Dinicu Golescu Blvd
8
th
Floor, Room 22
Sector 1
Bucharest
Romania 010873
Tel: +40 21 318 66 33
Fax: +40 21 312 09 84
Email: autostrazi@andnet.ro
General Director: Dorina Tiron
IFI Motorways Director: Liviu Ghiorghe
Project Manager: Adelina Toculet

Engineer: Hill International - WSP Consortium

Hotel Herberths
Oras OVIDIU
Str. Nationala nr. 199
JUD Constanta, Romania
Tel: +40 24 125 40 98
Fax: +40 24 125 40 98
Resident Project Manager: Philip E. Konen
Email: philipkonen@hillintl.com


Contractor: FCC Construccion S.A. - Astaldi S.p.A. JV

Uzinei Street, No. 1, Ovidiu
Constanta, Romania

Tel: +40 341 480 746
Fax: +40 341 480 746
Project Manager: Jose Martinez Salazar
Email: jmartinezs@fccco.ro


4. SCOPE OF SERVICES
The key requirement for the Engineer is to provide efficient professional services that will
satisfy RNCMNRs expectations in respect of the completion of a design and build project
that will be completed on time, within original budget and to the required quality. To
accomplish these objectives the Engineer will undertake:
Implementation of suitable and effective quality assurance systems;
Professional and competent project management services;
Effective site supervision of all construction activities on site.
The following describes the general scope of services as required by the Terms of
Reference:
The Consultant shall exercise all reasonable care to protect the interests of
RNCMNR, to ensure the timely supervision and control of the Works and to avoid
any occurrence of disorder of construction during the Works.
The Consultant shall perform the services in accordance with the laws and any
other instruments having force of law in Romania as may be issued and in force
from time to time. The Consultant shall also undertake any further duties of the
Engineer as required under D & B contracts.
The Consultant shall observe and ascertain that the D & B contractors
performance meets with their obligations under the D & B contract. This will be
achieved by maintaining a continuous presence of key staff on the project site.
The Consultant will report to RNCMNR all instances where progress on the
Works is not satisfactory and will advise RNCMNR on measures taken to mitigate
such situations.
The Consultant shall ensure that the Contractors Health and Safety Plans and
Traffic Management Plans are being adhered to and that all statutory
requirements are being met.
The Consultant shall report to the RNCMNR any formal disputes notified by the
Contractor.
The Consultant will seek the prior approval of RNCMNR before:
Issuing a variation instruction unless in the case of an emergency.
Approving the subletting of any part of the Works.
Approving any extension of the Time for Completion.
Granting any claims for any additional cost including any costs associated with an
extension of the Time for Completion.


Determining prices in respect of variations;
Undertaking provisional or final Taking-Over and Defect Liability Certificate of any
section or part of the Works.
The Engineer may delegate any of his duties and responsibilities to other assistants,
after notifying the both the Employer and the Contractor and may cancel any delegation
after notifying the Employer and Contractor. The delegation of powers should be
examined with some care taking into account the experience and capability of the person
to whom such duties and responsibilities are proposed to be delegated.

5. ENGINEERS SITE ORGANISATION & STAFF WORK DUTIES
5.1 SITE ORGANISATION
An organisation chart of the Employers Representatives staff on site and an
authorization chart will be attached in Appendix C.
5.2 KEY STAFF
This section identifies the key personnel on the project.
The Engineer: Hill International - WSP Consortium, through the Resident Project
Manager.

Resident Project Manager Philip E. Konen
Resident Engineer (Roads) Paul Tramontini
Resident Engineer (Structures)
Contracts Engineer
Highways Engineer (1) Vincent Tempelman
Highways Engineer (2) Jan-Ake K. Lind
Structural Engineer (1) Sergiu Biciusa
Structural Engineer (2)
Senior Quality Assurance Engineer Terence Galloway
Quality Assurance Engineer (1) Gogu Dumitru
Quality Assurance Engineer (2) Danut Matei


Design Engineer Ashok Patel
Design Review Engineer (1) Alina Stan
Design Review Engineer (2)
Inspectors (6 no)

The Engineer will ensure that the offices, equipment and conditions provided for his staff
conform to the ToR requirements and are suitable for the efficient performance of their
functions.

The Engineer will notify the Contractor of the names and functions of his assistants
together with the delegated responsibilities under which each assistant acts. It is also
reasonable for the Contractor to be aware of who is entitled to be on the Site. The
powers of the assistants should be limited to that necessary to discharge their functions.

The Engineer will ensure that periods of leave to which all persons on the Site are
entitled are arranged through him such that any effect on his duties and responsibilities is
mitigated.

