PROCUREMENT

Procurement is a term which describes the activities undertaken by a client or employer who is seeking to bring about the construction or refurbishment of a building.Knowledge and Skills Required for procuring materials includes (1)experience with managing construction procurement processes (2)Knowledge of construction contracting approaches and procedures (3)Understanding of project design intent, budget, and schedule Knowledge of construction drawings and specifications Strong communication and negotiation skills.

ROLE OF PROCUREMENT OFFICER

1.Organize all procurement activities relating to request for proposals, bids, and price quotes.

2.Review requisitions for completeness and accuracy; follow up on discrepancies with the

initiating department; identify available suppliers for each requisitioned item.

3.Organize and maintain computerized records containing vendor and bid information.

4.Process requisitions into purchase orders and any resulting change orders.

5.Receive, open, screen, log and date stamps bid responses/quotations, mail as required

and organize bids for review by the specialist.

6.Maintain and update professional library publications.

7.Document Controlling

8.Perform general clerical duties such as maintaining general files, typing, data entry,

opening mail, and completing and processing standard purchasing forms.

9.Coordinate and schedule meetings and appointments as requested; respond to inquiries

which do not require the personal attention of the Procurement Specialist.

10.Correspond with vendors regarding prices, product availability, and delivery.

11.Stock Controlling 

12.Respond to inquiries from project staff regarding requisitions, purchase orders, contracts

and pricing information.

13.Assist in answering incoming calls.

14.Perform related work as required.

ROLE OF PURCHASING OFFICER

1.Analyze all suppliers in order to select the most suitable suppliers who are able to deliver high quality products at competitive pricing.

2.Negotiate with suppliers on lead-time, cost and quality so as to obtain the maximum benefit for the company.

3.Manage suppliers to meet objectives related to cost, delivery performance, schedule and quality.

4.Develop purchasing or sourcing strategies based on portfolio analyses and supplier referencing study.

5.Define and maintain documented category and supplier strategies using market and competitive data.

6.Liaise with suppliers on delivery schedule so as to ensure on-time deliveries of final product.

7.Develop, implement and drive the procurement strategies in order to meet cost savings targets.

8.Review and manage the supplier base to ensure consistency with the sourcing strategy.

9.Perform regular performance review with suppliers to drive continuous improvements.

10.Create monthly performance reviews and reports focusing on overall sourcing requirements.

11.Ensure commercial, legal and contractual compliances in all the procurement transactions.

12.Adopt appropriate supplier management methodologies and procurement strategies in purchasing to secure better prices.

13.Coordinate with vendor on continuous quality improvement.

14.Liaise with Account Department for processing payment on agreed credit terms, invoice 

and related matters.

15.Arrange heavy equipments and transportation as per site/projects requirements

DETAILS MUST INCLUDED IN PROCUREMENT SCHEDULE (Dates both planned and actual)

1.Subcontractors/Contact Person

2.Address/Telephone Number/Fax Number

3.Vendor List

4.Enquiries Compilation/Enquiries Floating

5.Date of receipt of Bids

6.Internal Technical Evaluation/ Compliances

7.Technical Evaluation from Subcontractor

8.Coordination meeting with Subcons

9.Final / Best offers Due

10.Bid Summary Preparation/Finalization/Bid Summary No./Approval

11.Consultant Approval For Selected Subcon

12.Date of contract Award

13.Kick-off Meeting/ Mobilization

14.Start Date of Site Works

PROCUREMENT SCHEDULE OF LONG LEAD MATERIAL

LONG LEAD MATERIAL- MEP

Diesel Generator Sets

Bus bar Riser

Transformers

 H.V. Switchgear 

LV Cables

HV Cables

Light fittings

MDB, MCC, C.Banks

MDB

MCC

Capacitor Bank

Fan Coil Units

Extract Fans ( Centrifugal / Axial/ Wall / Window)

Staircase & Fire Lift Pressurization System

Chilled  & Hot Water Pumps

Air Handling Units 

Heat Exchanger

Water Storage tanks

Central Hot Water Calorifiers

Grease Interceptors

Sanitary ware

Hot Water Boilers

Hot Water Circulating Pumps

Sump Pumps

Transfer Pump Set

Booster Pump Sets

Sewage Lift Pump

Clean Agent fire suppression system

Fire Pumps set & Accessories 

Steam System ( steam boilers, feed tanks)

