EMPM5103-PQMP Assignment _Part B

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Issuance Date: 1/11/2010 PQP: 1

Uv

w

Const. Sdn Bhd

PROJECT QUALITY PLAN

The construction of 40-storey Grade “A” Office Building located at Jalan Sidek,Kuala Lumpur

UVW/PQP

CONTROLLED DOCUMENT Issued By:

Ir. Ismail Bin Ibrahim Management Representative

(XYZ Consultant)

ISSUED TO:

Azman Salim RHB Dev Berhad

Approved By: DEPARTMENT:

QUALITY

CHIEF EXECUTIVE OFFICER _{COPY NO.: MASTER}

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REVISION RECORD SHEET

REV

NO.

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TABLE OF CONTENT

1.0 INTRODUCTION 4

2.0 PROJECT QUALITY OBJECTIVES 7

3.0 PROJECT ORGANIZATION CHART & SITE LAYOUT PLAN 8 4.0 RESPONSIBILTIES & AUTHORITIES OF PRINCIPAL STAFF AT SITE 10 5.0 RESPONSIBILTIES & AUTHORITIES OF PRINCIPAL STAFF AT

HEAD OFFICE 15

6.0 PROJECT PROGRAMMES AND MONITORING 17

7.0 SCOPE OF WORK 18

8.0 METHOD STATEMENT 19

9.0 INTEGRATED MANAGEMENT SYSTEM (IMS) PROCEDURES &

OTHER FORMS 21

10.0 HEALTH, SAFETY, ENVIRONMENTAL & TECHNICAL STANDARDS 23 11.0 MAJOR CHANGES TO THE CONTRACT DIRECTLY AFFECTING

THIS QUALITY PLAN 25

12.0 INSPECTION & TEST PLANS 30

13.0 QA/QC FORMS 34

14.0 PROJECT INTEGRATED MANAGEMENT SYSTEM (IMS) AUDITS 35

15.0 MANAGEMENT REVIEW OF SITE QUALITY PLAN 36

16.0 TYPE OF MEETINGS PLANNED & THEIR FRECUENCY 37 17.0 TYPES OF RECORDS TO BE MAINTAINED & THEIR FREQUENCY 39

18.0 PROJECT DOCUMENT CONTROL 40

19.0 CONTRACT DETAILS OF OTHER PARTICIPANTS IN THE PROJECT INCLUDING LOCAL AUTHORITIES, CONSULTANTS, ETC. 51

20.0 HANDOVER PROJECT 52

Attachment A - Company Quality Policy 55

Attachment B - Inspection & Test Plan Requirement (sample) 56 Attachment C - QA/QC Inspection Register List (sample) 57

Attachment D - QA/QC Inspection Forms (sample) 58

Attachment E – Document Control Register List (sample) 59 Attachment F - Document Control Inspection Form Request (Sample) 60

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1.0 INTRODUCTION

This project is awarded to UVW Const. Sdn Bhd, as such, UVW Const. Fully subscribes to common Quality Policy, Quality Mannual and Quality Procedures adopted by the company. The common QUALITY POLICY presently subscribes by TUV Const. is attached in ATTACHMENT A.

1.1 PROJECT BRIEF

The construction of 40-storey Grade “A” Office Building, comprises of two (2) level basement car park, ground floor, mezzanine floor and 39 floors of 6000m square office in every floor complete with male and female toilet, pantry, AHU rooms, maintenance room, 3 lifts and additional BOMBA lift located at Jalan Sidek, Kuala Lumpur.

1.2 SCOPE OF WORKS

The works covered by this Contract comprises the following; a) Architectural

b) Civil and Structural

c) Mechanical and Electrical and d) All Related External Works

1.3 CONTRACT INFORMATION

a) Contract Sum: RM 82, 500, 000.00 b) Date of Completion: 14 October 2013 c) Defect and Liability Period: 12 months

d) Client: RHB Dev. Berhad. e) Turnkey Contractor: TUV Const. Sdn Bhd.

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h) Date of Site Possession: 15th October 2010 i) Commencement Date: 15th October 2010 j) Contract Completion Date: 14th October 2013 k) Contractor’s All Risk Policy No: 007

l) Contractor’s Workmen Compensation Policy No: 008

m) Sum of Performance Bond: 5% of the Contract Sum n) Contract Period: 36 months.

1.4 IMPLEMENTATION

The contract of the execution and completion of structural, architectural, mechanical and electrical, related external works for RHB Dev. Berhad.

The site team member comprises of UVW Const. and sub-contractors site management teams.

1.5 PURPOSE

The project Quality Plan is intended to ensure that all the activities are both effectively and efficiently managed by the site team to meet project requirements. The areas of site management are as follows;

i) Communication Management. ii) Contract Management. iii) Progress Management iv) Quality Management.

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This PQP should be read in conjunction with the following supporting quality documents;

1. Quality Manual

Based upon the requirement of ISO 9001:2008, the manual outlines UVW’s general policies on quality.

2. Quality Procedure and Guideline

Internal documents which described quality control methods, responsibility and records.

3. Method Statements

Documents which described the construction method sequence, material and equipment used in each activity.

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2.0 PROJECT QUALITY OBJECTIVES

Implementation of this project will be supportive of the core objectives of the company as stated in the Quality Policy Statement. The following objectives have been specifically adopted for this project;

1) To conduct kick-off meeting with all new sub-contractors highlighting quality issues.

2) To ensure no repetitive NCR or complaints of similar type. 3) Timely completion of works before agreed handover dates. 4) To maintain good working relationship with Client and S.O 5) To meet customer expectation quality, sustainability and safety.