The Engineer will ensure that functions are allocated to his staff such that:-

Each staff member is capable of performing the function allocated.
Appropriate supervision is available to each portion of the Works.
Records are completed by them as and when work proceeds.
Identification of incorrect action and institution of corrective action is rapid.
The Engineer is in control of the Contract at all times.

The Engineer will constantly monitor and review his staff requirements. On a large
project, staff requirements will vary according to the amount, complexity and various
disciplines of work in progress. The Engineer must ensure that he is not embarrassed by
having too few, too many or the wrong discipline of staff.

5.3 STAFF WORK DUTIES
The work duties have been described in Appendix B.


6. QUALITY MANAGEMENT PROCEDURES
6.1 CORRESPONDENCE
6.1.1 Incoming Correspondence
Incoming correspondence will be stamped by the Secretary, or other member of staff,
who will insert the date and project number on the stamp. Upon request, the Secretary
will also acknowledge receipt of the correspondence for the sender. The Secretary will
pass the correspondence on to the Resident Project Manager.
The Resident Project Manager will review the correspondence and indicate the
necessary copies for action and circulation. The Secretary will copy and circulate the
correspondence as necessary. An example of incoming correspondence is attached in
Appendix D.
The Secretary will maintain a register of incoming correspondence.
6.1.2 Outgoing Correspondence
The standard format of outgoing correspondence is indicated in Appendix D.
Any member of staff may draft outgoing correspondence. A printout of the draft letter will
be passed to the Resident Project Manager for review; the print out will be annotated
with the location of the digital files.
The Resident Project Manager will review drafted letters, assign an outgoing reference
number, print and sign the correspondence. Senior staff are authorised to sign
correspondence to the Contractor as detailed in Appendix B. A handwritten register of
outgoing letters will be maintained by the Resident Project Manager. Signed
correspondence will be collected by the Secretary and will be entered into a register of
outgoing correspondence. The Secretary will copy and circulate the correspondence as
necessary.
The delivery of all outgoing correspondence will be confirmed by signing of a delivery
copy (Contractor) or by confirmation of a fax sent.
6.1.3 Circulation of Correspondence
A copy of all project related correspondence generated by the Consultant will be
forwarded to RNCMNR. The Contractor defines in his own Quality Plan the distribution of
copies of correspondence for his own use.

6.2 PROJECT FILING
A list of the project files is included in Appendix D. This list may be updated and
expanded as necessary.


6.3 PREPARATION OF REPORTS
During the performance of his activity, the Engineer will prepare and send several
reports. All reports and documents will be prepared in agreement with the Employer. The
format of the reports will be proposed by the Engineer and will be agreed with the
Employer.
The following reports will be submitted to the RNCMNR according to the schedules
described:
Monthly Progress Report
It will show events and progress for the
previous month and be in a format
acceptable to RNCNMR

Within 14 working days of the last day of
the previous month.
4 copies in Romanian and 4 copies in
English.

Design Report
It will explain in detail how the accepted
design meets the requirements of the
Contract and the Employers
requirements. It will also explain any
disagreements with the Contractors
proposals and reasons for rejection.

For each major section of the Works
approved by the Engineer.

English
Completion Report
It will include a summary of the physical
and financial progress of the work as
completed and details of Consultants
services with respect to individual items
of TOR, quality of achievements of the
objectives of the services about overall
contract work.

At the time of issuance of the final Taking
Over Certificate.

English
As Built Drawings
To be produced by the Contractor and
approved and endorsed by the
Engineer.

Within one month of issuing respective
Taking Over Certificate.
Number and format to be agreed.
Interim Defects Notification Report

Within the last two months of the end of
the assignment.
English
Special Reports
Detailing any major issue raised by the
contract implementation, at RNCNMRs
or the EBRDs request.

As and when required.
English


Quarterly Operation and
Maintenance Report

English
Special Report
This will refer to the response of the
motorway to the traffic needs, execution
of operation and maintenance -
including the afferent cost,
environmental impact and other matters
that will be established at the Taking
Over Certificate submission

Within one month before the end of the
DNP special report.

English.
Final Supervision Report

English.
Construction Book

Training Seminar Notes and Training
Report

Annual Reports on Environmental
and Worker Health and Safety

In a format satisfactory to the Bank.
English.
Final Report
This will refer to design, execution,
maintenance and operation of the
Project and will include environmental
matters, cost and benefits derived and
will be derived from the implementation
of the project.

Monthly Blunder Special Report
This will be implemented in the case of
slow mobilisation of the Contractor
and/or slow site progress in relation to
the contractors work program.


