QUALITY CONTROL SYSTEM

QUALITY CONTROL SYSTEM FOR
PARKCITY HANOI TOWNSHIP PROJECT


Part 1: Manual for Detailed Quality Control during Project’s Construction Stage

Part 2: Payment




TABLE OF CONTENTS

Part 1: Manual for Detailed Quality Control during Project’s Construction Stage
1. Aims. 3
2. Scope of application.. 3
3. Document of application.. 3
4. Term explanation.. 3
5. Contents of QC process in construction..
5.1 Requirements. 4
5.2 Plan.. 4
5.3 Performance. 4

Part 2: Payment

1. Payment Procedure: 11
2. Form of report on procedure and payment duration for Contractor: 13
3.Procedure of IPC: 14
4. Document checklist for IPC: 15
5. Form of Letter prososing QS for Package 1 and 2 from QS Consultant: 16
6. Procedures for payment of civil work and consultancy contracts for VIDC’s Project ..........................................................................................................................................17












Part 1:
Manual for Detailed Quality Control
during Project’s Construction Stage
Construction quality, which is an important part of Project Quality System, is the basic step to make worth products. Construction quality has contents as follow:
· Quality of each stage.
· Quality of each layer, each stage and each part of work.
· Quality of each part including hidden parts and bearing parts.
· Quality of construction items including quality of materials, equipments, installation works,etc.
To obtain good quality as required, surveys, inspection and tests to evaluate construction quality are very necessary. Quality check is following, inspecting continuously in construction process in order to evaluate construction quality on basis of meeting with approved design and technical standards and satifying requirements in the contract.
It is necessary to understand that QCS is an united system. Construction products must satisfy design’s requirements, technical standards, processes and standards as stipulated by the State. As the Client, processes of QC in construction stage are ensured as follows:

1. Aims:
Process for QC is a part of QCS which is set up to ensure that construction meets proposed quality, is handed over timely and follows approved bill of quantity.
Bring beautifull projects and benefits to the company at present and in the future.
Enhance company’s prestige in project management.

2. Scope of application:
For all projects managed by the company.

3. Document of application:
- Quality control system 9001-2000.
- Company’s regulations.
- Tender documents.
- Stipulation No 209 of MOC on QC

4. term explanation
- Schedule: progress of project construction according to proposed plan.
- Project: product of construct section.
- Quality: Aesthetic and technical requirements which project must satisfy in accordance with aims and standards in decision on the project approval and bid documents.
- Client: Vietnam international township deverlopment JSC.
- Supervision consultant: who represents the owner to inspect contractor’s construction management at site.
- Contractor: unit who carries out construction as the contract signed with the Client.

5. Contents of QC process in construction

5.1 Requirements
To ensure schedule and quality as defined.

5.2 Plan
- Arrange staff to follow directly at site and co-operate with consultant, designer and contractor.
- Arrange staff of Planning Department, Technical Deparment and functional departments to follow the schedule.
- Report daily, weekly, monthly work to company’s leaders, person who is in charge of department to follow and have instructions close to schedule.
- Be on a weekly and monthly fact-finding tour of projects.

5.3 Performance:
To have good QC, below processes will be implemented in all company’s projects. That project department and technical department usually check what is happening at site and then report to the leaders should be carried out regularly. Project department and technical department request the company supervisors to report in accordance with forms and time schedule so that the department can collect information to report to Director of PMU every Monday or to report whenever necessary.
- Management of consultant, contractor in safety.
- Management of consultant, contractor in quality.
- Management of consultant, contractor in environmental sanitation.
- Management of consultant, contractor in schedule.
- Management of consultant, contractor in payment.
- Management of consultant, contractor in organization and working time at site.
- Co-ordination with and management of design consultant in design work.
- Co-operation for site clearance and relocation work.
- Co-operation with city’s relevant authorities in traffic arrangement.
- Project hand-over, warranty and maintenance.

