FINAL INTERACTIVE REPORT

GUARDHOUSE ‘A construction site must, so far as is
reasonably practicable, have sufficient
A guardhouse (also known as a watch working space and be arranged so that it is
house, guard building, guard booth, guard suitable for any person who is working or who
shack, security booth, security building, or is likely to work there, taking account of any
sentry building) is a building used to house necessary work equipment likely to be used
personnel and security equipment. there.’
Guardhouses have historically been
dormitories for sentries or guards, and Each individual project will have different
places where sentries not posted to sentry requirements for site office provision. On large
posts wait "on call", but are more recently projects separate offices may be provided for
staffed by a contracted security company. site foremen, engineers and the commercial
and project management team.

As site offices are generally temporary in
nature, only there for the duration of the
construction works, they are often
prefabricated, or constructed from portable, or
modular, buildings, frequently referred to as
‘portacabins’ (although 'Portkabin®' with a 'k'
is a trade marked brand name of Portakabin
Limited). These are standard sizes and can be
fitted together or stacked to form almost any
configuration of accommodation required.
They can include reception spaces, offices,
meeting rooms, kitchens, toilets, showers,
changing facilities, lockers, storage, and so on.

SITE OFFICE Site offices are easily transported on flat-bed
trucks and set up on site using a crane.
Construction sites will generally require Typically they have four adjustable steel legs
office facilities to provide accommodation with attachments for stacking. Site office
for site managers, provide space for panelling is usually made of galvanised steel
meetings and to provide storage for site sheet and a rigid insulation core. A
documentation. Site offices are often plasterboard inner lining is used for walls and
described as ‘site huts’ even if they are large ceiling. Windows are often designed to
and well fitted out. optimise light levels, with white walls and
heavy-duty flooring that is easy to clean.
It is important that site offices are Several manufacturers provide anti-vandal
comfortable, attractive and versatile, as well protection, such as pyro-shield windows with
as being suitably robust and secure. steel shutters and high-security steel doors.
Regulation 17 of the Construction (Design
and Management) Regulations 2015 (the They are often stacked with external metal
CDM Regulations) states: stairs leading to the second floor. Large sites
may have several inter-linked portable offices
capable of holding hundreds of people,
stacked up to three-storeys high with internal
stairs and steel frame bracing.

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They may be purchased or rented, and once Roofing tiles
construction is complete, either returned or Tiles may be delivered to site loose, in plastic-
take to a new site for re-use. wrapped packs or in unit loads on timber
pallets. They should be stacked vertically in
rows, to a maximum of 6 in height. The tiles at
the end of the row should be laid flat and
staggered. Ridge tiles should be stored
vertically on end.

STORAGE OF Drainage pipes
These are usually supplied loose or strapped
MATERIALS together on timber pallets. They should be
stacked horizontally with ends reversed in
Different types of material will have alternate rows. A driven-in timber stack or
different storage requirements, in particular column of loose bricks can be used to form
depending on whether they are durable or end restraints.
non-durable.
Corrugated and similar sheet materials
Bricks These should be stored flat on a level surface
Bricks may be delivered to site loose or and covered with a protective polythene
strapped in unit loads and stored on timber sheet.
pallets to be transported using a forklift.
Bricks should be stacked on edge in rows to Timber
a maximum height of 2.4 m. It is important Timber and other joinery items should be
that they are stored on level, well-drained stored horizontally and covered in a scaffold
ground and covered with a polythene sheet rack, although provision should be made for
to protect against efflorescence and other free air flow, usually by the rack having open
issues. When calculating the area required ends and sides, while having a top that is
for storage, allowance of around 5 m should covered. It is advisable for different timber
be given for the forklift approach. sizes to be kept separate.

Aggregates
It is essential for different aggregate types and
sizes to be kept separate. They should be
stored on a clean, hard, free-draining surface,
surrounded by retaining and separating walls
of bulk timbers. Stored aggregates should be
regularly monitored for moisture content.

Blocks
Blocks may be delivered to site loose or
strapped in unit loads on timber pallets.
They should be stacked in columns, to a
maximum height of 8 courses, and covered
with a protective sheet.