6.4 MEETINGS
To facilitate the progress of the construction works, regular meetings shall be held with
affected parties in which aspects of the design and construction can be discussed. The
meetings will normally be chaired by the Resident Project Manager (RPM) who will
prepare minutes of the meetings. Copies of minutes of meetings will be distributed to all
attending parties.
The RPM shall ensure that discussions at meetings are kept within the agenda for the
meeting. Progress meetings should address progress (or lack of it) and should be aimed
at the way ahead to complete the Works, and should not degenerate into laying the
blame for past non-achievement. Such matters should be referred to specific meetings,
possibly between fewer individuals. The Engineer should be firm in his control of such
matters at meetings.
It is planned that the following meetings will be held regularly:
6.4.1 Management Meeting
Management Meetings will be undertaken to review progress and arrangements for
future work. These meetings will be scheduled as required and at the request of the
Engineer or Contractor.
6.4.2 Monthly Progress Meeting
During the construction period, Monthly Progress Meetings will be initiated and chaired
by the Engineer to monitor the progress, discuss problems encountered during
construction, the organisation of works etc. The main discussions will be carried on the
basis of the Contractors Monthly Progress Report. The usual participants to the
meetings are the representatives of the Engineer, the Contractor and the Employer.

The agenda for each meeting should be based on the minutes of the previous meeting to
ensure that all topics and actions taken are reviewed. New items will be added to the
agenda as required and old topics dropped when no longer relevant.
6.4.3 Traffic Liason Meeting
These meetings will be held on a monthly basis, or at other agreed times, to discuss
major changes to traffic management. Representatives from the Contractor, the
Contractors Designer, RNCNMR and other emergency services will be invited to attend
the meeting.

6.5 CONSTRUCTION QUALITY CONTROL
The Engineer will ensure that materials incorporated into the permanent works and the
quality of workmanship employed meets the required standards. This will be achieved
through monitoring of the quality control tests carried out by the Contractor, independent
sampling and testing of materials and products as necessary, and acceptance tests on
the completed works.


Detailed quality control and quality assurance plans will be prepared by the Contractor
and will be subject to approval by the Engineer. The quality assurance plans will specify
the frequencies of sampling and testing for all materials and products. These plans will
also identify specific hold points for which the Contractor must obtain the consent of
authorised designated personnel before covering up the works. The Contractor will be
required to inform the Engineer whenever any work is ready and before it is covered up.
The Engineer will check and verify that the specified number of tests are carried out by
the Contractors laboratory. Each member of the Engineerss staff must be familiar with
the quality assurance and quality control procedures implemented by the Contractor. A
degree of authority will be delegated to members of the Consultants staff in respect of
acceptance of parts of the permanent works. A copy of the staff delegation of duties
letter is presented in Appendix C.
The satisfactory execution of the Contract Works involves the development of an overall
Quality Assurance System, which extends to cover the following:-
Quality Control
Testing Materials
Contractors Work Methods and Procedures
Programme of the Works
Contractors Facilities, Organisation, Supervision and Equipment
The overall objective of the Quality Assurance System is to ensure that the Contractor is
able to satisfy the Engineer that the work methodology and workmanship, and the
procedures for testing and quality control are in accordance with the Technical
Specifications and that the quality of his management, planning and equipment are to the
required levels to achieve completion of the whole of the Works within the assigned
Contract duration.
In particular the Contractor is required to provide satisfactory evidence before starting
work that:-
his understanding of the requirements and methods for carrying out quality control and
testing procedures are adequate.
his methods of storing and testing materials, including removal and replacement of any
unsuitable and rejected items are satisfactory.
the standard and quality of his work methods including arrangements for traffic control
(where necessary), are safe and effective.
the method and presentation of the Work Programme are suitable and realistic and
sufficiently detailed.