Solar System

SNG SYSTEM (Tanks, Mixing SNG Station)

Guest Management Room System

Access Control System

CCTV System

IT/AV

Energy Recovery Ventilator

Kitchen Cabinat and Laundary Equipments

Lifts

B.M.U. System

CIVIL PROCUREMENT (Long lead items)

Wallpaper

Ironmongery

Marble 

Ceramic Tiles

Carpet hand tufted 

Plywood

Wooden doors

PROCUREMENT SCHEDULE OF LONG LEAD MATERIAL (Descriptions must be included in the monitoring sheet)

Item Description 

Revision

Planned start as per baseline programme

Planned finish as per baseline programme

Planned Submission Date

Actual Submission Date

Planned  Approval Date

Actual Approval Date

Previous Status /Current Status

Planned Order Date

Actual Order Date

Planned Delivery Date of First Lot

Planned Delivery Completion Date  

Anticipated Delivery Date  

Actual Delivery Date

ROLE OF STORE KEEPER

*Day to day recording of store material receipts and consumption, checking physical stock as per records.
* Receiving materials, proper stocking, and recording of receipts. Issue of materials as per the issue slip for different Projects / Office/staff.
* Collection of balance and unused materials at the end of working day/project.
* Check if night duty security guards posted at store yard has reported before leaving site for the day.
* Keeping proper records of departmental tools, machinery etc. on site / projects.
* Conveys materials and items from receiving or production areas to storage or to other designated areas.
* Sorts and places materials or items on racks, shelves, or in bins according to predetermined sequence such as size, type, style, color, or product code.
* Sorts and stores materials in systematic manner as defined in store policy & procedures.
* Fills requisitions, work orders, or requests for materials, tools, or other stock items and distributes items to project / site.
* Marks materials with identifying information.
* Opens bales, crates, and other containers.
* Records amounts of materials or items received or distributed.
* Weighs or counts items for distribution within plant to ensure conformance to company standards.
* Arranges stock parts in specified sequence for assembly by other workers.
* Maintains inventory records.
* Data entry / documentation of the stores transactions as.
* Writing of check lists, reports, log books etc. . . . .
* Checking of documents before release of materials.
* Coordinate with transportation / in charge for material shifting/ delivering.
* Any other job / responsibility assigned by immediate supervisor from time to time.
* Responsible for notification of Substandard / duplicate materials, intimate the same to department head on top priority.

Various Check lists for storekeepers

Requisition for Material and Plant

1. Are the requisitions being forwarded to the relevant persons in timely manner
2.Are the requisitions clearly segregated
3.Do the requisitions (for permanent material) bear standards,specifications,makes,cataloge references etc. to facilitate the preparation of detailed purchase orders.
4.Is budgetory information being recorded for BOQ/budgeted items
5.Are requisitions pertaining to safety items being signed off by the safety officers at site
6.Are the relevant approvals being obtained where the requests for plant are not budgeted

Supplier and Subcontractor Approval

1.Do you have a copy of the latest list of approved suppliers/subcontractors at the site
2.Is the monitoring of approved suppliers proceeding as defined
3.Are you receiving information of suppliers/subcontractors blacklisted across the company

Material Receipt and Inspection

1.Are you updating stock cards with receipt details,incl. for internl hire items
2.Are SRV's attached with the supplier DNs being sent to the purchase section within two weeks

Material Issues and Transfers

1.Are permanent tool issue/receipt cards and stock cards being updated for permanent issues of PPE& Tools and Equipments
2.Is register being maintained for temporary issue of tools
3.Are MSE control cards being maintained

Material Handling and Storage

1. Is suitable attention being paid to material traceability
2. Have you identified material in the stores/yard,where practical,by tags,marking labeling/location identification
3.Has all the material been properly segregated and accesssibility been maintained
4.Has material been properly protected against environmental conditions
5.For items likely to detoriate with time,are there proper controles in place,as indicated ? Is chemical/Hazardous material storage,handling receiving,disposals are as per procedure followed
6.Have non-conforming items been suitably marked/quarantined where practicable

Material Verification & Handover

1.How many random stock checks covering a minimum of 8% of the items in stock
2.Have you performed to date
3.Are the stock cards being updated regularly
4.Is information being conveyed in time for the central stores in charge to arrange for a replacement and proper material handover where necessary

Scrap Handling

1. Are the defined steps being compiled with in the case of scrap transactions

Control Over PMV

1.Are the equipment control cards being forwarded to the plant division every month
2.Are you receiving the PMV invoice every month

Asset Control

1.Has the initial location Asset Register being forwarded to central stores
2.Have you come accross any loss of assets ? If yes where relevant report is prepared ?