5.3.1. Management of consultant, contractor in safety:
Safety, which is the most important part in construction, ensures self-protection for each person as well as for machines and equipments.
- Safety at work for labours:
+ Usually check the dissemination of safety knowledge for staff and workers at site before and during construction, through:
\ Test results on safety knowledge that is learned and disseminated meet requirements or not.
\ Check if implementation of safety methods at site is as good as proposed or not.
+ Test results will be evaluated:
\ Each staff of contractor in charge of safety reports safety at work to supervisors and company’s technicians will collect, evaluate and then propose, report to leaders.
\ If meeting requirements: reward, uphold and extend.
\ If not meeting requirements: Penalty as regulations and request to redo the test until meeting requirements.
- Safety for equipments:
+ Check if all machines at site are as the submitted list in bid document. During construction all changes must be considered.
+ Check all registration certificates for machines and equipments at site.
+ Test results will be evaluated:
\ Each staff of contractor in charge of safety reports safety at work to supervisors and company’s technicians will collect, evaluate and then propose, report to leaders.
\ If meeting requirements: reward, uphold and extend.
\ If not meeting requirements: Penalty as regulations and request to fulfill all proceedings. When meeting requirements, construction is continued.
- Environment during construction:
+ Compare supervision consultant’s environment reports which mention light, noise, shake, dust and dirt with technical standards in the contract and at site in order to give specified adjusting methods and then report to PM’s leaders.
- Safety at site:
+ Check contractor’s reports on public security, riot, in-and-out site in order to co-operate with local authorities to solve if there are any problems, and then report to leaders.
5.3.2. Management of consultant, contractor in quality
. Human resources: staff, workers
. Construction materials for works of embankment, concrete pouring and completion
. Materials for installment: machines and accessories.
. Construction: Excavation, embankment, coarseness and completion.

- Quality of manpower of Consultant, Contractor:
The owner will base on records, documents, certificate on manpower in comparison with requirements to choose appropriate staff for construction work:
+ Compulsory requirements for all site supervisors of consultants and contractors:
\ Have major in construction or things related to construction supervision.
\ Be experienced in construction supervision.
\ Be educated and trained about the current project.
\Be honest and contributive.
\ Be fluent in English.
+ Compulsory requirements for all site workers;
\ Be trained in construction.
\ Have skills in accordance with the project requirements.
- Quality in materials for construction:
+ Before construction, supervision consultant must check all finished certificates of batch of goods and verify them at authorized agents, following technical standards in bid documents.
+ Supervision consultant then submits to the company’s technicians to double-check and submit to leaders.
+ All material samples will be kept and be evidents for materials used in construction.
- Construction quality
+ Before construction, contractor must set up QCS to ensure construction quality in accordance with technical specifications mentioned in the contract and make forms used for inspection works. Contractor then submits to supervision consultant to check and finally gives PMU for assessment.
+ Contractor and supervision consultant are requested to organize training class instructing construction methods for staff and workers who take part in construction at site before construction stage.
+ Contractor and supervision consultant continuously check, inspect to review, speed up when work is being carried out. It is not only to avoid carelessness and mistakes but to answer enquiries and solve difficulties if any as well during construction.
+ Contractor, supervision consultant and PMU carry out inspection for each stage to ensure appropriateness with proposed technical requirements of the project. That is based on forms regulated as stage and details of each work.
+ First inspection is carried out by technical supervisors of construction contractor. They themselves confirm that their work meets proposed technical requirements. Then the inspection result is submitted to supervision consultant for check. After consideration, if the work satisfeies technical standards, consultant will confirm and submit to representatives of the Client.
+ If the work does not satisfy technical standards which has mistakes, shortcomings in inspection, it will be marked and recorded and be given to contractor to redo in accordance with instructed technical standards. In this case contractor bears all cost. Then re-inspection is carried out to confirm that the work is well completed enough to transfer to the next stage:
+ Inspection form is made into 3 copies:
\ One copy for contractor for filing and information so as to make amendments.
\ One copy for supervision consultant for filing and information in order to inspect after the contractor’s amendments and to then allow contractor to continue work.
\ One copy for representative of the Client.
+ General sample for inspection is generally similar to detailed sample but includes all works done and inspected in details. Attached with this sample is all forms for detailed inspection used for filing or payment.
+ All inspection forms are collected into one record for hand-over and filing during existence of the project in case of any proplem arising.
+ In spite of carefulness in inspection and construction stages, results aren’t always as expected and work must be redone. It may be caused by bad weather, rain, storm, flood, earthquake, design change by designer or the Client, socio-economic situation which may make construction term longer. So when carrying out construction again, it must be repaired. Procedure is generally similar to constructing a new project. However, there are some differences as follows:
\ Propagate reparation state.
\ Re-survey all works in need of reparation.
\ Perform reparation with steps similar to constructing a new project.
\ Perform inspection:
Supervise and speed up construction
Remind if there are shortcomings or mistakes in the construction process.
+ Inspection: After work is finished, check in accordance with technical standards:
\ If the work meets requirements of technical standards, implement hand-over.
\ If the work does not meet requirements: repair until meeting requirements of technical standards, then re-inspect and hand-over.
(See attachment: SYSTEM OF inspection formS for each stage and FOR THE WHOLE work:
1. Land hand-over
2. Survey
3. Earthworks
4. Foundation
5. Structure.
6. Completion
7. Electricity
8. Water works
9. Ventilation and air-conditioner
10. Interior work
11. External work