his management, supervisory personnel and skilled labour are qualified and experienced
for their respective positions to carry out the tasks entrusted to them.
the construction equipment which is mobilised to the Site is suitable for the tasks it is to
perform and in sufficiently good condition to achieve the production targets.
The Engineer will develop a clear understanding of the Project design and details, as
presented in the Drawings, and a familiarity with the requirements of the relevant
sections of the Technical Specification. Then the Engineer will establish the pre-
construction testing requirements for materials, which are to be provided by the
Contractor as a pre-requisite to the commencement of each element of the Works, and
also to identify the specified construction practices and testing requirements. For the
major elements of the work this understanding of the details of the Specification is
necessary for the Engineer to evaluate the Contractors proposed methods of working,
as are required to be provided with the Programme of the Works.
Effective Quality Control requires that understanding of the construction and testing
procedures is extended to the Contractors Site Foreman and the Engineers Resident
Engineers and Site Engineers. For major repetitive operations this can best be achieved
through a combination of formal and informal communication. Approvals and testing
procedures should be formalised, with the initial frequency of testing matching the
specified requirement.
For extensive, difficult or important elements of the Works, the initial section(s) may be
treated as trial areas where the Contractors proposed construction method is tried out
and tested, and possibly modified or further developed to achieve the specified standard.
The establishment of systematic, formal Quality Control procedures by the Engineer also
serves to impress on the Contractor that the Specification and Contract Conditions are to
be enforced. As a consequence, the Contractor often adopts a more serious approach
towards the Technical Specifications and the proper introduction of the requisite
construction procedures and tests.
It is therefore important that the Engineer establishes the Quality Control System from
the beginning of the Works, making his intentions entirely clear to the Contractor. The
Contractor should be informed of the various procedural and testing forms, which the
Engineer requires. The sample forms may be adopted, but the Contractor should first be
invited to develop and submit those which he intends to employ. Many Contractors
employ standard forms, which may be suitable or adaptable for the Contract Works.
The requirements for Materials and Testing are contained in various clauses in the
Technical Specification.
Materials and Material Suppliers are required to be approved in advance by the
Engineer. Samples of Materials and Certificates or test results should be provided by the
Contractor to ensure compliance with the specified requirements.
The Contractor is responsible for conducting all laboratory tests in a testing laboratory,
which is approved by the Engineer using only equipment and methods which accord with
the specified Normatives and Standards. In order to satisfy the Engineer of his


awareness of those requirements and the suitability of the sampling and testing
procedures, the Contractor should be required to demonstrate his intentions concerning:-
the method of recording and presenting field and laboratory test results.
the methods and procedures to be adopted for testing specific items of work.
details of the laboratory and equipment to be employed.
the provision of certification regarding the compliance and calibration for sampling
and testing equipment.

6.6 MEASUREMENT & PAYMENT CERTIFICATES
6.6.1 Measurement
Measurement of the works and services will be principally based on the design drawings
and the Bill of Principal Quantities. Quantities for work items, which require field
measurements, will be agreed with joint measurements carried out by the Contractor and
the Engineer. Payments will be made upon request by the Contractor, which will be
supported by documentary evidence that works have been completed satisfactorily and
submitted when defined milestones have been achieved.
6.6.2 Payment Certificates
Payment Certificates will be issued by the Resident Project Manager if a request has
been received from the Contractor. A sample of a Payment Certificate will be attached in
Appendix H.
It should be noted that Interim Payment Certificates are provisional and may be amended
at a later stage in case of errors or works not complying with the quality required by the
Technical Specifications (tests, etc).

6.7 COST AND TIME MONITORING
Cost and Time Monitoring is to ensure timely information about status of expenditure and
construction progress and to take measures in case of cost overruns or delays in overall
construction.
6.7.1 Cost Monitoring
Cost monitoring will be consecutive and reported on a monthly basis.
6.7.2 Time Monitoring
The basis for monitoring the progress of works will be the accepted Works Programme.


All works completed will be correlated to the length of pavement layers or major
structures completed. Any interim delay will be notified to the contractor with the request
to inform about corrective measures to ensure that the final completion date will be
retained.
Time monitoring is not limited to works progress only but also relates to time limits for
approval, requests, payments, etc. for other parties of the Contract and as agreed from
time to time or already stipulated in the contract.
6.7.3 Programme of Works
In accordance with Clause 8.3 of the Conditions of Contract, the Contractor is required to
submit the Program of the Works within 28 days of receipt of the Letter of Acceptance
and is to submit updates whenever the previous programme is inconsistent with actual
progress.
The Programme is required to detail monthly quantities and resource allocations, and
thus should present production rates. The Programme should extend to include activities
other than the Permanent Works, such as the issue and approval of Working Drawings,
Temporary Works and execution of the latter as well as work carried out by others.
The Programme of Works is an important document, which reflects the Contractors
planning, and the intended sequence of executing of the Works within the assigned
Contract period. It is therefore essential that it is submitted punctually, if the Engineer is
to effectively monitor the Contractors progress from the outset. In addition to determining
cash flow forecasts, to ensure that the funding is available to pay the Contractors
Payment Certificates, it also forms the basis for co-ordination of the Works with other
Authorities and Contractors and liaison with Utility Companies for locating and/or
diverting their services. Owners of the adjoining properties can be informed and road
traffic management schemes can be agreed with police and municipal authorities.
A good Programme will be well planned to exhibit a logical sequence of activities, which
take account of any seasonal weather or contractual restrictions, and employs realistic
rates of production, which are compatible with the equipment assigned and the
scheduled delivery dates of materials.
It should be appreciated that a well planned achievable Programme is in the best
interests of both the Contractor and the Employer, since it is most likely to result in good
quality work being achieved at the most economical cost within the assigned Contract
duration. The Engineer should therefore consider the following points when appraising
the Contractors Programme.
Is the level of detail and information sufficient?
Can the planned production rates be achieved with the intended labour and
equipment resources?
Is the sequence of main activities appropriate?
Have all known restraints been considered? (E.g. are seasonal outputs realistic?)