Control of Insp.Meas & test equipment

1.Is suitable controle being exercised over equipment being used by the subcontractor
2.Are the calibration certificates you receive being reviewed by qualified technical personnel
3. Are you periodically performing internal checks on item like thermometers ?  Do you know that master calibrated thermometers are available  with the central stores for internal checking puposes.
4.Are you ensuring conditions checks on items like measuring tapes

United Arab Emirates
EHS REQUIREMENTS FOR LABOUR CAMP FACILITIES

1. EHS Submission Requirements (3 Sets):

a. Detailed Project Description (including number of residents)

b. NOC Letter stating allocation of Plot/area for Labour Camp from Client/Developer

c. Setting out Plan

d. Architectural Drawings/Details & Finishing Details of all Structures

e. Drainage Layouts (Floor-wise and Setting Out)

f. Colour Coded Layout of Potable Water

g. Fire Detection and Fire Protection Layout

Site – General Requirements

The company should be licensed for operating such facilities, should post sign boards on sites with the

following information:

1. Company Name

2. Camp Owner

3. Address

4. Telephone Number

5. License Number and Site Number

All sites used for camps must be adequately drained. They must not be subject to periodic flooding,

nor located within 200 feet of swamps, pools, sink holes or other surface collections of water unless

such quiescent water surfaces can be subjected to mosquito control measures. The camp must be

located so the drainage from and through the camp will not endanger any domestic or public water

supply.

All sites must be graded, ditched and rendered free from depressions in which water may become a

nuisance.

All sites must be adequate in size to prevent overcrowding of necessary structures.

The grounds and open areas surrounding the shelters must be maintained in a clean and sanitary

condition free from rubbish, debris, waste paper, garbage, or other refuse.

EHS – REQUIREMENTS FOR TEMPORARY LABOUR CAMP FACILITIES

1. The new accommodation/portacabins/temporary offices provided in the area of Temporary labour

camp shall have adequate welfare & sanitary facilities such as toilets, bathrooms, ablution blocks etc

and suitable and sufficient cool drinking water facilities. Minimum requirements of sanitary facilities

shall include: -

a) 1 WC for Every 10 persons or 1 WC, 1 urinal & 1 WB for every 25 persons.

b) Adequate water coolers shall be provided with maximum travel distance of 30 meter

interval & placed on concrete floor where spill collection provisions provided.

c) Adequate canteen facilities shall be provided to all workers depending upon the number of

workers housed within the camp and hygiene standards shall be maintained at all times.

d) Floors & Walls of Mess hall should be of easily washable type.

e) Floors of kitchen should be made of impervious, water resistant, non-skid & easily

washable type.

f) Schedule of finishes for toilet shall meet EHS requirements.

g) Water storage tank capacity should be large enough to hold “48 hrs reserve supply”

h) Minimum floor space in eating area shall not be less than 13SQFT per person.

i) No soakaway is permitted in the camp area. The employer shall provide suitable &

adequate size of waste water holding tank for collection of domestic liquid waste. Design of

such tank shall be based on the anticipated total occupant load with calculation of 280

liters/person/day & shall hold minimum seven days holding capacity.

j) Waste water holding tank shall have provisions of early warning system with level indicator

and breaching pipe. Access area to such holding tank should be hard paved from the entry

point of the labor camp.

2. Space requirement for every person living in dwelling unit shall not be less than 40SQFT.

3. Adequate illumination level should be provided & maintained in the entire area of labour camp to

avoid glare, irregularity & invisibility.

4. Installation of LPG portable cylinders or bulk storage tank for cooking activity in the separate kitchen

area shall require to obtain necessary approval from EHS:PCFC. No cooking is permitted within the

rooms.

5. Diesel Generator installation with Diesel oil storage tank shall follow the requirements of EHS:PCFC.

No such unit shall be allowed to install without prior approval from EHS:PCFC.

Generators shall be placed with a minimum clearance of 1.2 mts. all around and fixed on

stable ground ensuring the same does not move /tilt during the operation.

