Document Controller

The Document COntroller's role is to assist the Resident Engineer and the Resident Site Supervision Team in performing the duties and responsibilities of the SMEC as Construction Supervision Services Engineering Consultants as Document Controller.

a) Carry out duties, undertake responsibilities and obligations and exercise the authority and powers of the Engineer specified in or necessarily to be implied from the Construction Contract.

b) Ensure that the Contractor executes all Works in accordance with the Contract including the defects inspection report, supplementary test reports and materials technical data sheets submittals to which consents have been given under the Contract.

c) Notify the Client in the event that the Contractor has failed in any respect to comply with any requirements of the Contract and take all necessary steps to rectify such.

d) Carry out duties related to monitoring site safety, quality assurance and control activities, environmental controls and audit activities of the Contractor.

e) Ensure the implementation of an efficient Document Control system during the execution of the Works. f) Conduct ongoing reviews of the Contractor's surveys, setting out of works and measurements necessary

for satisfactory construction of the Works.

g) Monitor the progress of the construction Works and supervision of all Site activities, monitor the status

of all submissions against any Works baseline programme under the Contract and take necessary action as and when required to maintain the Project progress in accordance with the baseline programme.

h) Liaise with the Client's project management and operational staff on all relevant matters pertaining to the Works and as it affects the operations of Manila International Container Terminal. To assure Contractor's activities are not obstructing ongoing Port's operation.

i) Convene and attend formal progress meetings on a fortnightly basis with the Contractor and prepare minutes of the meetings.

j) Provide to the Employer's Representative, on a weekly and monthly basis, written reports of the progress of the Works, compliance (or otherwise) with the drawings and specifications, expenditure and financial statements and forecast assessments of the Employer's cash flow needs. The reports shall be issued every Monday of the week, and within the first 3 working days of each month. Should be prepared in English language in a format to be agreed with the Client.

k) Examine in detail and deal with all claims made by the Contractor and prepare detailed reports and recommendations to the Client (involvement on litigation or arbitrations excluded).

l) Measure and certify quantities of approved work and materials, review payment claims, certify as appropriate for payment and prepare Interim Payment Certificates, Certificates of Completion, Final Payment Certificates and others in accordance with the Contract.

m) Review and approve the Contractor's proposed amendments to designs and /or specifications that may arise after the completion of the Consultant's services. The Consultant shall attend to any technical queries or requests that are raised by the Contractor during the construction phase and oversee any necessary changes to the design as required.

n) Review and approve the Contractor's proposed construction methodology, procedures and temporary works, including approval of proposed plant in accordance with best industry practices. Ascertain the suitability or otherwise of manufacturers and sources of plant and equipment, and materials that the Contractor proposes to use to construct the Works.

o) On substantial completion of the Works or any section of the Works, carry out final inspection prior to handover and prepare lists of any defects or outstanding work and supervise their rectification at/prior to taking over of the Works or any section of the Works.

p) Inspect and certify the Works or any section of the Works that are ready for taking over by the Employer and issue the respective taking over certificate.

q) Evaluate and certify delay damages to be imposed to the Contractor under the terms of the Construction Contract.

r) Prepare lists of any remaining defects or outstanding works that should be completed by the Contractor during the period for notifying defects.

s) Where required by the Client, perform a final inspection at the end of the period for notifying defects, prior to issuance of the final certification for the whole of the Works at the end of the Contract.

t) Ensure as-built drawings, specifications, material test reports, operations and maintenance manuals, are other requirements for the Employer's Taking Over the Work or section of the Works are produced accurately throughout the Contract and are handed over by the Contractor on completion of the Works, or section of the Works.

u) The Consultant shall not be permitted to amend or vary the Construction Contract without the specific prior approval of the Client;

i. Variations to the Works involving any change in the extent/ scope/ quality of the Works and the creation of new items are to be covered by a variation order. All instructions in relation to provisional and prime cost items are to be covered by a variation order. The prior approval of the Employer will be required for any such variations pre-estimated to incur expenditure in excess of USD5,000 or to take the cumulative total of the actual or estimated cost of all variation orders issued in relation to the Project above USD25,000.

ii. Variation orders are to be in a form to be agreed with the Employer.

iii. For the avoidance of doubt, variations which affect the times for completion, or the value(s) of the Contract(s) shall be reported timeously to the Employer.

v) The Consultant shall not take any final decision under any of the following clauses of the Construction Contract unless he has obtained the Client's specific written approval (after giving his initial determination to the Client):

• Extension of Time for Completion
• Suspension of Work
• Taking Over of the Works and Sections
• Variation Procedure
• Contractor Claims

The prior approval of the Client is required for any such variations pre-estimated to incur expenditure in excess of USD10,000 per single event or to take the cumulative total of USD50,000, unless in the case of a Variation which is urgently required for the safety of the Works or personnel or property on or adjacent to the Site.

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