5.3.3. Management of consultants and contractors in construction method and schedule:
* Construction method:
- All construction methods by contractors are approved by supervision consultant before construction. That contractor’s methods don’t ensure requirements but are still approved by supervision consultant will lead to the result that the project doesn’t meet required quality.
- Above issue can be discovered through following activities:
+ Staff of Project Department and Technical Department report after site vistits.
+ Site supervisors report.
+ Consultant reports to the Client.
+ As a result, Project Department and Technical Department will report to company’s leaders and inform consultant, contractor regardiing changing construction method as well as increasing manpower, machines or revising technical methods so as to get on well with the project.
Revised methods are applied to the project in order for the project to meet proposed requirements.
\ If above methods are appropriate, then keep applying.
\ If discovering errors after application, immediately report and re-perform all above steps.
* Schedule:
- Consultant, PMU always check if construction work is in accordance with proposed schedule or not.
+ Performing all works keeping up with the schedule
+ Arranging manpower at site
+ Type and quantity of materials for construction
+ Number of machines and equipments to be adequate and in good operation or not.
+ Number of supervisors and managers
+ Payments to contractor.
- PMU meets and discusses with contractor and supervision consultant about the solution and speeding up construction progress:
\ Help and support from local authorities and people where the project is constructed.
\ The Client paying timely as completed quantity of work.
\ Information and construction drawings must be provided fully by designer before construction.
\ Creating environment so that supervisors have a great sense of responsibility and contribution.
- Request construction parties to prepare daily, weekly and monthly schedule to detail and specify master plan, which makes it convenient to follow general schedule. Revision of performance time on detailed schedule will be specified and made easy to reach the proposed schedule.
- Be determined to push construction parties to achieve proposed schedule even if shift increasing, working overtime, cost inceasing, manpower or equipment mobilization are applied.
- Reward and punish strictly right in carrying out detailed schedule to prevent delay of master plan.
- Encourage all people to work actively and keep right schedule.
- All mistakes, additional works or changes of the project together with all related evidences should be saved in the project diary for delay clarification afterwards. All daily issues at site are recorded: manpower, equipments, in-and-out materials and other issues.

5.3.4. Management of consultants and contractors in payment
- On monthly schedule, PMU requests contractors, consultants to submit the monthly payment record signed and sealed by contractor and approved by supervision consultant including:
+ Invoice
+ General Bill of quantity
+ Detailed Bill of quantity
+ Quality record
+ Quantity calculation tables
+ General quantity table
+ Construction photo
- After completion, contractor and supervision consultant will collect all payment records to make balance record.