Ensure that the area is accessed only by authorized personnel and place relevant safety signs.

Do not attempt to install/repair the generator without the services of a qualified engineer.

Proper vents should be provided to prevent accumulation of gases/CO at ground levels. Noise

levels and personal protection shall be in compliance with Health & Safety Rules & Regulations.

Fuel drums (if any) and diesel tank shall be placed in a secured/impervious area at a minimum

distance of 1.2 mts. from the generators.

Prior to generator operations, check all safety/manufacturer precautions and for spills

on/around the generator which could lead to ignition. Before refueling the generators, turn it off

and let it cool down. Gasoline spilled on hot engine parts could ignite.

Do not store the generators/fuel tanks/drums near any fuel-burning appliance or carry out any

hot-work in the immediate surroundings.

Be sure that the total electric load on your generator won't exceed the manufacturer's rating.

Keep cords out of the way so they don't present a tripping/safety hazard. Provide necessary

warning signs.

The Diesel Tank should be suitably bunded/ protected in case of spills, to avoid spills during

storage/filling operations.

On completion of safe installation and prior to full operations, invite EHS for inspection of the

same and suitable operational recommendations.

6. Access to and egress from the camp shall conform to EHS standards.

7. The camp shall be fenced and a set back area of 5.5 mtrs shall be maintained from the periphery of

the fence.

8. The entire camp area shall be hard paved and road based and the roads within camp shall be

minimum 4 mtrs wide and shall be kept unobstructed at all times.

9. No cooking shall be allowed in the accommodation areas. Heating Coils, Electric & gas stove should

not be used.

10. Garbage skips facility shall be provided in a designated area with adequate hard surface access for

clearance of garbage by designated and proper house keeping shall be maintained in all areas of the

camp at all times.

11. A medical facility shall be provided at the camp with a trained nurse to take-care of sick personnel and

records shall be maintained.

12. A camp boss shall be appointed to monitor all activities within the camp and maintain the hygiene,

safety and fire safety standards.

13. The camp shall have adequate fire protection facilities such as fire extinguishers, fire ring main with

hydrants, hose reels, fire pumps & dedicated fire water tanks of adequate capacity. Personnel shall

be trained in the use of the first aid fire fighting appliances. An adequate fire prevention plan shall be

in place with the emergency numbers displayed conspicuously at strategic locations on the camp site.

14. Portacabins shall be made of fire resistant material (metal or fire retardant treated wood form).

15. Refer to Annex – ‘B’ for other fire safety requirements including safety distances.

16. There shall be an emergency evacuation plan in place and all workers residing within the camp shall

be made aware of the same.

17. Any change/modification, addition of new facility/building/portacabins, if the camp management

intend to carryout within the Approved temporary camp facility, shall necessitate prior approval from

relevant authority of PCFC & EHS.

EHS - FIRE & RESCUE REQUIREMENTS FOR TEMPORARY LABOUR CAMP FACILITIES

1.General Requirement:

a) The site must be organized/ prepared for the easy access of Emergency Vehicle.

b) The recommended site set up must be submitted to the Fire Dept. for approval.

c) Telephone line for emergency use must be provided.

d) Any building /structure shall not exceed 200 sq. m.

e) If the building/ structure exceeding 200 sq. m in size it must be separated into 200 sq. m blocks from

each other by 6 m.

f) These type of buildings / structures shall not be used for storage / warehousing.

2. Protection from external Fire Spreading:

a) To prevent the external spread of fire between the buildings/ structures. The buildings/ structures may be

separated from each other or by providing fire resistant material (metal or fire retardant treated wood forms)

as below:

Distance between buildings / Structures Rating in hours

0 – 1.5 m 2 hours

1.5 – 3 m 1 hour

03 – and above

b) The buildings/ structures must be 6 m away separated from kitchens, workshops & stores.

c) Combustible materials & vegetation must be removed 3 m away from any building/ structure.

d) Kitchens must be away from any building/ structure by 6m and protected internally by fire resistant

material & LPG cylinder must be stored outside.

e) Electrical equipment and installation must be fixed as per the requirement of Electrical Dept.

3. Means of Escape:

Travel distance should not exceed 15 m one direction & 30 m two-direction from any point to the main

road of the site.