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3.0 PROJECT ORGANIZATION CHART & SITE LAYOUT PLAN

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4.0 RESPONSIBILTIES & AUTHORITIES OF PRINCIPAL STAFF AT SITE

4.1 General

The project organization chart, Job Description, Competency requirements, Group Procedures & Authorities (GPA) and Business Process Map had been established to define the responsibility, authority and the interrelation of personnel who manage, perform and verify the work affecting the quality of the services.

The site is where the project takes place and where a major part of the Quality System is implemented,

The Site Office Operation covers procedures as follows: • Construction supervision

• Site document control • Inspection and testing

• Final inspection and handover

• Non-conformance and corrective action • Handling and storage

4.2 The responsibilities of key personnel are as follows: (a) Project Manager (PM)

The Project Manager has overall authority in the determination of all matters affecting the implementation and operation of the project. He reports to the Head of Construction (Project Director). He is responsible for:-

To ensure the quality of workmanship on the project;

Organizing audits in accordance with the quality assurance plan;

Reviewing the status and adequacy of the project quality plan; and

Reviewing the effectiveness of the quality assurance plan.

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Ensures resources are available to support the site project teams.

(b) Assistant Project Manager (APM)

Shall assist Project Manager in overall project matters implementation and operation of the project. He reports to the Project Manager (PM). He shall be responsible for the following in the absent of PM:-

To ensure the quality of workmanship on the project;

Organizing audits in accordance with the quality assurance plan;

Reviewing the status and adequacy of the project quality plan; and

Reviewing the effectiveness of the quality assurance plan.

Monitor the overall work programme.

Liaison with other departments og the HQ support.

Ensures resources are available to support the site project teams.

(c) Construction Manager (CM) Report to PM

Planning and scheduling of works, sub-contractors. Daily planning and the execution of works.

Liaison with authorities, consultants and client on project matters. Monitoring and ensuring the timely completion of the project. Coordinating with sub-contractors.

Liaise on work tasks and construction methods to be used with the sub

contractors;

Keep track on variation and claims of contract and cost impact, and feedback

information to PM.

Implementation coat control measures to meet project budget.

Coordinate with QA/QC Department to ensure quality performance of project

to meet customer requirements.

Review technical/construction matters and corrective actions.

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The Project Engineer reports to Construction Manager and he is responsible for:-

Plans daily and weekly work;

Liaise with the sub contractors, consultants, suppliers, local authorities and

land owner.

Ensure quality of works meet specifications.

Monitor progress of works for timely completion of project. Implementation of project method statement; and

Inspection and test plans.

Liaison with QQ/QC Dept. On quality matters related works. Construction works programme scheduling and monitoring Produce monthly and weekly report.

To ensure work is carried out in safe manner and conforming to

environmental requirements.

(c) Site Agent/Liason Officer (SOM)

The Site Agent reports to Project Engineer and he is responsible for:- Maintain and track the actual progress against planning; and

Monitors progress of work, quality of workmanship compliance with

requirements.

(d) HSE Officer

The HSE Officer shall advise Project Manager on safety construction regulations, health, safety and environmental matters at work. He or she is responsible for:-

Establish the Emergency Response Plan (ERP);

Practice relevant safety matters;

Promote safe conduct of work;

Ensure everyone wearing personnel protection equipment when entering site;

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Investigate the cause of any accident and recommends means of prevention; and

Conduct monthly safety meeting and weekly tool box meeting.

* For Emergency Response Plan (ERP), the document shall be submitted seperately .

(e) Surveyor (S)

The Surveyor reports directly to the Project Manager. He is responsible for:-

To carry out and confirm all of the necessary survey works (ROW, OGL, Cadastral & As-built survey);

Verify all survey data; and

To produce survey reports (daily, weekly, monthly and final).

(f) Quantity Surveyor (QS)

The Quantity Surveyor report directly to the Project Manager, He is responsible for:-

Handled the preparation of progress payment claim to Client and preparation of progress payment certificate to sub contractors;

Preparation of variation orders;

Preparation of material schedule, cash flow and verification of material requisition;

Monitor and schedule the financial progress; and

Advise Project Manager on contractual matters.

(g) QAQC Engineer (QA/QC Eng)

The QAQC Engineer is assisting QA and QC Manager on implementing, maintaining, monitoring QAQC scope for the works. Operationally he will liaise with Project Manager on QAQC matters. He is responsible for:-

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Ensure the implementation of the quality management system is in accordance with ISO 9001:2008, ISO 14001:2004 & OHSAS 18001:2007 requirements; and

Monitor and manage all site office QAQC documents

(k) Site Supervisor (SS)

(Structure Supervisor / Civil Supervisor / M&E Supervisor) The site supervisors are responsible for:-

Handled the quality control of architectural/engineering component of project;

He shall notify Project Engineer promptly of any problems may arise on site; and

He maintains and record daily site activities.

(l) Administration Officer cum Document Controller (AO/DC)

The Document Controller is responsible to record and distribute incoming and outgoing document and establish filing system. The Document Controller shall distribute revised document and issue drawings to respective parties.

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5.0 RESPONSIBILTIES & AUTHORITIES OF PRINCIPAL STAFF AT HEAD OFFICE

5.1 General

The group organization chart, Group Procedures & Authorities (GPA) and Business Process Map had been establish to define the responsibility, authority and the interrelation of personnel who manage, perform and verify the work affecting the quality of the services.

The Head Office is responsible for the value of chain of the company’s business which includes the securing of contracts and activities associated with construction.

It serves as the Headquarters of the Company and also provides support activities to the Site Officers such as finance, administration, procurement, information management and training.

5.2 The responsibilities of key personnel are as follows:

(a) Project Director

The Project Director is responsible for the successful execution of performance and completion of the project. He monitors the program, progress and performance of the project. He shall review and approve commercial and contractual matters, resolve internal and external disputes. He approve of Master Construction Programme, Project Quality Plan and Environmental, Safety and Security Plan. He also control of project budget and expenditures and highlight variance to Senior Executive Director.