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Cement TOILETS
Since any contact with direct or airborne
moisture can cause cement to set, it must Toilets need to be adequate for the work.
be kept dry. In terms of organisation, it is There are two main types:
advisable for a rotational system to be used,
whereby the first batch of cement delivered Flushing toilets – provide these where
is the first to be used. possible. Connect them to mains water
and drainage systems where available.
Small quantities of bagged cement should Otherwise, use toilets with a built-in water
be stacked to a height no more than 1 m, on supply and drainage tanks.
a raised dry platform such as a timber pallet. Chemical toilets – portable chemical
A polythene sheet should be used as cover, toilets (also known as plastics) are
with care being made to ensure that it is acceptable where you cannot provide
weighted down around the edges. flushing toilets. They may be the only
achievable way of providing toilet facilities
Medium quantities of bagged cement may at the start and / or end of some projects.
need to be stored in a watertight and They are more common on temporary and
fireproof shed, with galvanized steel sides smaller sites or in addition to permanent
and adjustable legs on bearing plates. facilities on more remote parts of larger
sites.
Large quantities of loose cement should be
stored in a cement storage silo.

WORKERS Chemical Toilet

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Temporary quarters for workers – temporary
accommodation place for person with
common activities or interests. Included in
this category are houses for workers in the
construction, agriculture, public works,
logging and other sectors.

HOARDING SITE FACILITIES

Construction hoarding is defined as a fence A number of facilities are required on
or barrier between a construction site and construction sites to provide adequate welfare
the public. Its purpose is simple, yet vital: to for workers. The Construction (Design and
keep people safe. Construction sites – Management) Regulations (CDM Regulations)
particularly those located along pedestrian require the provision of:
walkways – require construction hoarding
to ensure that they don’t interfere with the Sanitary conveniences.
public. Washing facilities.
Drinking water.
Changing rooms and lockers.
Facilities for rest.

In addition, sites may include other facilities,
such as:

SIGNBOARD Welcome facilities and entry control.
Site offices.
CProject signboards are those signages Meeting rooms.
which are erected at new project sites to Training and induction facilities.
announce or inform the public about the Wheel washing facilities.
project details itself. Usually it will have Site canteen.
information about the development itself, Off-loading facilities.
the owners of the project, engineers, Laydown area.
architect, etc. Temporary storage and storage areas.
Sub-contractor facilities.
Car parking.
Waste management and recycling
facilities.
Fabrication facilities.
Facilities for the construction of mock-ups
for testing.

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SITE

SUPERVISOR

The role of a site supervisor generally involves the management
and supervision of a construction site in accordance with
health and safety guidelines. It is the responsibility of the site
supervisor to assess hazards, determine risks, conduct regular
inspections, and maintain a safety programmer.

The site supervisor will typically work closely with the site
foreman, who is responsible for organizing construction works
on site, and report to the project manager.

Site supervisors should have relevant experience in
construction or civil engineering, as well as appropriate health
and safety training.

The responsibilities of a site supervisor may include:

Supervising workers, subcontractors and work activities. 55
Preparing and presenting site inductions, safety briefings
and toolbox talks.
Assessing and managing safety hazards.
Ensuring appropriate site rules and welfare facilities are in
place.
Carrying out regular inspections.
Helping project managers to plan the work programme.
Helping co-ordinate deliveries of materials, plant and
equipment.
Completing records for site reports.
Attending site management meetings.
Carrying out regular inspections to ensure compliance with
relevant legal requirements, processes and procedures.
Raising safety concerns at the appropriate level.
Resolving problems and implementing improvements.
Organising and overseeing external inspections, such as
with a health and safety inspector.
Providing emergency first aid if required.

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Relevant skills of a site supervisor include
A positive attitude.
The ability to communicate with, motivate, and if necessary
discipline the workforce.
The ability to understand drawings and other contract
documents.
A good understanding of safety procedures.
First aid training.
Organisational skills.
The ability to mediate to resolve issues.
An understanding of legal responsibilities.
An understanding of welfare and environmental issues.
An understanding of occupational health and behavioural
safety issues.

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SITE MEMO

Requirements for construction work.
The Memo contains basic regulations for
construction work that shall be followed by
all Contractors, Subcontractors and
suppliers of equipment and materials of the
Official Participant to the Site. All works,
regardless of whether they are performed
by the Contractor, the Subcontractor or
directly by the Official Participant, shall be
carried out in accordance with the
requirements specified in the Guide on
Design and Construction of the Exhibition
Pavilion for the Official Participant of the
EXPO 2017 International Specialized
Exhibition.

The Official Participant shall bear full Site Memo Example
responsibility to the Exhibition Organizer for
any activities related to the works carried NON-
out by the Official Participant, its COMPLIANCE
Contractors and subcontractors, if any, as REPORT (NCR)
well as by suppliers of materials, equipment
and workers involved in construction. A non-conformance report, non-conformity
report or NCR, is a design and construction-
Work performed by the Official Particiant. related document that addresses issues
All works to be performed by the Official where there has been a deviation from the
Participant shall not damage the Facility of project specification or where work fails to
the Exhibition Organizer or the Official meet agreed quality standards. The document
Participant's Pavilion, nor any of their parts. is used as part of quality control processes by
detailing:
Any equipment attached to the bearing
structure of the Facility or supported by the
bearing structure of the Facility such as fire
alarm sensors, automatic fire suppression
system, etc. that need to be transferred,
shall be entrusted to a contractor with
relevant work experience and licenses.