Have interfaces with other Contracts and Authorities been considered?
Is sufficient time allowed for establishing the Site and the initial deliveries of
equipment and materials?
6.8 CLAIMS
The Engineer will analyse all claims submitted by the Contractor when it is confirmed
they have been prepared and submitted in accordance with contract requirements. The
Engineer will forward to RNCMNR a report for each claim submitted which will address
the particulars of the claim and possible outcomes.

6.9 AUDITING AND APPROVAL OF QUALITY SYSTEM DOCUMENTS
6.9.1 Contractors Quality System
The Engineer will regularly audit the Contractors quality system, covering all aspects of
the system at least once per twelve months. Contractors quality plans and method
statements for specific areas of work will be comprehensively checked by staff
knowledgeable in the subject prior to approval. The Contractor will not be allowed to
proceed with work until requisite documents have been received and approved.
The Engineer will maintain matrices of status of document approval, showing document
reference, date received, date of any return for modification and date of approval.
Clause 4.9 Quality Assurance of FIDIC requires that the Contractor institute a system
of quality assurance. This requirement is specified in two areas of the contract:-
Employers Requirements, which require the system to be ISO 90012001, and
The requirement to comply with Romanian Law, which is also stated in the Employers
Requirements.
In respect of all requirements of the Contract and Romanian Law, supervision would
need to be on a spot check basis that the following was being carried out:-
That all materials conform to the appropriate standard, in the majority of the case to the
appropriate Romanian Norm.
That procedures are being followed where required (on site, off-site etc.).
That records are being prepared and maintained as required.
This can only be done by periodic audits to establish assurance that the Contractor is
fulfilling obligations imposed by both the Contract and the requirements of Romanian
Law and legislation.
The overall requirement is:-


For the Contractor to conduct internal audits.
For the Engineer to ensure that these audits are being carried out.
Engineer to conduct periodic audits.
Observational spot checks at the work site during phases of the construction.
Such practice will assess:-
That the Contractor has appropriately qualified and duly authorised persons to meet the
requirements of Romanian legislation (RTE Engineer).
That required procedures are being followed.
That the Contractor maintains access to all relevant standards and norms.
That the contractor secures and maintains documentation in accord both with the
requirements of Romanian Law and ISO9001-2001.

6.9.2 Engineers Quality System
Staff of the Engineer will carry out regular audits of the Engineers quality system,
covering all aspects of the system at least once per twelve months.

DESIGN AND BUILD OF CONSTANTA BYPASS


APPENDIX A

PROJECT LOCATION MAP



APPENDIX B

KEY PROJECT PERSONNEL
WORK DUTIES



Resident Project Manager
The RPM shall:
Carry out the duties of the Engineer, as described in the civil works contract documents;
Manage the consultants team;
Elaborate the program of activities of his team;
Check that the commission is carried out in accordance with the Terms of Reference;
Verify and certify the interim and final statements of work;
Produce the periodic reports;
Produce the final reports;
Produce any other reports as required by the Employer;
Inspect the Works during the Defects Notification Period and issue the related reports;
Advise the client on any issue likely to affect the financial resources;
Delegate duties as appropriate to assistants.

Resident Engineers
The REs shall:
Carry out the duties of the Employers Representative, as delegated to him by the
Engineer;
Supervise execution of works and check the finished works before taking over;
Timely inform both the Resident Project Manager and the Contracts Engineer about
probable Variation Orders and unexpected increases in costs, resulting from a Site
Instruction issued to the Contractor;
Co-ordinate daily the supporting staff assigned under his direct control, ensuring a
constant supervision and quality control of the works in progress;
Follow-up of the works in order to advise the Resident Project Manager about any event
which might create disturbance or disorders on site;
The Resident Engineer (Roads) will directly oversee the highway construction;
The Resident Engineer (Bridges) will directly oversee the construction of the structures.
The Resident Engineers will report to the RPM
The REs may write and sign letters to the Contractor about the site matters, which they
will clear with the RPM before issue.