(b) Deputy Project Director

In the event of the absence of Project Director, Deputy Project Director will take over the responsibility of Project Director. He will monitor the program, progress

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contractual matters, resolve internal and external disputes. He approve of Master Construction Programme, Project Quality Plan and Environmental, Safety and Security Plan.

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6.0 PROJECT PROGRAMMES AND MONITORING

The Project Manager is responsible for the leading of the project team in the planning and programming of the construction activities for the project.

The project scheduling showing key dates for commencement & completion, milestone, phases of project etc. shall be done by the use of Microsoft Project software/ Primavera software.

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7.0 SCOPE OF WORK

The Works to be executed under this Contract for a period of 36 months include the followings :-

(1) Provision of bank guarantees, insurances, workmen compensation and SOCSO, survey and setting out, site facilities arrangement, mobilisation and demobilisation of plant, testing, safety & health care and all other necessary preliminaries and general;

(2) Site clearing, demolition of existing obstruction and removal and disposal of the same;

(3) Excavation, filling, trimming, compaction and all necessary earthwork;

(4) Construction of earth drains, concrete drains culverts, stream diversion and all other drainage structures;

(5) Construction of road pavement and road shoulders,

(6) Construction of the 4o storeys building and all other associated structures;

(7) Provision of pavement markings, traffic signs, guard rails and all other road furniture;

(8) Turfing, retaining walls, gabion walls and all other slope protection structures; (9) Maintenance of existing road and provision of access for others where required; (10) Locating temporary diversion, relocation, replacement of existing utility services,

liaison with appropriate authority or owner, obtaining approval, inter-phasing and all incidental works including addition of necessary new services and testing required by the appropriate authority;

(11) Environmental Management and Mitigation Measures; and

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8.0 METHOD STATEMENT

The following Method of Statement as enclosed are to be observed. The Method Statement for this project shall not be limited to the following attached method statement. Other works method statement will be submitted in stages as work at site progress.

Listed below are the lists of Method Statements. Method Statements are to be submitted to the Resident Engineer (RE) prior to be commencement of works on site.

A. Civil & Structural

1) Earthwork 2) Road work 3) Drainage 4) Sewerage 5) Water supply 6) Concreting 7) Tilling/Finish 8) Reinforcement 9) Formwork 10) Brickwall 11) Glass Pannel 12) Pilling work

13) Maintained load test 14) Pile dynamic test (PDA) 15) Crib wall

16) Water proofing work B. Mechanical

1) Air-conditioning and ventilating system 2) Fire protection system

3) Plumbing services 4) Lift installation 5) LPG system 6) Kitchen eqipment C. Electrical

1) Lightning protection system

2) Ducting and manhole for TNB (11 & 33KV) 3) Earthing system

4) Underground HT and LV cable system 5) Installation generator set system

6) Installation electrical trunking, conduit and wiring system 7) Installation of uninterrupted power supply ups

8) Installation of Ht system for transformers and swtichgears 9) Installation internal and outdoor lighting

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D. Architectural

1) Water proofing work at concrete flat roof and terrace 2) Water proofing at wet area

3) Installation of rainwater down pipe 4) Plastering works.

5) Concrete block wall

6) Installation of lightweight concrete wall 7) Aluminium works eg. Louvers and windows. 8) Wall glass

9) Floor trap and grating 10) Vinyl floor

11) Composite panel

12) Protection system e.g. grab rail, guard rail and etc. 13) Installation of WC and valve system

All method statement shall be registered with the revision status and maintain at site office. The current list of method statement will be kept and controlled at site office.

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9.0 INTEGRATED MANAGEMENT SYSTEM (IMS) PROCEDURES & OTHER FORMS

The Integrated Management System (IMS) for the project will be implemented in accordance with the ISO 9001:2008, ISO 14001:2004 & OHSAS 18001:2007 requirements, Client and Statutory & Regulatory requirements.

The management has established the quality policy as its commitment to quality management in the company. The management shall be responsible to ensure that this policy is communicated and understood at all levels of the company.

Quality Policy may sometimes be summarised and included in PQMP as per ATTACHMENT A.

The Integrated Management System (IMS) which consists of Quality Manual and Safety, Health & Environmental Manual shall be the guidelines for the Quality Assurance, Quality Control and Safety, Health & Environmental activities of this Project.

The following are the list of Process/Procedure and relevant documentation / record which are applicable to the execution of this Project

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Item Process / Procedure Reference Documentation / Record 1 Project Progress Monitoring _• Daily Site Diary

• Gantt Chart/Work Programme 2 Civil & Structural Works _• Inspection & Test Plan

• Related QAQC-HSE Forms 3 Mechanical & Electrical Works _• Inspection & Test Plan

• Related QAQC-HSE Forms 4 Testing & Commissioning _• Tender Specifications

• Project Schedule

• Testing & Commissioning _Certificate • Operation Manual 5 Handover to Client _• Certificate of Practical

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10.0 HEALTH, SAFETY, ENVIRONMENTAL & TECHNICAL STANDARDS 10.1 Health and Safety Measures

The objectives of Safety and Health Measures are;

• To secure the safety, health and welfare of persons of work against risks to safety or health arising out of the activities on site.

• To promote an healthy and safe occupational environment at work site

Health Measure:-

a) Sewage System

• The site shall have a sewage system with proper discharge outlet for the usage of the persons at work;

b) Drainage System

• The site existing drainage system is to be cleared periodically to prevent accumulation of water or flood which might cause spread of disease. Earth drain excavation for surface run off from site shall be provided in due time.

c) Workers Quarters

• The quarters shall have rubbish bin, perimeter earth drain and washing area

d) Toilets

• Reasonable numbers of toilets / wash area shall be provided for the usage of the personnel on site. Cleanliness is to be maintained at all time.