Regardless of the choice of a contractor by The problem including the: Discipline,
the Official Participant, the Official Process, Severity and Impact
Participant shall bear full responsibility to Hot it occurred
the Exhibition Organizer for any activities How to prevent it from happening again
related to the works carried out by the
Official Participant, its Contractors and TOPIC 4
subcontractors, if any, as well as by suppliers // INTERACTIVE REPORT 2021 57
of materials, equipment and workers
involved in construction.

Why would we want it? This is not an occasion for the architect to
The NCR process is used to determine a select different materials than specified, but
resolution with the customer and rather to clarify the selection within the quality
documenting any corrective changes made level indicated in the specification and
through to the close out of the NCR, quantities shown on plans.
typically with acknowledgments of time
and cost impacts. For materials requiring fabrication, such as
reinforcing steel and structural steel, the
architect and engineer need to verify details
furnished by the fabricator as well as the
required quantities are met. The details from
the fabricator reflect both material availability
and production expediency.

Non-Compliance Report Material Approval Form
Example Example

MATERIAL TOPIC 4
APPROVAL // INTERACTIVE REPORT 2021 58

Submittals in construction management
are shop drawings, material data, samples,
and product data. Submittals are required
primarily for the architect and engineer to
verify that the correct products will be
installed on the project.

This process also gives the architect and
sub-consultants the opportunity to select
colors, patterns, and types of material that
were not chosen prior to completion of the
construction drawings.

METHOD OF

STATEMENT
Method statements are widely used in

construction as a means of controlling

specific health and safety risks that have

been identified (perhaps following the

preparation of a risk assessment), such as

lifting operations, demolition or

dismantling, working at height, installing

equipment, the use of plant, and so on.

A method statement helps manage the
work and ensures that the necessary
precautions have been communicated to
those involved.

The process of preparing a written method Method Of Statement
statement provides evidence that: Example

Significant health and safety risks have CONSTRUCTION
been identified.
The co-operation of workers has been DRAWING
ensured.
Safe, co-ordinated systems of work have Construction drawing is the general term
been put in place. used for drawings that form part of the
Workers have been involved in the production information that is incorporated
process. into tender documentation and then the
contract documents for the construction
Method statements are not a requirement works. This means they have legal
of the Construction (Design and significance and form part of the
Management) Regulations, however they agreement between the employer and the
are identified by the Health and Safety contractor.
Executive (HSE) as being one way of
satisfying the requirements of the The main purpose of construction drawings
regulations and as an effective means of
assessing risks, managing risks, collecting is to provide a graphic representation of
workers’ views and briefing workers.
what is to be built. Construction drawings
The fact that method statements are not a
requirement of the CDM Regulations is should be concise and coordinated to avoid,
evidence of the HSE's intention that
implementation of the requirements of the wherever possible, ambiguity and
CDM Regulations should not be a paper
exercise, where the filling out of a standard confusion. Delays and misunderstandings
template is sufficient, but that it should be
an integral and fundamental part of the can be minimised by properly coordinating
construction process.
the drawings. For more information, see

Document control. TOPIC 4

// INTERACTIVE REPORT 2021 59

Specifications will detail the materials, REQUEST FOR
standards, techniques, and so on required
to carry out the works. Construction INFORMATION
drawings provide the graphical
representation, indicating the arrangement A Request for Information (RFI) (occasionally
of components, detailing, dimensions, and referred to as a Technical Query) is a formal
so on. They may sometimes contain some of question asked by one party to a contract on a
the information set out in specifications, but construction project to the other party. Typically
this should be avoided if possible, by this will be a request from the contractor to the
referring to specifications rather than client’s consultant team, but it may be between
duplicating information. Where there is a any of the parties, for example from a sub-
crossover, care must be taken to ensure contractor to a contractor.
proper co-ordination so there is no
confusion. If there is a disparity between the RFIs can be roughly classified into several
two, the specifications will tend to take different categories. These classifications can be
precedence over the drawings. valuable to the project team if broad categories
are used in documents. This way they will
A complete set of construction drawings enhance communication, focus the process on
tends to comprise floor plans, elevations, the intended and desired result, and steer the
sections, and detail drawings, that together project team.
provide a complete representation of the
building. On many projects, each major These categories are:
trade will have separate trade drawings, e.g.
electrical, plumbing, and so on. Design clarifications (conflicts, incomplete
plans, specifications).
Construction drawings may be prepared by Requests for a design change (often due to
hand, but it is more common for them to be errors in construction, sequencing
prepared using computer-aided design problems).
(CAD) (or computer-aided drafting) Requests for substitutions (value
software. engineering, material availability, ease of
use).
Constructability issues
Differing site conditions

RFIs are generally required to clarify
information in the contract documentation or
to provide information that was not complete
at the time the contract was agreed.