Contracts Engineer
The Contracts Engineer shall:
Analyse any claims for extensions of time and additional and unexpected cost and
generate reports complete with recommendations for the Employer;
Draw up variation orders and value all varied work in accordance with the Contract;
Prepare contract addenda;
Carry out effective financial management of the works contract by checking and
confirming contractors cash flow projections of costs to completion, maintaining a data-
base of payments to the Contractor and maintaining all records necessary for auditing
purposes and the defense of claims;
Keep weekly records of all work carried out, monitor works progress and assess whether
milestones have been achieved and payments are due;
Verify that the paid work (at milestones) is for work that has already passed the quality
control requirements;
Act as the reference person, on behalf of the Resident Project Manager, for answering to


all queries and clarifications from RNCMNR, concerning the Interim Payment Certificates
and the monthly statements.

Senior Quality Assurance Engineer
The SQAE shall:
Review and analyse the quality assurance plan produced by the Contractors;
Develop and be responsible for the Engineers quality system;
Arrange for and conduct regular auditing of the D & B contractors quality systems;
Co-ordinate the supporting staff engaged for quality control in order to ensure that all
related procedures are implemented by the Engineers staff;
Prepare a database of procedures regarding the implementation of quality assurance
plans;
Check that procedures are implemented;
Elaborate a procedure to be applied of the delivery, checking approval and payment of
the materials to be incorporated in the permanent works;
Identify weaknesses in the implementation of quality assurance plans;
Discuss any remedy with the Contractors
Review and comment on Method Statements and Contractors Specifications
Approve the quality of the Works
The SQAE may write and sign letters to the Contractor about the quality matters, which
he will clear with the RPM before issue.
Report to the Resident Project Manager.

Quality Assurance Engineer
The QAE shall assist the SQAE in the following:
Review and analyse the quality assurance plan produced by the Contractors;
Develop and be responsible for the Engineers quality system;
Arrange for and conduct regular auditing of the D & B contractors quality systems;
Co-ordinate the supporting staff engaged for quality control in order to ensure that all
related procedures are implemented by the Engineers staff;
Prepare a database of procedures regarding the implementation of quality assurance
plans;
Check that procedures are implemented;
Elaborate a procedure to be applied of the delivery, checking approval and payment of
the materials to be incorporated in the permanent works;
Identify weaknesses in the implementation of quality assurance plans;
Discuss any remedy with the Contractors
Approve the quality of the Works
Check Laboratory results ensuring that they meet the specified requirements
Report to the Senior Quality Assurance Engineer.

Design Engineer
The Design Engineer shall:
Review and comment on all designs and drawings submitted by the Contractor and on
any other design matter brought up.
Supervise the Design Review Engineer(s)
Coordinate with the Highway Engineers on the design issues where appropriate.
Report to the Resident Project Manager on the design issues.
The Design Engineer may write and sign letters to the Contractor about the design


matters, which he will clear with the RPM before issue.

Design Review Engineer
The Design Review Engineer shall:
Review and comment on all designs and drawings submitted by the Contractor and on
any other design matter brought up.
Report to the Design Engineer

Highway Engineers
The Highway Engineers shall:
Review the drawings issued for construction. Comment on any design issues falling in
his area of responsibility. Supervise the construction works and inspections in his area of
responsibility.
Highway Engineer 1 (Roads) is responsible for supervising the Roads/Bridges Inspectors
and reporting to the Resident Engineer (Roads)
Highway Engineer 2 (Bridges) is responsible for supervising the Structures\ Engineers
and Bridges/Roads Inspectors and reporting to the Resident Engineer (Bridges)

Structure Engineers
The Structure Engineers shall:
Review structural drawings issued for construction.
Inspect and supervise construction of structures in his designated area.
Structure Engineer 1 will be responsible for structures on the northern third of the project;
an exact list of specific bridges is to be issued.
Structure Engineer 2 will be responsible for the structures on the southern third of the
project; an exact list of specific bridges is to be issued.
During the absence of either Structure Engineer, the other shall cover his works as well,
with assistance as needed from inspectors and Highway Engineer 2 (Bridges).
Will report to the Highway Engineer 2 (Bridges) and the Resident Engineer (Bridges).

Short-term Experts
Shall have their duties defined and agreed prior to their mobilization, if they are needed.