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a) Safety Wears

• All personnel on site shall wear safety helmets and boots at all time on site.

b) Signages

• Warning signages shall be erected where necessary with clear visibility. c) Fencing

• Hoardings / fencing shall be set up surrounding the site, if necessary. d) First Aid

• The site office shall equip with a complete set of first aid kit. e) Safety Officer

• An officer to ensure full implementation of the safety measures.

9.2 Environmental Control

The following are the few measures to be practiced by XYZ CONSULTING SDN. BHD..

a) Drainage System

• No oils or deleterious materials to be discharged into the drainage system. • Discharge water from wash out directly into the drainage system is not

allowed. b) Dust

• Site access roads and other areas to be sprinkled with water is necessary to prevent excessive dust.

c) Waste Materials

• Disposed to local council’s approved dumping ground.

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11.0 MAJOR CHANGES TO THE CONTRACT DIRECTLY AFFECTING THIS QUALITY PLAN

Any addition of new processes or modification of existing processes in the QAQC-HSE Plan shall follow the relevant procedures as outlines in NAIM’s Company Integrated Management System (IMS).

The General Process Flow used in this project is as followed:-

• Flowchart For Request For Inspection On Material;

• Flowchart For Request For Inspection On Work Done;

• Flowchart For Non Conformance Report; and

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Start

Submission of Request for Inspection (RFI) Form

Arrange for Inspection

Inspectio n Status

Maintain Records & Update Daily

Site Diary

End

Reject the Material Identification of

Material to be inspected

OK

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Issuance Date: 1/11/2010 PQP: 27 Start

Submission of Request for Inspection (RFI) Form

Arrange for Inspection

Inspectio n Status

Maintain Records & Update Daily

Site Diary

End

Rectify the Work Done

Identification of Work to be inspected

OK

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Start

Identify Non-Conformance e.g Violation of specified requirements, deviations from

drawing. Raised Non-Conformance

Report and forward to concerned party.

Register NC in NCR Log

Record action taken in NCR form and investigate root cause.

Review necessary corrective action to be taken

Determine & implement Action taken

Action Required ?

CAR Closed and Update CAR Log Effectiv e? End No Yes Yes No

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Start

Initiation of CAR with PM

Conduct investigation, determine root cause of

non-conformity.

Evaluate need of Action

Determine & Implement Corrective Active Needed

Record result of Action

Effectiv e?

End

No

Yes Return CAR form to QAQC Record CAR into CAR status

Log

Follow-up implementation & monitor effectiveness

Close the issue, revise affected documents, if any

Non-conformities detected from internal quality audit and from daily operation

Upon due date of completion or notification of completion, an Auditor for follow-up

The information of corrective action will be compiled, analyzed to identify trend & where applicable the need for prevention action. To be reported during Management Review.

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12.0 INSPECTION & TEST PLANS

Procedures for Inspection and Test Plan shall be made available prior to the start of the relevant inspections as required by the Client. The procedure should include the followings:

• The scope and purpose of the procedure

• The sequence of actions to show an operation is carried out • The person responsible in the execution

• The person responsible for the checks, if any

• Reference to supplementary literature, such as the statutory acts and regulations, product standards and codes of practice

12.1.1 Receipt, Inspection and Testing

Incoming supplies, on receipt shall be inspected or otherwise verified as conforming to the specified requirements. These supplies shall not be used or processed unless verified or inspected in accordance with the quality assurance plan or documented procedures/instructions.

Where incoming supplies are released for production purposes pending full verification of accompanying documentation, they shall be positively identified and documented. This is to permit immediate recall and replacement in the event of non-conformance to specified requirements.

Incoming inspection and test shall be carried out as detailed in inspection and testing or in the respective Inspection and Test Plan.

12.1.2 In-process Inspection and Testing

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The works shall not proceed further until all the Inspection and Tests has been completed or the necessary reports verified. Where works are allowed to proceed further pending completion of Inspection and Tests, They shall be positively identified and documented as detailed in the non-conformance report/corrective action.

During in-process inspection and testing, any non-conformances detected shall be identified and documented in accordance with – Non Conformance report.

* A standard Inspection and Test Plan for Architectural Works, Civil & Structural Works, and Mechanical & Electrical Works are as shown in ATTACHMENT B.

12.1.3 Final Inspection, Testing and Commissioning

All completed works items shall undergo final inspection and testing in accordance with specified contractual requirements prior to hand over to the client. All final inspection and testing shall be carried out by QAQC personnel in accordance with the project Inspection and Test Plan instruction.

Completed works shall only be accepted when:-

a) All inspection, test and commission activities have been accepted and sign off. b) All relevant inspection, test and commission documents are completed. c) All non-conformances – action have been taken, documented and resolved. No work shall be hand over until all the activities specified in PQP or documented procedures and instructions have been satisfactorily completed.

12.1.4 Inspection and Test Records

Inspection and Test Records shall be maintained to provide evidence that the works have passed the required inspection and/or test in accordance with the contract specifications.

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12.2 Control of Non-Conforming Products

12.2.1 General

The Control of Non-Conforming Products is to ensure that all non-conforming products/works are identified, reported and reviewed.

Any products/completed works that do not conform to specified requirements shall be prevented from installation. The procedure for identification, classification, documentation, notification, evaluation, review and disposition of the non-conforming work is detailed in Non-Conformance report.

12.2.2 Non-Conformity Review and Disposition

The non-conformance report shall be reviewed to determine whether to:

a) Rework to meet the contract requirements; or

b) Accept the product without rework/repair by seeking concession from client; or

c) Re-grade the work for alternative application; or d) Reject the work.

Reporting and documenting of the non conformity that has been accepted, and of repairs, shall be carried out as detailed in Non-Conformance Report.

