Remote sites - contract administration

Page contents:

• Introduction
• Suggested clauses
• Digital photographs
• Communications

Introduction

Digital technology is particularly useful where a building site is remote from the architect's office. For example, an architect in Perth may be administering a contract in the Kimberley where it may not be practical to visit the site more often than once every month or two.

Where infrequent site visits are proposed due to the remoteness of the building site, suitable self-verification provisions (such as digital text and photographic formats) must be included in the tender/construction documents to address issues such as:

• witness points
• hold points
• verification points.

Witness point

Usually defined as an opportunity to witness an activity or item for which the contractor is required to give notice but which involves no obligation of the architect to witness (ie after the period for notice, the contractor may proceed with the activity or item).

Hold point

Usually defined as an opportunity to witness an activity or item for which the contractor is required to give notice. The contractor must not proceed further without the approval of the architect.

Verification point

Usually defined as an activity or item for which the contractor is required to comply with requirements and confirm and record compliance or to identify and rectify a default or non-compliance before proceeding.

For remote sites, the concepts of witness point and hold point are not always practical because the architect and its specialist consultants cannot personally visit the site to carry out inspections as may be required. However, if a verification point is specified, the contractor must provide evidence or proof that a performance or other requirement has been met or, alternatively, that a default or non-compliance has been identified and has been rectified.

For remote sites, this involves the concept of 'self-verification' by the contractor, in which case the architect or its specialist consultants may consider including the following sample clauses in the tender/construction documents:

Suggested clauses

Suggested clause for self-verification

'The contractor must include provision in the project quality plan so that the actions required for designated self-verification points are carried out. Record in digital text and digital photographic formats as appropriate.

Take digital photographs:

• in colour (not black and white) with a date and time on each
• from different angles and/or detail photographs to fully show the item in question where appropriate
• showing the item with the building (or with the building in the background).

Submit the records to the architect if requested; maintain the records until seven years after practical completion.'

Suggested general clause

'Carry out installed tests and inspections of structure and equipment at the site including preliminary tests and inspections and proving tests at no additional cost to the owner.

As part of the project quality plan, submit a complete list of all proposed installed tests and inspections as self-verification points for review together with:

• a detailed description of the proposed method of conducting all such tests and inspections including the materials and equipment to be used
• the proposed methods of interpreting the various test results.

Submit inspection and test plans not less than thirty calendar days prior to being required for the Works. Record in digital text and digital photographic formats as appropriate.

Take digital photographs:

• in colour (not black and white) with a date and time on each
• from different angles and/ or detail photographs to fully show the item in question where appropriate
• showing the item with the building (or with the building in the background).

Submit the records to the architect if requested; maintain the records until seven years after practical completion.'

Suggested clause for preliminary tests and inspections

'Provide all necessary labour, materials and testing instruments, take all necessary safety precautions and carry out preliminary tests and inspections including, but not necessarily limited to, inspections so that all equipment as delivered is in good order and condition and has not been damaged during shipping.

Pre-commission (ie prepare plant or equipment so that it is in a safe and proper condition and ready for commissioning and operation including all aspects of plant operation such as safety, electrical equipment, mechanical equipment, pipelines, and instrumentation) all items of plant and equipment and provide additional staff where necessary to prevent interrupting the main program of work.

Rectify at no additional cost to the owner any failure or defects identified by testing and re-test the section until satisfactory performance is achieved. Record in digital text and digital photographic formats as appropriate.

Take digital photographs:

• in colour (not black and white) with a date and time on each
• from different angles and/ or detail photographs to fully show the item in question where appropriate
• showing the item with the building (or with the building in the background).

Submit the records to the architect if requested; maintain the records until seven years after practical completion.'

Suggested clause for works involving the construction of sewers

This could include other below-ground services.

'Construct all sewers in accordance with the sewer drawings approved by the relevant authority and engage a competent engineering surveyor to record invert levels of the sewer at entry and exit to sewer manholes, and lengths and offsets along sewer line and invert levels of property branch sewers. Immediately submit such recordings electronically to the architect for review.

After examination of the details provided the architect will instruct the contractor to either:

• alter construction to comply with the drawings approved by the relevant authority

• carry on with the Works including backfilling the sewer trench'.

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Digital photographs

Digital photographs should:

• be in colour (a black and white photograph can hide something that is much clearer in colour)
• have a date and time on them (most cameras have this facility).

The contractor should be required to provide photographs from different angles and/or detail photographs to fully show the item in question where appropriate.

If there is any doubt that digital photography could be fabricated, the contractor should also be required to:

• submit a suitable statutory declaration with the photographs
• or provide a general photograph showing the item with the building (or the building in the background) to show that it is from the building site in question
• or submit two photographs, one showing the item in question and a second photograph of the person taking the first photograph (with both of the photographs date stamped as taken at the same time).

Summary

Other provisions that architects may wish to consider include submission of digital photographs:

• that show concrete being poured with reinforcement in place
• with each progress claim to support the particular progress claim
• that show defects identified by the contractor (together with a written description of the proposed rectification).

Finally, consideration should also be given to recommending to the client that a clerk of works be engaged for the project.

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Communications

Successful building projects rely on effective communications during construction and for a period after practical completion has been reached. This is particularly the case for building projects on remote sites.

In order to maintain effective communications on projects located on remote building sites the contractor will need to have in place the necessary systems and equipment. The tender documents will need to describe the preferred methods of communications and the equipment that must be available on site so that the tenderer can include an appropriate allowance in its tender.

The necessary equipment and systems may include:

• email
• telephone, mobile or satellite
• fax machine
• computer with MS Office and Project or equivalent
• stand-alone data back-up system
• internet access including the ability to send and receive files up to 20MB in size/cloud computing access
• the capacity to print files and PDFs in colour and black and white up to A3 size
• on remote sites where power supply is unreliable a UPS system may be required
• digital camera at least five mega-pixel resolution.

All systems and equipment must be in place when work commences on site and be maintained after practical completion has been reached for a period compatible with the complexity and size of the project. This period would normally be from two to six weeks.

The tender documents should also advise tenderers that the contract will require that a senior foreperson, who is familiar with the project, is to remain on site for the period described above to carry out supervision of the rectification of defects, the completion of incomplete work and post practical completion commissioning and testing. The project documentation may also describe the point at which the contractor may leave the site. In the case of a remote building site, this may be some time after practical completion has been reached.

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