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RFIs should set out: CRITICAL PATH

The details of project. METHOD
The details of the party requesting the
information. Network analysis can help identify the
The date the query was raised. interrelationships between tasks that make up
The nature of the information being complex processes and establish the most
requested. appropriate moment for their execution.
The date by which a response is
required. They help in preparing the project programme
Any supporting explanatory documents and determining critical paths. Programmes
provided. describe the sequence in which tasks must be
carried out so that a project (or part of a project)
can be completed on time.

A typical network represents a set of different
“arrow diagrams” which go from the origin
node to the destination node. In this sense, the
path is defined as a sequence of connected
events which flow from the start of the project
to the end. The time necessary in covering any
of these paths is the sum of the time
corresponding to each of the tasks involved.
The critical path is the one that requires the
longest period of time to progress from start to
completion and indicates the minimum
timeframe necessary to complete the whole
project.

Request For Information The critical path is essentially the route which
Example represents a project's bottleneck. The reduction
of the total execution timeframe will only be
possible if the activities on this path can be
shortened, since the time necessary to execute
non-critical activities does not affect the
project's total duration. The habit of
accelerating all project activities in order to
reduce the total timeframe is therefore
unnecessary. Decreasing the duration of one or
more critical activities, can reduce the project's
total timeframe; but it may also change the
critical path so that activities which were not
previously critical become so.

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Critical Path Method LOLER Inspection register (Lifting
Operations and Lifting Equipment
DAILY RECORD Regulations).
Manual handling assessment (MAC).
Construction sites are complex, continually Plants checks.
changing and potentially dangerous. Ensuring Records of excavation inspections.
they are efficiently and effectively managed Records of inspections of scaffold, working
and that they remain safe requires meticulous platforms and so on.
record keeping. Records of permits to work.
Risk assessments and method statements.
Some of the records and registers kept on site Safety equipment registers.
may be required by statutory bodies such as Site induction and training registers.
the Health and Safety Executive (HSE), or the Site rules.
building control body, others may be Site visitors book.
maintained for the convenience of the Site Waste Management Plan.
contractor. Verification of competence, such as
Construction Skills Certification Scheme
Records that are kept on site might include: CSCS cards.

Accident book. Site Diary Example
Asbestos register.
Asset register. GANTT CHART
Construction phase plan.
Contract register. The timeline bar chart, Gantt diagram or Gantt
COSHH data and assessment sheets. chart was conceived by the American engineer
Dangerous and explosive substances Henry L. Gantt between 1903 and 1917. The basic
register. technique is quite simple, consisting of a
Details of underground and overhead graphic representation based around two axes:
services. the vertical axis features tasks and the
Emergency plans. horizontal axis shows time.
Existing health and safety files.
F10 form. TOPIC 4
Fire equipment inspection register. // INTERACTIVE REPORT 2021 62
Scaffolding register.
Test records and certificates.

Gantt attempted to solve the activity Gantt charts can be very effective in the initial
scheduling problem so that the duration of planning stages, but the graphics can become
a basic task was seen on a horizontal confusing when changes are made and they
bar,showing its start and completion date, have serious limitations for complex projects. It
and in the same way the total time required was these difficulties which gave rise to the
in executing an activity. It is the most development of more complex network
widespread scheduling method as it adapts diagrams.
well to both small and large projects of all
types, assuming they are not overly SITE MEETING
complex. It is the most commonly used
method of scheduling works in the Site meetings are an important part of the
construction industry and can be easily successful management of construction
understood, even by those less familiar with projects. Regular site meetings between the
scheduling tools. different stakeholders on a project can help
facilitate better communication and a shared
The preparation of the chart may include a sense of purpose making it more likely that the
range of basic data spread over columns: project is completed successfully. Project
failures are often attributed to inadequate
Activities, according to the order in management, with a key factor being a lack of
which they are carried out. proper communication.
Budget or cost.
Quantity in its corresponding units. Meetings should be regular and formerly
Predicted performance for working scheduled, perhaps on a weekly or monthly
equipment. basis depending on the parties involved,
Duration of the activity. although the size and complexity of the project
may necessitate a more regular schedule. They
The time unit used may be days (short are used as a means of reporting progress,
projects), weeks (medium term projects) or enabling discussion of any problems or issues,
months (long-term projects). The beginning and allowing the proposal of solutions. They
and end of each horizontal bar represents provide a good opportunity for two-way
the start and completion date for the discussions of any issues that have arisen or that
corresponding task and so the length of the are anticipated.
bar is therefore proportional to the duration.
The last two rows of the chart may detail Holding meetings on site enables the
the cost or budget per unit of time in stakeholders to see progress for themselves
addition to that accumulated since the (rather than relying on a report for another
project began. party), and to look at problem areas, discuss
quality issues, assess mock-ups, and so on.
The figure below shows a simplified Gantt
diagram, indicating the tasks and their
monthly distribution for the first break-
down level as well as the tasks which
comprise the critical path and the float.