Repaired and rectified works shall be re-inspected and verified in accordance with the specified inspection and acceptance requirements.

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12.3.1 General

Corrective and prevention action is to ensure that corrective actions are initiated. Documented and verified to prevent recurrence.

Corrective Action shall be initiated where:-

a) The cause of non-conformance requires the necessary corrective action to prevent recurrence.

b) The analysis of all work progress, quality records, that there is a need to detect and eliminate potential non-conformance.

c) The type and extend of non-conformance is documented in order to establish trends and identify possible areas for improvement.

12.3.2 Corrective Action Reporting

The report shall contain the following:-

a) Initiating preventative actions to deal with problems.

b) Applying control (eg. Verification) to ensure that corrective action taken is effective.

c) Implementing and documenting changes in procedures resulting from corrective action.

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13.0 QA/QC FORMS

QAQC forms are used to implement the Quality Assurance Plan or as an audit tools (Quality Audit).

The Inspection Register is as shown in ATTACHMENT C and the sample of Inspection form shown in ATTACHMENT D.

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14.0 PROJECT INTEGRATED MANAGEMENT SYSTEM (IMS) AUDITS Documented procedures are established to define the responsibilities and requirements for planning and conducting IMS audits. Integrated Management System audits shall be conducted at planned intervals in order to determine whether the integrated management system conforms the planned arrangement, to the requirements of quality, environmental and OHS standards and to the quality management system requirements established and is effectively implemented and maintained.

Project IMS Audits will be carried out by competence and independent internal QAQC-HSE Department Team in accordance with the Client, Regulatory & Statutory, ISO 9001:2008, ISO14001:2004, OHSAS 18001:2007 and XYZ CONSULTING SDN. BHD.’s requirements. Third party audits by certification bodies will also be carry on an annual basis.

In addition to the above Project IMS Audits, the QAQC Engineer and HSE Officer shall be responsible to conduct regular system compliance audit to verify the implementation of respective Inspection & Test Plan and Quality Procedures & Work Instructions adopted. All findings will be forwarded to the Responsible Person for any corrections and corrective actions. Verification of the action taken and reporting of verification results will be conducted by QAQC Engineer and HSE Officer.

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15.0 MANAGEMENT REVIEW OF SITE QUALITY PLAN

The quality system shall be review at least once a year to ensure its continuing suitability, adequacy and effectiveness. QA Department shall advise Project Manager to convene the management review meeting.

Corrective and preventive actions are assigned and tracked for closure. Actions will be reviewed in the following cycle to close the loop.

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16.0 TYPE OF MEETINGS PLANNED & THEIR FRECUENCY 16.1 Meetings

The following meetings are scheduled:

Site Meetings

Frequency : Monthly

Chairman : Client

Minutes : Client

Attendees : Client, Consultants, Project Manager Minutes Distributed to : All the above

Coordination Meetings

Frequency : Fortnightly / Monthly

Chairman : Project Manager

Minutes : Project Manager

Attendees : Consultants, Project Manager, Minutes Distributed to : All the above

Sub Contractors Site Meetings

Frequency : Fortnightly

Minutes : Project Engineer

Attendees : Project Manager, Assistant Project Manager, Project Engineers, Sub Contractor

Minutes Distributed to : All the above Safety Meetings

Frequency : Monthly

Minutes : Safety Officer

Attendees : Project Manager, Safety Officer, Sub Contractor’s Representative

Minutes Distributed to : All the above and Project Manager Staff Meetings

Frequency : Monthly / When Necessary

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Attendees : All Staff Minutes Distributed to : All the above

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17.0 TYPES OF RECORDS TO BE MAINTAINED & THEIR FREQUENCY

Table 2:

Type of Record Frequency Person Responsible

1 Inspection Daily Project Engineer

2 Daily Site Record Daily Project Engineer

3 Project Status Report Monthly Project Manager

4 Progress Report Monthly Project Manager

5

Summary of Integrated Management System Audit Report

Monthly/Quarterly QAQC Engineer

6 Memo/Minutes of Meeting Ad-Hoc Project Manager

7 HSE Record / Tool box

Meeting Weekly HSE Officer

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18.0 PROJECT DOCUMENT CONTROL 18.1 Purpose

• To ensure that all incoming documents and data are transmitted to appropriate personnel for follow up action and all outgoing documents and data are issued promptly.

• To ensure that Controlled Documents requiring changes with the required approvals are revised in a timely manner.

• To ensure that controlled documents are of current issue.

• To define the method of establishing, approving, changing, maintaining, replacing and distributing Controlled Documents.

18.2 Responsibilities

18.2.1 Quality Procedures

o The Document Controller shall oversee the control of all documents relating to the Quality Procedures and keeps a Master List of the location of such documents.

o The Document Controller shall distribute the revised controlled documents according to the distribution list.

18.2.2 Project Specific Document and Data

• All staff shall maintain and upkeep documents and data. This includes fax messages, letters transmittals, drawings, diskettes and calculation reports.

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• The Project Manager shall ensure that all drawings, diskettes produced or received are kept, maintained and readily identifiable.

• The Project Manager shall ensure that fax messages, letters, transmittals and reports are kept and maintained in the appropriate files or folders.

18.2.3 Procedure for Quality Procedures

• Identification of Controlled Copy

Controlled copies are indicated by the stamping ‘Control Copy’ on the cover page in blue or red colour.

• Master List

The Document Controller shall maintain a Master List of Approved Documents with their current revision numbers.

• Revisions

All company staff can initiate a change to a document by completing a Document Change Request for the Document Controller to review the change request.

The Document Controller shall then submit the request to the Project Manager for approval. If the change is approved, the Document Controller is responsible for updating affected documents.

• Change Record

A record of changes is found in the Document Revision History. The Document Controller is responsible for maintaining the change record.