The Inspectors shall:
Inspect and supervise the works being carried out in his assigned area, and report to the
appropriate Highway Engineer and Resident Engineer.
Assure compliance with the relevant Romanian norms, standards and laws dealing with
construction.
Respond to Requests for Inspection from the Contractor and ensure that no works are
covered that do not meet specified requirements.
Approve or reject works on site.
Give verbal instructions regarding the work to the Contractors personnel on site, which
must later be confirmed in writing.
Maintain daily diaries of works undertaken by the contractor.
Assist in the specific area of other Inspectors if required and if time permits.

Actual duties of inspectors will depend on the workload on site, and will be assigned by
the REs. However, at this stage we anticipate the following breakdown of areas:
Inspector 1 (Roads/Bridges) South will be primarily responsible for supervising highway
work in the south half of the project from Km. 12+000 to Gate 9 of the port.


Inspector 2 (Roads/Bridges) North will be primarily responsible for supervising highway
work in the north half of the project., from Km. 0+000 to Km. 12+000
Inspector 3 (Roads/Bridges) will be primarily responsible for supervising culverts,
drainage, and other non-bridge structural works, as well as attending Determinant Faze
Inspections and covering road works if others are on vacation.
Inspector 4 (Bridges/Roads) will be primarily responsible for supervising structural works
in the middle third of the project; an exact list of specific bridges is to be issued..
Inspector 5 is the Health and Safety Coordinator for the project, and will be responsible
for the overall health and safety matters on the project, including writing letters about
health and safety issues, and carry out at a minimum weekly health and safety
inspections
Inspector 6 (Quantities/Roads) will be primarily responsible for quantity survey
work tracking the quantities, and checking highway construction if needed.


APPENDIX C

STAFF ORGANISATION CHART & LETTER OF DELEGATION OF
AUTHORITY (PAG 648/458)



APPENDIX D

CORRESPONDENCE



Constanta Bypass Design and Build
Phase III - Construction files

Contractor: FCC/Astaldi JV

CBP 1 Incoming Correspondence
CBP 1.1 RNCMNR/DRDP to Hill
CBP 1.2 FCC/Astaldi JV to Hill
CBP 1.3 Others to Hill

CBP 2 Outgoing Correspondence
CBP 2.1 Hill to RNCMNR/DRDP
CBP 2.2 Hill to FCC/Astaldi JV
CBP 2.3 Hill to Others

CBP 3 Finance and Contractual
CBP 3.1 FCC/Astaldi contract and presentation docs
CBP 3.2 Certificates and Payments
CBP 3.3 Insurance
CBP 3.4 Variation orders
CBP 3.5 Dayworks
CBP 3.6 Claims
CBP 3.7 Surveys and Measurement

CBP 4 Programmes and Progress
CBP 4.1 Programmes
CBP 4.2 Daily Reports (Contractor)
CBP 4.3 Weekly Reports (Contractor)
CBP 4.4 Monthly Progress Reports (Contractor)
CBP 4.5 Other reports

CBP 5 Meetings
CBP 5.1 Weekly Site Meeting
CBP 5.2 Monthly Site Meeting
CBP 5.3 Meetings with RNCMNR/DRDP
CBP 5.4 Internal meetings
CBP 5.5 Design meetings
CBP 5.6 Other meetings

CBP 6 Traffic Management, Health & Safety and Environmental
CBP 6.1 General
CBP 6.2 H&S Plan
CBP 6.3 Record of the accidents
CBP 6.4 Environmental Management Plan
CBP 6.5 Spill response reports
CBP 6.6 Traffic Management

CBP 7 Construction and Commissioning
CBP 7.1 Technical Project (PT)
CBP 7.2 Working Drawings (DDE)
CBP 7.3 Construction Authorization, Urbanism Certificate and all other permits


CBP 7.4 Site Instructions
CBP 7.5 Site Inspections (Determinant phases/PVFD, Hidden works /PVLA,
other Inspections)
CBP 7.6 Taking over reports and docs, for all phases
CBP 7.7 - As-built documents
CBP 7.8 - Site inspection file
CBP 7.9- Works Nonconformity reports and their reports of resolution
CBP 7.10- Other relevant documents

CBP 8 Plant Approval

CBP 9 Materials and Test Certificate Approval

CBP 10 Quality Assurance System - Contractor
CBP 10.1 General
CBP 10.2 Quality Assurance System and Project Quality Plan
CBP 10.3 Method Statement and Works Quality Plan approval
CBP 10.4 Quality System Audits

CBP 11 Quality Assurance System Consultant
CBP 11.1 General
CBP 11.2 Quality Assurance System and Project Quality Plan
CBP 11.3 Quality System Audits