5.3.5. Management of consultants and contractors in organization and working time at site:
Supervision consultants must be always present at site to supervise construction works on behalf of PMU and to report to PMU following issues:
- Daily working time.
- Effectiveness of work: safty, quality, progress, payment.
- Attitude during working.
- Contract schedule in accordance with stages.
- Cooperation when working.

5.3.6. Co-ordination and management towards design consultants in design work:
Design work has much effect on quality and progress of the project. Things involved are as follows:
- Requirements are carried out to support construction work.
- Design quality follows requirements and technical standards.
- Design progress.


5.3.7. Co – operation for land clearence and relocation works
* Land clearance:
How beautiful the project may look, how good the contractors and consultants are, the project would not be perfectly built without a nice construction space. That is why co-operation in land clearance is very important and following points need to be paid attention to:
- Determining the project location.
- Schedule of land clearance.
- Co-operation in construction and land clearance.
* Relocation work:
Relocation work is as important as land clearance to be completed before the project construction. Things involved are as follows:
- The project location
- Quantity of works to be relocated
- Progress of relocation construction

5.3.8. Co-operation with the city’s relevant authorities in traffic arrangement
- Traffic arrangement chart.
- List of agencies related to traffic arrangement.
- Arranging meetings on traffic arrangement.
- Management and implementation of traffic arrangement.

5.3.9. Hand-over, warranty and maintenance
- Person in charge
- Performance time
- Hand-over procedure




















Part 2:
Payment
1.Procedure of Payment
1. Legal documents
- In accordance with payment procedure issued

2. As-build drawing and quality document.
- Plan and profile with marking and high level (road part) only should be shown
- Details are shown in Inspection Forms for working items
- Culvert and retaining wall are marked on the plan
- Bridge should be marked on general profile only (Consultant will decide whether more details should be shown or not)
- As-built drawing of road for each part is made after that part is finished.
- Bridge is as-built for each part (pile, abutment, pier, super structure..)
- Separate as-built culverts will be done when each one is finished.
- Retaining wall, drainage and supporting items will be as-built in accordance with road item.
- Internal inspection minutes of contractor are removed.
- Consultant will require submission of as-build drawing on cross section for soil improvement if necessary
- Quality document must be attached with payment document.
- Quality control is implemented in accordance with project specifications. If there is a lack of project specifications, current Vietnamese standards will be applied after discussion with the Owner.
- Inspection minutes must be made right after inspection at site. In the weekly meeting, the owner and consultant will check inspection documents that are made within that week.
- There is a need of LAS stamp for General report of site test while there is no need for the result of detailed test on site.
3. Quantity and payment value
- For road-foundation, volume is not calculated on each layer.
- For all arising items, all parties including contractors, consultant, owner, designer must confirm reasons for arising and arising volume for arising items. Contractors have to submit solution, explanation for solution, materials, volume and value for arising items to consultant and owner for approval before construction.
4. Document control procedure:
4.1. Consultant signs
4.2. Site supervision signs
4.3. Mr Hung - PM checks and confirms by letter
4.4. Mr Vo checks and confirms
4.5. Mr Thang GD signs
5. Payment document list and layout
5.1 Volume 1: Legal documents
5.2 Volume 2: As-built drawings
5.3 Volume 3: Certificate of quality and testing result
5.4 Volume 4: Bill of quantity and payment value
- Sub –volume 4.1 Detailed inspection minutes, dimension, and detailed tables of quantity
- Sub – volume 4. General quantity and value (Design and arising volume are separated)













2. Form of report on procedure and payment duration for contractor
VIETNAM INTERNATIONAL TOWNSHIP DEVELOPMENT JSC - VIDC
------------
CỘNG HOÀ XÃ HỘI CHỦ NGHĨA VIỆT NAM
Độc lập-Tự do-Hạnh phỳc
Hà Nội, ngày tháng năm
Độc lập - Tự do - Hạnh phỳ
REPORT
Ref: Procedure and payment duration for contractor
To : BOD-VIDC
I would like to propose the procedure as follows:
IPC
( Unit: Million VND)
Duration of check and transfer among departments of VIDC and consultants
Remarks
Total time of check for one document: 5+5+3+2+1+1=17 Days
Contra-ctor
CCU
DLS
PMD
QS
AC
BOD
1
2
3
4
5
6
7
8
9
No.
Value