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• Distribution

When an Administration Staff receives a document or data via post, fax machine, courier or e-mail, he shall where necessary, print or plot out the document and/or data and stamps on it with the word “Received” with date.

Concerned Administrative Staff shall the deliver the document to the relevant interested parties

• Project Control

A Project Master List is established and kept by the Document Controller who shall assign new serial numbers.

The Document Controller shall ensure that all files, box folders are labelled.

• Working / Shop Drawing and Materials / Sample Control

The Construction / Shop Drawings Master List and Materials / Sample Master List are kept in project files, These Master Lists are prepared and updated by the Document Controller and filed

All construction drawings and materials / sample are delivered to consultants or sub contractors via Transmittal Form or cover letter.

After acknowledgement by the recipient, the Document Controller then sends the Transmittal Form for filing.

For submission to authorities, the drawings shall be transmitted via a covering letter together with the appropriate forms.

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List shall be stamped “Superseded” once the list is updated. This shall be kept in the file for future reference (Superseded File)

• Fax Message, Letters and Transmittals Control

The Project Manager shall direct the respective project staff to follow up on all incoming fax messages, letters and transmittal to ensure that the information is responded and updated where necessary.

If the follow up is by fax messages, letters or transmittals the Document Controller shall vet through them. The Administrative Staff shall file all related correspondences in the respective files.

All in-coming fax messages, letters and transmittals received are initialed by concerned staff. The date of response is indicated on the first page of the document before passing it to the functional head for reference or comments.

Comments can be written on any blank spaces on the fax messages, letters or other means for transmittal.

The Transmittal Form number may also be used in conjunction with the issue of drawings, calculations and reports.

18.3 Updates on Standards / Codes of Practice

Authorities may inform the public on the updates of their requirement through circulars or seminars. If such is the case concerned staff may attend such seminars on behalf of XYZ CONSULTING Sdn Bhd.

At the conclusion of such seminar, the attendee shall inform the company about such revisions or updates. Seminar notes or any circulars on the updates shall then be circulated to those affected and subsequently maintained as a reference documents.

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Table 3:

Document Approved By Method of Registering Distribution Record Distributed To Consultant Drawings, Schedules, etc Project Manager (acceptance only) Drawing Register Transmittal

• Site Office (2 sets) • Works Contractors Shop Drawings Consultant Drawing Register Transmittal Client

Site Office (2 sets) Works Contractors

Construction

Programme Project Manager Not required Transmittal

Client Site Office

Works Contractors Sub-Elements

Programme Project Manager Not required Transmittal

Client Consultants Project Quality

Plan Client Not required Transmittal

As per distribution list in Plan

Project Safety

Plan Project Manager Not required Transmittal

As per distribution list in Plan Method Statements Project Engineer / QC Manager Document Register Transmittal Client Consultants Site Office Works Contractors Site Instructions Project Manager

SI Register Memo/fax As indicated Inwards

Corresponden ce

N/A Not required N/A As indicated Project

Procedures Project Manager

Controlled Document Register

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18.5.1 Correspondence to Client

All correspondence to Client shall be signed by the Project Director. Only persons designated by the Project Director to do so may sign in the event of his absence.

Correspondence to Client shall be done by one of the following methods:

- Letter

- Request for Information - Fax Cover Sheet - Documents Transmittal

- Confirmation of Instruction (to confirm verbal instruction)

Correspondence to client must be issued by XYZ CONSULTING SDN. BHD.. All personnel sub-contractors and suppliers under the project shall not be permitted to address directly to the Client or the Client’s Representative.

Address all correspondence to:

XYZ CONSULTING SDN BHD Jln Aman,

Kuala Lumpur

Copies to be issued as follows : - Project Director

- Project Manager

- Consultants (If necessary)

Correspondence to be on XYZ CONSULTING SDN. BHD. letterhead and reference be made to the project name.

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Correspondence from Client shall be: - Date stamped upon receipt

- Read by the Project Director who would decide on the action to be taken either distribution for action or information

- Coped and forwarded to Head Office for information

- Copied and filed chronologically under “Client Correspondence – “In-Out” by Document Controller.

18.5.3 Verbal Instruction from Client

Verbal instruction from Client must be confirmed in writing using the “Confirmation of Instruction Form” with copies of confirmation send to organizations shown on the form.

18.5.4 Correspondence to Work Contractors

All correspondence to Work Contractors shall be jointly signed by the Project Manager and other executive. Only persons designated by the Project Manager to do so may sign in the event of his absence. All correspondence are to be deposited at XYZ CONSULTING SDN. BHD.’s Site Office pigeon holes for their collection.

Memos/faxes can be raised by respective person in charge of the department.

Correspondence to Work Contractors shall be done by one of the following methods:

- Letter

- Site Instruction

- Documents Transmittal - Notice to Comply

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Work Contractors:

- Project Director/Manager - Contractors/sub-contractor - Project Engineer

All correspondence to work Contractor other than the Documents Transmittal must be sighted by the Project Manager and copy to be kept by document controller according to relevant work contractor/ works package.

A Register of Site Instructions to be kept by the Document Controller.

18.5.5 Correspondence from Work Contractor

A site mail box must be established in the Project Office and Works Contractors instructed to deliver correspondence via this mail box or by fax addressed to the Project Manager.

All correspondence from work contractor must be date stamped upon receipt.

Project Manager must review all correspondence/s and decide further distribution and original copy to be kept and filed by document controller according to relevant work contractor/ works package.

Any notice of discrepancy, obscurity of meaning etc. shall be forwarded by the subcontractor to the Project Director or Project Manager and any reply from the Project Director or Project Manager shall be by means of a Tender Addendum or Revised Construction Drawing

18.5.6 Standard Forms

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- Documents Transmittal - Confirmation of Instruction - Site Instruction

- Notice to Comply - RFI Register

- Site Instruction Register - Client Instruction Register

18.5.7 Filing System

Responsibility:

- The Project Manager is responsible for the overall running of the Site Office administration.