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Construction progress meetings are a
specific sort of site meeting during which
the contract administrator receives
progress reports from the contractor and
consultant team, cost reports from the cost
consultant and other more specific
information such as sub-contractor reports,
progress photos, and so on.

In order to be able to provide the correct DEFECT LIST
information at construction progress
meetings, the contractor may previously Defects are aspects of the works that are not in
hold a progress meeting with sub- accordance with the contract.
contractors sometimes called a production
meeting. Defects may occur because of:

Meeting minutes should be prepared, with Design deficiencies.
a requirement that any disagreement with Material deficiencies.
the items recorded in the minutes is raised Specification problems.
within a pre-defined period (perhaps one Workmanship deficiencies.
week). Progress meetings may also result in
the preparation of a construction progress Defects can be 'patent' or 'latent'. Patent
report for the client. defects are those which can be discovered by
reasonable inspection. Latent defects are those
On construction management projects, the which cannot be discovered by reasonable
construction manager holds regular inspection, for example problems with
construction progress meetings with trade foundations which may not become apparent
contractors to discuss on and off-site for several years after completion when
progress against the programme and to co- settlement causes cracking in the building.
ordinate the release of information. It may When a latent defect becomes apparent, it
sometimes be appropriate for these becomes patent rather than latent.
meetings to take place at the trade
contractor's premises. On large projects the During the defects liability period, the client
construction manager may hold a daily reports any defects that arise to the contract
logistic meeting on site with trade administrator who decides whether they are
contractor foremen to organise, schedule defects in the works (i.e. works that are not in
and co-ordinate on-site shared services accordance with the contract), or whether they
such as deliveries and off-loading, hoists are in fact maintenance issues. If the contract
and cranage, scaffolding, safety issues, administrator considers that they are defects,
rubbish clearance etc. then they may issue instructions to the
contractor to make good the defects within a
Similar meetings may be held on reasonable time.
management contract projects between
the management contractor and the works TOPIC 4
contractors. // INTERACTIVE REPORT 2021 64

Other meetings held on site might include
safety briefings and toolbox talks which are
held to ensure that workers properly
consider health and safety issues on site.

NB: It is the contractor's responsibility to SITE REPORT
identify and rectify defects, not the clients,
so if the client does bring defects to the A report is a written document that provides
contractor's notice, they should make clear information. In the construction industry,
that this is not a comprehensive list of all reports are typically formal documents that
defects. provide information about key events, project
stages or processes to a client, local authority,
At the end of the defects liability period, the purchaser and so on. They can also provide
contract administrator prepares a schedule more general information about the state of
of defects, listing those defects that have something, ranging from individual
not yet been rectified, and agrees with the components to the entire construction industry
contractor the date by which they will be or the wider economy.
rectified. The contractor must in any event
rectify defects within a reasonable time. Ideally, reports should be concise, written in
easy-to-understand language, should be easy
When the contract administrator considers to navigate, should contain only information
that all items on the schedule of defects that is necessary, and should not duplicate
have been rectified, they issue a certificate information that can be found elsewhere.
of making good. This has the effect of
releasing the remainder of any retention
monies and will result in the issuing of the
final certificate.

It is important to note that the defects
liability period is not a chance to correct
problems apparent at practical completion,
it is a period during which the contractor
may be recalled to rectify defects which
appear. If there are defects apparent before
practical completion, then these should be
rectified before a certificate of practical
completion is issued.

Defect List Example Site Report Example

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PROJECT

QUALITY PLAN

The term 'quality assurance' describes a set of planned,
systematic actions to ensure that products and services comply
with specified requirements. It not only involves checking the
final quality of products to avoid defects, as is the case in
quality control, but also checking product quality in a planned
way through all the production stages. It is the development of
work and product design procedures to prevent errors from
occurring in the first place, based on planning, backed up by
quality manuals and tools.

A project quality plan (PQP), sometimes referred to as a quality
management plan, quality assurance plan or project quality
management plan, is a project-specific quality plan that
describes the activities, standards, tools and processes
necessary to achieve quality in the delivery of a project.