5D
5D
3D
2D
1D
1D
17 Days




















Total








Account for % of Contract Value








Yours faithfully,
Receiver:
- As above.
- C&C.
- QS
- CCU
- Filing

Reported by:
Senior Project Manager, Infra

Đinh Văn Vừ

3. Procedure of IPC
Not Approved
Not Approved

By end of month, Contractor send payment application+approved items+detailed breakdown
Engineer check quality and actual quantity. Engineer to prepare checklist
Contractor submit Request for Inspection (RFI) to Engineer to check the works
QS prepares valuation reports, send to Engineer
Engineer issue 6 copies of IPC, send to Employer, c/c a copy to QS
Certified amount paid to Contractor by Employer
QS Evaluation
This must be done all along the month, not at end of the month.
3 copies to Engineer, DLS and VIDC

Within 5 days (Clause 14.6)
Within 5 days (Clause 14.7)


























4. Supporting Document Checklist for IPC

Divisi-on
Item
Description
Approve-d Shop-Drawing
Approved method statement
Material inspection before installatio-n
Material test result
Cube test results
Measurem-ent Sheet
Variatio-n
As-build drawing
Final inspecti-on minutes
Rem-arks
(1)
(2)
(3)
(4)
(4)
(5)
(6)
(1)
(1)
(1)
(1)
(1)
(1)















High tensile reinforcement (G390) and mild steel stirrup (G235)










5
5.7.8
10 diameter
C
C
NA
NA
C
U
NA
U
U
















































































Note C: Completed
U: Incomplete
NA: Not available
For the Contractor For the Engineer







Davis Langdon & Seah
DLS
To: Mr. Lee Liam Chye- General Director
Of: Vietnam International Township Development JSC
5F, Ha Dong Trade Center
No. 8 Quang Trung Str., Ha Dong City, Hanoi, Vietnam

From: Mark Olive- General Director
Of: Davis Langdon & Seah Vietnam
Date: 07 Dec, 09
Ref: DLSVN (HO)/1187
No of pages (including this cover sheet): 1



Davis Langdon & Seah Vietnam
Hanoi Office
#706 7/F North Star Building
4 Da Tuong Street
Hoan Kiem District
Hanoi, Vietnam

Tel: [84] [4] 3942 7525
Fax: [84] [4] 3942 7526
Email: dlshan3vn@vnn.vn
Website: www.davislangdon.com
Tax Code: 0303320866
Dear Mr. Lee Liam Chye,
First of all, we would like to thank you for your recent enquiry and the opportunity to provide a proposal of professional consultancy services.
We will be happy to issue our QS proposal for Package 1 and 2 by 10 December 2009 as per REP dated …November 2009.
Many thanks and best regards.
Yours sincerely,


Mark Olive
General Director
For and on behalf of
DAVIS LANGDON & SEAH VIETNAM





6. Procedures for payment of civil work and consultancy contracts for VIDC’s Projects


I/ GENERAL PRINCIPLES:

1- Project Management Department (PM Dept.) plays major role and bears main responsibility for the content of the consultant’s and contractor’s invoices, processing and monitors the progress of payment to the contractors and consultant.
2- Cost and Contract Department (C&C Dept.) confirms and takes responsibility for contractual compliance and the accuracy of unit rates applied for the contractor’s and consultant’s invoice.

3- Accounting Department checks and takes responsibility for the eligibility for the receipts incorporated in the contractor’s and consultant’s invoices, make payment to the contractors or consultants upon the request for payment has been approved by the Board of Directors (BOD).

II/ PARTICULAR APPLICATIONS:

1- Procedures for verification and responsibility of each departments of the VIDC in processing payments for consultants and contractors

After receiving Invoice from contractor or consultant, the document controller registers for “In-going” correspondence record and transfers the Invoice to the PM Dept. immediately. If the Invoice is submitted directly to PM Dept., the PM Dept. needs to give the document to the document controller to register for “In-going” correspondence record before processing.