- Document Controller is responsible for the filing system ensuring they are legible, readily identifiable and retrievable.

Procedure:

- The system shall be established by the preparation of a list of all the proposed files. A numbering system for the files shall then be created.

- The original document or record must always be filed in the central filing system.

- Archiving at the completion of the project as follows: Update the file listings

Place central filing system records into numbered and labelled boxes

Enclose a list of all records on the box Send a copy of the box lists to head office

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Responsibility:

- The Project Manager is responsible for the Site Establishment including all Site Records.

- The Site Engineer and his supporting staffs are responsible for the keeping of Site Dairy and the preparation of the Site Daily Reports and the Day-works Record etc.

Procedure:

- The Site Dairy and Site Daily Report shall be completed every day without fail.

- The Day-Works Record shall be completed as and when the Day-Works are carried out.

- To submit the Site Diary daily – before 3.30pm on the following day.

- To submit Approval Chit and QAQC Forms / Inspection List – before 3.30pm for inspection the next morning.

- To submit Material Inspection Form for all construction material used in the construction works within 24 hours upon delivery.

Filing:

- Ensure that the original record is filed in the filing system

- Site Personnel may maintain their own files in the file but original must always be filed in the central filing system.

Archiving:

- At the completion of the project, update the file listings

- Place all central filing system records into numbered and labelled boxes - Enclose a list of all records in the box

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Progress Report shall include the following :

• Financial and Physical Status • Photos

• Work Programme • Weather Report • Site Organisation

• Site Machinery and Manpower • Site Activities / Work Done

18.7 Valid Calibration Record

Record of calibration report shall be kept, maintained and updated continuously. Document Controller shall keep the updated record list in the file.

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19.0 CONTRACT DETAILS OF OTHER PARTICIPANTS IN THE PROJECT INCLUDING LOCAL AUTHORITIES, CONSULTANTS, ETC.

19.1 Local Authorities

Contract drawings and documents shall comply with the client’s requirements and approved by the relevant authorities.

The relevant authorities are as follows:

a) State Planning Authority b) Land and Survey Department c) Municipal Council(s)

d) Bomba Department e) TNB

f) Telekom g) Syabas

h) Other relevant authorities, if any

19.2 Project Contact

No Organization Contact

Person(s) Designation

Office

Telephone Fax Number

1. Client

RHB Dev. Berhad, Wisma RHB, Jln TAR, Kuala Lumpur.

Azman Salim Project Director 03-2055 4000 03-2055 4008 03-2055 4555 03-2055 4666 2. Contractor UVW S/B Jalan Pinang, Kuala Lumpur Ir. Razman Adam Project Manager 03-9570 6001 03-9570 6007 3. Project Consultants XYZ CONSULTING S/B Jln Aman, Kuala Lumpur

Ir. Ismail Ibrahim Project Manager

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20.0 HANDOVER PROJECT

It is UVW’s responsibility to handover the project to Client after completed all the major works at site in accordance to the contract requirements. The handover dates shall be completion dates (Final completion or Sectional completional) as stated in the contract document.

20.1 Final Inspection and Testing

Upon receiving the notification from the sub-contractor regarding the Final Inspection, the site supervisor shall notify the PM, who in turn would arrange with the Employer for a joint inspection (where relevant) comprising the following personnel;

a) Employer or Employer’s Representative b) Consultants

c) Sub-contractor (where relevant)

20.2 Defect List

All non-conformances are clearly recorded on the defect list, confirmed and endorsed by all parties at the end of the inspection.

The scope and targeted date are to be completed by all personnel involve in the inspection.

The PM ensures the defect lists are forwarded to the sub-contractor for rectification.

Where possible, the subcontractor is required to submit their proposed rectification schedule within 14 days upon receipt of the defects lists. The proposed rectification schedule shall include the proposed date for re- inspection by the same team (where relevant)

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Attachment A Quality Policy

Attachment B Inspection & Test Plan Requirement (sample)

Attachment C QA/QC Inspection Register List (sample)

Attachment D QA/QC Inspection Forms Request (sample)

Attachment E Document Control Register List (sample)

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Attachment A - Company Quality Policy

UAV Const is totally committed to quality in the performance of our work to ensure that all our projects are constructed to standards specified by our Customer and regulatory requirements that govern such projects, within Malaysia.

This Quality System manual together with the management and operational Quality Procedures that support it, are the foundation of UVW Const‘s Quality Management System.

In its commitment to Quality, the Managing Director has appointed the Quality Management Representative, to ensure the effective implementation and continual improvement of the Quality Management System throughout UVW Const.

To sustain the above quality policy we strive;

1) To achieve excellence in quality and productivity in all works.

2) To develop a positive attitude towards quality and motivate our personnel through appropriate recognition of efforts in improving works quality.

3) To improve and update technology, methods of operation and management skills of our staff to efficiently manage our project.

4) To maintain an atmosphere of mutual understanding and cooperation with open communications.

5) To exemplify professional and honesty in dealings amongst ourselves, customer and the public.

6) To provide the leadership in promoting quality in our works as well as our subcontractors and suppliers with reward and recognition for achievements.

It is our goal that all the staff, in all functions, performs their duties according to the documented Quality Management System.

Haron Ismail

Date: 20/11/2008

...