It is sometimes considered to be interchangeable with the
project execution plan (PEP) which sets out the overall strategy
for managing the project, describing who does what and how,
and defining the policies, procedures and priorities that will be
adopted.

RIBA suggest that the PEP or PQP helps track and control
projects which can progress erratically and intermittently and
should pass the ‘what happens if ‘Fred’ is knocked-down by a
bus’ test, describing the project and processes in such a way
that competent people could take over the project and
maintain the program, service and performance.

However, on large projects, the project execution plan might 66
be an overarching document that includes (or references) a
number of more detailed plans focusing on specific issues such
as; the project quality plan, health and safety plan, risk
management plan, value management plan, stakeholder
management plan, and so on.

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The project quality plan should:

Provide explanatory text describing the nature of the
project and the quality expectations.
Set out the organisations quality policies (for example, if
they are ISO 9001 certified) and how these policies will apply
to the project.
Identify other quality criteria or policies that may need to be
followed, such as the requirements of clients or funders.
Describe how quality requirements will cascade down
through the supply chain.
Describe the activities necessary to deliver the project and
the order in which they will be carried out.
Describe the resources required.
Set out quality roles and responsibilities.
Identify the standards that will apply.
Describe monitoring and reporting procedures and the
process for delivering continuous improvement.
Describe procedures for dealing with defects.
Describe document control procedures.
Describe change control procedures.
Set out any training requirements.
Schedule tools that will be used.
List reference material.

Some of these elements may be common to all projects,
however, the PQP should not duplicate information that is
available elsewhere (but rather should reference it), and it
should be project specific, rather than an a generic box-ticking
exercise.

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INTERIM CERTIFICATE AND
PROGRESS PAYMENT

Interim certificates provide a
mechanism for the client to make
payments to the contractor before the
works are complete. The Housing Grants,
Construction and Regeneration Act,
states that a party to a construction
contract in excess of 45 days is entitled
to interim or stage payments.

Interim payments can be agreed in
advance and paid at particular
milestones, but they are more
commonly, regular payments, the value
of which is based on the value of work
that has been completed (this is the
actual value of the work completed,
taking into account variations, etc.).

The amount of these payments is
entered onto an interim certificate
(generally valued by the cost consultant,
perhaps having taken advice from the
lead designer) and the client must
honour the certificate within the period
stipulated by the contract.

If the client intends to pay a different Interim certificates should make clear the
amount from that shown on the interim amount of retention and a statement should
certificate, then they must give notice to also be prepared showing retention for
the contractor of the amount they nominated sub-contractors if there are any.
intend to pay and the basis for its The contract may require that retention is
calculation. kept in a separate bank account and that this
is certified. In this case, the client will
The value of interim certificates is the generally keep any interest paid on the
value of the work completed, less any account.
amounts already paid, less retention.
Half of this retention will be released on
certification of practical completion and
the other half upon issue of the
certificate of making good defects.

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CERTIFICATE OF PRACTICAL
COMPLETION (CPC)

Practical completion is referred to as
'substantial completion' on some forms
of contract, particularly in the United
States.

The contract administrator certifies
practical completion when all the works
described in the contract have been
carried out. Certifying practical
completion has the effect of:

Releasing half of the retention (an It is important to note however, that the
amount retained from payments due defects liability period, which follows
to the contractor to ensure they certification of practical completion, is not a
complete the works). chance to correct problems apparent at
Ending the contractor's liability for practical completion, it is the period during
liquidated damages (damages that which the contractor may be recalled to
become payable to the client in the rectify defects which appear following
event that there is a breach of practical completion. If there are defects
contract by the contractor - generally apparent before practical completion, then
by failing to complete the works by these should be rectified before a certificate
the completion date). of practical completion is issued.
Signifying the beginning of the
defects liability period.

Documentation that should be issued to
the client on certification of practical
completion might include:

A draft building owner's manual.
A building user's guide.
The health and safety file.
The building log book.
A construction stage report.

Once the certificate of practical
completion has been issued, the client
takes possession of the works for
occupation.

TOPIC 4
// INTERACTIVE REPORT 2021 69

CERTIFICATE OF NON-COMPLETION
(CNC)

The date for completion of construction
works is generally set out in the contract
particulars. However, it is not
uncommon for delays to cause the
completion date to be missed, that is,
the works are not complete, and so a
certificate of practical completion
cannot be issued by the date for
completion.

Where the client is responsible for the
delay, an extension of time may be
granted, the completion date adjusted,
and the contractor may be entitled to
claim loss and expense.

Where the contractor is responsible for
the delay, the client may be entitled to
claim liquidated and ascertained
damages (at a rate set out in the
contract particulars).