APPENDIX E

REPORTS



TABLE OF CONTENTS
1. GENERAL DESCRIPTION OF PROJECT ADVANCEMENT TO DATE
1.1. GENERAL INFORMATION ON THE CONTRACT
1.2. PROGRESS SUMMARY
1.3. SITE POSSESSION SUMMARY
1.4. PROJECT MODIFICATIONS PROPOSED BY CLIENT/LOCAL BENEFICIARY
1.5. PROJECT INTERACTION WITH OTHER LOCAL PROJECTS
1.6. STATUS OF INSURANCES, DESIGNS AND OTHER CONTRACTUAL OBLIGATIONS
2. PROJECT PROGRESS DURING CURRENT MONTH
2.1. WORK PROGRAM ANALYSIS
2.2. CONSTRUCTION WORKS DURING THE MONTH
2.3. CLIMATIC CONDITIONS
2.4. PROCUREMENT, SUPPLY AND DELIVERY TO SITE OF MATERIALS
2.5. SUBCONTRACTORS PRESENT ON SITE, LOCATION AND SCOPE OF WORK
2.6. CONSTRUCTION METHOD STATEMENTS SUBMITTED TO THE ENGINEER
2.7. EQUIPMENT PRESENT ON SITE, LOCATION AND SCOPE OF WORK
2.8. STAFF, SKILLED LABOUR AND LABOUR PRESENT ON SITE
2.9. MATERIAL TESTS, RESULTS & CERTIFICATES.
2.10. NOTICES GIVEN BY THE EMPLOYER OR BY THE CONTRACTOR.
2.11. CLAIMS
3. ACTUAL AND PLANNED PROGRESS
3.1. PHYSICAL PROGRESS
3.2. FINANCIAL PROGRESS
3.3. DELAY OR EXPECTED DELAY, CAUSES
3.4. COMPARATIVE ANALYSES OF WORKS FROM MONTH TO MONTH, PROPOSALS FOR
RECOVERING DELAYS
3.5. VARIATIONS
3.6. UPDATED PLANNING AND TRACKING


4. FINANCIAL REPORT
4.1. CASH FLOW ANALYSIS
4.2. PAYMENT
4.3. VARIATION
4.4. CLAIMS
4.5. EXCHANGE RATE
4.6. ADJUSTMENT
4.7. ESTIMATED FINAL COST
5. ANNEXES
5.1. MINUTES OF MEETING/AIDE-MEMOIRES
5.2. LIST OF CORRESPONDENCE RECEIVED FROM CLIENT (RNCMNR)
5.3. LIST OF CORRESPONDENCE RECEIVED FROM CONTRACTOR (JV FCC/ASTALDI)
5.4. LIST OF CORRESPONDENCE SENT BY ENGINEER (HILL/WSP CONSORTIUM)
5.5. PHOTO ANNEX
5.6. DATA FOR ADJUSTMENTS FOR CHANGES OF COST
5.7. SUMMARY OF CONTRACTORS IPC SUBMITTALS
5.8. CONSULTANTS' INVOICES FOR PHASE III - CONSTRUCTION SUPERVISION



APPENDIX F

MEETINGS



WEEKLY/MONTHLY PROGRESS MEETING AGENDA

ATTENDANCE LIST
1. APOLOGIES for NON-ATTENDANCE
2. ACCEPTANCE OF PREVIOUS MINUTES
3. MATTERS OUTSTANDING
4. DESIGN ISSUES
4.1. Alignment
4.2. Bridges
5. CLAIMS
5.1. Submitted
5.2. Settled
5.3. Outstanding
6. PAYMENT CERTIFICATES
6.1. Submitted
6.2. Outstanding
7. PROGRESS
7.1. Earthworks
7.2. Bridgeworks
7.3. Pavement
7.4. Culverts & Drainage
7.5. Site Compound/offices/laboratory/concrete and asphalt plant/workshop
7.6. Utility Relocation
7.7. Employer Requirements clause 2.5 regarding the State Inspection in Construction.
a) Common strategy and cooperation to be able to respect the schedule of determinant
phase proposed to ISC.
b) Other comments and requrements of ISC.
7.8. (Other items)
8. MATTERS AFFECTING PROGRESS
9. QUALITY ASSURANCE
10. ENVIRONMENT
11. HEALTH AND SAFETY
11.1. Accident Reports
12. CONTRACTORS STAFF
13. SUBCONTRACTORS
14. DATE OF NEXT MEETING


APPENDIX G

INTERIM PAYMENT CERTIFICATES



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CONSULTING SERVICES FOR DESIGN AND CONSTRUCTION SUPERVISION OF CONSTANA BY-PASS

Issue Date: 22 September 2009 Revision 2

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