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Attachment B - Inspection & Test Plan Requirement (sample) ITEM NO DESCRIPTION TEST & INSPECTION FREQUENCY METHOD OF TESTING/ PROCEDURE REF ACTION RESPONSIBILIT Y CHECKING RESPONSIBILI TY 1 Boundary survey Topography

Survey Once Survey Surveyor

CRE/ RE/ C.O.W/ QAM 2 Setting out Survey Report Every

package Survey Surveyor

CRE/ RE/ C.O.W/ QAM

Inspection Test Plan – Concrete Work

ITEM NO DESCRIPTION TEST & INSPECTION FREQUENCY METHOD OF TESTING/ PROCEDURE REF ACTION RESPONSIBILITY CHECKING RESPONSIBI LITY 1 Concrete Material As instructed

by CE BS 5328 QAE/ Project Engineer CRE/ RE/ C.O.W/ QAM BS 1881 Workability As instructed by CE Slump Test, BS 1881: Part 102 QAE/ Project Engineer / Site Supervisor CRE/ RE/ C.O.W/ QAM Sampling As instructed by CE

BS 1881: Part 101 QAE/ Project Engineer / CRE/ RE/ C.O.W/ QAM MS 26 Site Supervisor Compressive Strength

Each cube BS 1881 QAE/ Project Engineer / Site Supervisor CRE/ RE/ C.O.W/ QAM Curing / Protection As instructed by CE

MS 26: Part 4 QAE/ Project Engineer / Site Supervisor CRE/ RE/ C.O.W/ QAM 2 Steel Reinforcement

Material Each batch BS 4466 QAE/ Project Engineer CRE/ RE/ C.O.W/ QAM As instructed by CE Fixing of reinforcement

Each structure Visual Project Engineer / Site Supervisor

CRE/ RE/ C.O.W/ QAM 3 Formwork Fixing of

formwork

Each structure As approved by CE Project Engineer / Site Supervisor

CRE/ RE/ C.O.W/ QAM Removal of

formwork

Each structure As approved by CE Project Engineer / Site Supervisor

CRE/ RE/ C.O.W/ QAM

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Issuance Date: 1/11/2010 PQP: 57 Inspection Register – (sample)

Reference No. Description Revision

No. XYZ/PQMP/40s Works/G-00 PRECONCRETING INSPECTION FORM 0 XYZ/PQMP/40s Works/G-01

POST CONCRETING INSPECTION FORM 0 XYZ/PQMP/40s Works/G-02

REQUEST TO STRIKE FORMWORK 0 XYZ/PQMP/40s Works/G-03

GENERAL JOINT MEASUREMENT SHEET 0 XYZ/PQMP/40s Works/G-04

PILE HEAVE MONITORING REPORT 0 XYZ/PQMP/40s Works/G-05 SUMMARY OF BORED PILE INSTALLATION

RECORD 0

XYZ/PQMP/40s Works/G-06

BORING RECORD 0 XYZ/PQMP/40s Works/G-07

CONCRETING RECORDS FOR BORED PILE 0 XYZ/PQMP/40s Works/G-08

BORE PILE RECORD 0 XYZ/PQMP/40s Works/G-09 INSPECTION PRIOR TO LAYING OF

REBARS AND DUCTS CHECKLIST 0

XYZ/PQMP/40s Works/G-10 REBARS INSPECTION PRE-CONCRETING

CHECKLIST 0

XYZ/PQMP/40s Works/G-11

CONCRETE POURING CHECKLIST 0 XYZ/PQMP/40s Works/G-12

DEMOULDING CHECKLIST 0 XYZ/PQMP/40s Works/G-13

GIRDER STRESSING RECORD 0 XYZ/PQMP/40s Works/G014

GROUTING WORKS CHECKLIST 0

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Issuance Date: 1/11/2010 PQP: 59 MASTER DOCUMENT REGISTER – (Sample)

Reference No. Description Revision

No. XYZ/PQMP/40s Building/G-00 MASTER DOCUMENT REGISTER - GENERAL 0 XYZ/PQMP/40s Building/G-01 REQUEST FOR INSPECTION 0 XYZ/PQMP/40s Building/G-02 REQUEST FOR INFORMATION 0 XYZ/PQMP/40s Building/G-03 CONFIRMATION OF VERBAL INSTRUCTION 0 XYZ/PQMP/40s Building/G-04 SITE INSTRUCTION 0 XYZ/PQMP/40s Building/G-05 NON-CONFORMANCE REPORT 0 XYZ/PQMP/40s Building/G-06 SITE DAILY REPORT 0 XYZ/PQMP/40s Building/G-07 INSPECTION OF MATERIAL DELIVERY 0 XYZ/PQMP/40s Building/G-08 CALIBRATION REPORT 0 XYZ/PQMP/40s Building/G-09 DRAWING TRANSMITTAL FORM 0 XYZ/PQMP/40s Building/G-10 DISTRIBUTION LIST 0 XYZ/PQMP/40s Building/G-11 DOCUMENT CHANGE REQUEST 0 XYZ/PQMP/40s Building/G-12 MEETING ATTENDANCE 0 XYZ/PQMP/40s Building/G-13 METHOD STATEMENT 0 XYZ/PQMP/40s Building/G-14 DESIGN CHANGE REQUEST 0

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Attachment F - Document Control Inspection Form (Sample)

REQUEST FOR INSPECTION

REF. NO. : _____________________________ Date : _____________________________ Location : _____________________________ Dwg. Ref. : _____________________________

We request for inspection and permission to proceed with the following work :

Date : Time : am/pm * Description of works : Requested By, Agreed By, Received By, Signature : _____________ Signature : ____________ Signature : ______________ Name : _{_____________} Name : _{____________} Name : _{______________} Date : _{_____________} Date : _{____________} Date : _{______________}

Sub-Contractor Representative XYZ Supervisor / Engineer (Consultant Representative)

Your request to proceed with the above-mentioned work is

Remarks/ comment :

Checked & Agreed By, Approved By, Received By, Signature : _____________ Signature : ____________ Signature : ______________ Name : _{_____________} Name : _{____________} Name : _{______________} Date : _{_____________} Date : _{____________} Date : _{______________}