Some contracts (such as the JCT The contract administrator must give due
Standard Form of Building Contract), consideration to any applications for
require that the contract administrator extension of time before issuing a certificate
issues the contractor with a certificate of of non-completion, and if there are
non-completion (sometimes referred to subsequent extensions of time that result in
as a ‘non-completion certificate’ or ‘non- the completion date being adjusted, and the
completion notice') as a prerequisite to contractor then fails to meet this adjusted
claiming liquidated and ascertained date, a new certificate of non-completion
damages. must be issued.

The certificate of non-completion gives Where the contract provides for sectional
formal written notice to the contractor completion of the works, separate certificates
that they have failed to complete the of non-completion must be issued for each
works described in the contract by the section that is not completed by the required
completion date that was last agreed date.
(the original completion date may have
been adjusted during the course of the
works).

TOPIC 4
// INTERACTIVE REPORT 2021 70

EXTENSION OF TIME AND
LIQUIDATED ASCERTAINED DAMAGE

Contracts generally include a clause
making provision for the contractor to
pay liquidated damages (LD, sometimes
referred to as liquidated and ascertained
damages - LADs) to the client in the
event that the contract is breached. In
building contracts, liquidated damages
usually relate to the contractor failing to
achieve practical completion (i.e.
completing the works so they can
handover the site to the client) by the
completion date set out in the contract.
They are often calculated on a daily or
weekly rate.

Liquidated damages are not penalties, As liquidated damages are not a penalty, they
they are pre-determined damages set at must have been based on a genuine
the time that a contract is entered into, calculation of damages when they were set. If
based on a calculation of the actual loss they are not genuine, they may be considered
the client is likely to incur if the a penalty by the courts and so will be
contractor fails to meet the completion unenforceable (see Dunlop Pneumatic Tyre
date. They might include; rent on Co Ltd v New Garage and Motor Co Ltd),
temporary accommodation, removal although this is unlikely as the courts are very
costs, extra running costs, and so on. reluctant to interfere in contractual
They are generally set as a fixed daily or agreements negotiated freely by two
weekly sum, although there may be a commercial parties of similar standing.
more complicated formulae where the
works are phased, where may be partial TOPIC 4 71
possession and so on. It is important that // INTERACTIVE REPORT 2021
the method of calculation is precisely
and formally documented.

If the contract prevents the client
claiming liquidated damages, or if actual
losses are significantly different to those
that were estimated at the time the
contract was entered into, then the
client may pursue a claim for
unliquidated (i.e. actual) damages
through the courts. Unliquidated
damages are damages, the exact
amount of which has not been pre-
agreed, and are typically determined by
the courts.

DEFECT LIABILITY PERIOD (DLP)

Once practical completion has been
certified, the defects liability period
begins (now called the 'rectification
period' in Joint Contracts Tribunal (JCT)
contracts). Typically, the defects liability
period is six to twelve months.

During this period, the client reports any
defects that arise in the works to the
contract administrator who decides
whether they are in fact defects (i.e.
works that are not in accordance with
the contract), or whether they are
maintenance issues. If the contract
administrator considers that they are
defects, then they may issue instructions
to the contractor to make good the
defects within a reasonable time.

At the end of the defects liability period, When the contract administrator considers all
the contract administrator prepares a the items on the schedule of defects have
schedule of defects, listing those defects been rectified, they issue a certificate of
that have not yet been rectified, and making good defects. This has the effect of
agrees with the contractor the date by releasing the remainder of any retention and
which they will be rectified. Defects results in the final certificate being issued.
must be made good within a 'reasonable
time', and at the contractor's cost. It is important to note that the defects liability
period is not a chance to correct problems
NB: It is the contractor's responsibility to apparent at practical completion, it is a period
identify and rectify defects, not the during which the contractor may be recalled
client's or the contract administrator's, to rectify defects which appear. If there are
so if they do bring defects to the defects apparent before practical completion,
contractor's notice, they should make then these should be rectified before a
clear that this is not a comprehensive list certificate of practical completion is issued.
of all defects.
TOPIC 4
When the contract administrator // INTERACTIVE REPORT 2021 72
considers that all items on the schedule
of defects have been made good, they
issue a certificate of making good
defects. This has the effect of releasing
the remainder of any retention and
brings about issuing of the final
certificate.

CERTIFICATE OF MAKING GOOD
DEFECTS (CMGD)

Contracts generally include a clause
making provision for the contractor to
pay liquidated damages (LD, sometimes
referred to as liquidated and ascertained
damages - LADs) to the client in the
event that the contract is breached. In
building contracts, liquidated damages
usually relate to the contractor failing to
achieve practical completion (i.e.
completing the works so they can
handover the site to the client) by the
completion date set out in the contract.
They are often calculated on a daily or
weekly rate.