1.1 Responsibility of the PM Dept.:

- The PM Dept. is responsible for checking and verifying the following contents of the invoice:

+ The completeness of the invoice: the invoice should include the following:

• For the Civil Works Contracts: Approval records for completed works, certificate of quantity of works done with signatures of contractor and supervision consultant included, drawings, quality compliance records, test results, etc in accordance with current regulations for management of construction projects; certificate of quantity and value of works done issued by the appointed Quantity Surveyor.

• For the Contract for Supervision Consultant: quantity table of staff –month spent during the payment duration (applicable for man-month contract), calculation sheet for ratio of consultant input spent and the total consultant input in the contract or the ratio of the value of civil works done and the total contract value (applicable for lump-sum contract), records of out-of-pocket expenses.

• For the Contracts for Design Consult: quantity table of staff –month spent during the payment duration (applicable for man-month contract) or record for quantity of design work done (applicable lump-sum contract), records of out-of-pocket expenses.

+ Based on the contract, checks and verify the eligibility and accuracy of the quantity of works done by the contractors, confirms the arising quantity against the quantity in the contract (for the civil works contracts); checks and confirms for the quantity of man-month of the consultant input spent (applicable for man-month consultancy contracts) or quantity of works done (applicable for the lump-sum consultancy contracts), quantity of arising man-month against the total man-month, verification the quantity of works done by the consultant for payment purpose.

- Right after receipt of the contractor or consultant’s invoice, PM Dept. sends one copy of the invoice to Cost and Contract (C&C) Dept. and Accounting Dept. for checking.

- After receiving comments from C&C Dept. and Accounting Dept., the PM Dept. is incorporating the comments, determining the amount due to the contractor or consultant and prepare Request for Payment for Project Director’s signature to be submitted to BOD for approval.

- PM Dept. is responsible for monitoring and following-up the payment progress to contractor and consultant.

1.2 Responsibility of the C&C Department:

- C&C Dept. is responsible to check and certify the following parts of the contractor’s or consultant’s invoice:
+ To verify the contractual compliance of the invoice;
+ To ensure that the unit prices in the invoice are consistent with ones in the contract;
+ To verify the procedural compliance of the arising quantities.
+ To check unit prices for arising quantities.

- To send comments on invoice to the PM Dept.

1.3 Responsibility of Accounting Department:

- To verify the eligibility of the receipt, air-ticket, etc. claimed in the invoice.

- Send comments on invoice to the PM Dept.

- To check (in conjunction with Finance Department.) to ensure that adequate capital is allocated to pay the invoice.

- Process payment to contractor, consultant upon approval of the Request for Payment by the BOD.

After payment has been made to contractor, consultant, the Accounting Dept. is to inform PM Dept. for monitoring.

2- Time frame for certify and make payment to contractor and consultant’s invoice:

2.1 PM Department:

- Within 3 working days upon receipt of the contractor’s or consultant’s invoice (5 days for the final invoice), PM Dept. checks the invoice, collects comments from other departments to prepare Request for Payment for Project Director’s signature to be submitted to BOD for approval.

2.2 C&C Department:

- Within 2 working days upon receipt of the contractor’s or consultant’s invoice (3 days for the final invoice), C&C Dept. checks the invoice, prepare comments to be sent to the PM Dept..

2.3 Accounting Department:

- Within 2 working days upon receipt of the contractor’s or consultant’s invoice from the PM Dept. (3 days for the final invoice), Accounting Dept. checks the invoice, prepare comments to be sent to the PM Dept.

- After receiving approval from BOD of the Request for Payment, Accounting Dept. must process payment to contractor or consultant within 01 working day.

In case the C&C Dept., Accounting Dept. or PM Dept. found out that that invoice submitted by contractor or consultant is ineligible or lack of information, the PM Dept. should work with contractor or consultant to request for additional documents or information. If necessary, the PM Dept. shall a letter for BOM’s signature to return the invoice to the contractor or consultant.