Liquidated damages are not penalties, What are defects?
they are pre-determined damages set at Defects are works that have not been carried
the time that a contract is entered into, out in accordance with the contract. Defects
based on a calculation of the actual loss which are discoverable before the end of the
the client is likely to incur if the defects liability period are described as
contractor fails to meet the completion 'patent defects'. Defects which could not have
date. They might include; rent on been discovered during the defects liability
temporary accommodation, removal period are known as 'latent defects' (for
costs, extra running costs, and so on. example, a problem with foundations which
They are generally set as a fixed daily or have been covered up and does not become
weekly sum, although there may be a apparent until several years later when
more complicated formulae where the settlement causes cracks to appear).
works are phased, where may be partial
possession and so on. It is important that TOPIC 4
the method of calculation is precisely // INTERACTIVE REPORT 2021 73
and formally documented.

If the contract prevents the client
claiming liquidated damages, or if actual
losses are significantly different to those
that were estimated at the time the
contract was entered into, then the
client may pursue a claim for
unliquidated (i.e. actual) damages
through the courts. Unliquidated
damages are damages, the exact
amount of which has not been pre-
agreed, and are typically determined by
the courts.

CERTIFICATE OF MAKING GOOD
DEFECTS (CMGD)

Contracts generally include a clause
making provision for the contractor to
pay liquidated damages (LD, sometimes
referred to as liquidated and ascertained
damages - LADs) to the client in the
event that the contract is breached. In
building contracts, liquidated damages
usually relate to the contractor failing to
achieve practical completion (i.e.
completing the works so they can
handover the site to the client) by the
completion date set out in the contract.
They are often calculated on a daily or
weekly rate.

Liquidated damages are not penalties, What are defects?
they are pre-determined damages set at Defects are works that have not been carried
the time that a contract is entered into, out in accordance with the contract. Defects
based on a calculation of the actual loss which are discoverable before the end of the
the client is likely to incur if the defects liability period are described as
contractor fails to meet the completion 'patent defects'. Defects which could not have
date. They might include; rent on been discovered during the defects liability
temporary accommodation, removal period are known as 'latent defects' (for
costs, extra running costs, and so on. example, a problem with foundations which
They are generally set as a fixed daily or have been covered up and does not become
weekly sum, although there may be a apparent until several years later when
more complicated formulae where the settlement causes cracks to appear).
works are phased, where may be partial
possession and so on. It is important that TOPIC 4
the method of calculation is precisely // INTERACTIVE REPORT 2021 74
and formally documented.

If the contract prevents the client
claiming liquidated damages, or if actual
losses are significantly different to those
that were estimated at the time the
contract was entered into, then the
client may pursue a claim for
unliquidated (i.e. actual) damages
through the courts. Unliquidated
damages are damages, the exact
amount of which has not been pre-
agreed, and are typically determined by
the courts.

CERTIFICATE OF COMPLIANCE AND
COMPLETION (CCC)

Who is reponsible for issuance of the
CCC?
In Malaysia, the Certificate of Completion
and Compliance will be issued by a
Principal Submitting Person (PSP).

The PSP may be a professional architect,
professional engineer or building
draughtsman registered with the Board
of Architects Malaysia (LAM).

The PSP must be registered with their
respective boards under the law relating
to their field, such as the Architects Act
1967 or Registration of Engineers Act
1967 (Revised 2015).

When can the CCC be issued? What else is the PSP responsible for?
The PSP can issue the CCC once the Apart from issuance of the CCC, a few other
following conditions have been met: roles the PSP is responsible for include:

All technical conditions imposed by Submission of the building plan for
the LA have been satisfactorily approval by the Local Authority (LA).
complied with. Supervise construction works at the site
When Form G1 (earthworks) to Form and ensure that the provisions of the law
21 (landscape) in respect of stage and technical conditions imposed are
certifications as set out in the Second complied with.
Schedule have been duly certified Submit the CCC to the developer as well
and received. as to the LA and relevant professional
When all essential services, including boards.
access roads, landscape, car parks,
drains, sanitary, water and electricity TOPIC 4
installations, fire hydrants, sewerage // INTERACTIVE REPORT 2021 75
and refuse disposal requirements
and, fire lifts where required have
been provided.
When the PSP certifies in Form F
that he has supervised the erection
and completion of the building and
that to the best of his knowledge and
belief the building has been
constructed and completed in
accordance with the Street, Drainage
and Building Act 1974 [Act 133], the
Uniform Building By-Laws (2007) and
the approved plans.

ARCHITECTURAL SITE
PRACTICE

// 2020