4. Fire Alarm & Fire Fighting:

a) Fire point(s ) for Fire Extinguishers (DCP) and manual call points must be provided at location where it

can be reached within 30 m of travel.

b) Hose Reel system/network must be provided according to the Fire Dept. requirement.

c) Fire alarm bell to be provided inside each room.

5. Fire Training:

All staff must be trained in the use of fire fighting equipment provided.

2.Fire Notices/ Instructions:

Fire sign must be provided at each fire point and written in Arabic, English & the languages that can be

read & understood by the employees / occupants/users.

1. No Cooking

2. No Smoking

3. Fire / Emergency Actions i.e.

(i) Raise the alarm.

(ii) Call Fire Brigade 997, Ambulance 998 / 999 & Police 999

(iii) Attack the fire if possible using fire extinguishers/ appliances provided.

EHS - FOOD CONTROL SECTION REQUIREMENTS FOR TEMPORARY LABOUR CAMP FACILITIES

Shelter

Every shelter in the camp must be constructed in a manner which will provide protection to its tenants from

the elements of nature. The floors of each shelter must be constructed of wood, asphalt, or concrete. All

wooden floors must be of smooth and tight construction. The floors must be kept in good repair. All wooden

floors must be elevated not less than one foot above the ground level at all points to prevent dampness and

to permit free circulation of air beneath.

All living quarters must be provided with windows the total of which must be not less than one-tenth of the

floor area. At least one-half of each window must be so constructed that it can be opened for purposes of

ventilation. All exterior openings must be effectively screened with 16-mesh material. All screen doors must be

equipped with self-closing devices.

Each room used for sleeping purposes must contain at least 40 square feet of floor space for each occupant.

At least a 7-foot ceiling must be provided. Beds, cots or bunks, and suitable storage facilities such as wall

lockers for clothing and personal articles must be provided in every room used for sleeping purposes. Such

beds or similar facilities must be spaced not closer than 36 inches both laterally and end to end, and must be

elevated at least 12 inches from the floor. If double-deck bunks are used, they must be spaced not less than

48 inches both laterally and end to end. The minimum clear space between the lower and upper bunk must be

not less than 27 inches. Triple-deck bunks are prohibited.

Sanitary facilities must be provided for storing and preparing food. In camps where cooking facilities are used,

the same may only be carried out in approved kitchens. Sanitary facilities must be provided for storing and

preparing food.

All heating, cooking and water heating equipment must be installed in accordance to local regulations

governing such installations.

Water Supply

An adequate and convenient water supply, approved by the authority, must be provided in each camp for

drinking, cooking, bathing and laundry purposes.

A water supply may be deemed adequate if it is capable of delivering on an average, 100 gallons per person

per day to the campsite at a peak rate of 2 1/2 times the average hourly demand. The distribution lines must

be capable of supplying water at normal operating pressures to all fixtures for simultaneous operation.

Where water under pressure is available, one or more drinking fountains must be provided for each 100

occupants or fraction thereof. The construction, installation and maintenance of drinking fountains must

comply with local requirements. Common drinking cups are prohibited.

Toilet Facilities

Toilet facilities adequate for the capacity of the camp must be provided. Each toilet room must be located so

as to be accessible without any individual passing through any sleeping room. Toilet rooms must have a

window not less than 6 square feet in area opening directly to the outside area or otherwise be satisfactorily

ventilated. All outside openings must be screened with 16-mesh material. No fixture, water closet, chemical

toilet, or urinal may be located in a room used for other than toilet purposes.

A toilet room must be located within 200 feet of the door of each sleeping room. No privy may be closer than

100 feet to any sleeping room, dining room, lunch area or kitchen.

The floor from the wall and for a distance not less than 15 inches measured from the outward edge of the

urinals must be constructed of materials impervious to moisture. Where water under pressure is available,

urinals must be provided with an adequate water flush. Urinal troughs in privies must drain freely into the pit

or vault, and the construction of this drain must be such as to exclude flies and rodents from the pit.

Every water closet must be located in a toilet room. Each toilet room must be lighted naturally or artificially by

a safe type of lighting at all hours of the day and night.

An adequate supply of toilet paper and foot operated garbage bin must be provided in each privy, water closet

or chemical toilet compartment. Privies and toilet rooms must be kept in a sanitary condition. They must be

cleaned at least daily.

Sewage Disposal Facilities

In camps where public sewers are available, all sewer lines and floor drains from buildings must be connected

to them, with prior approval from EHS.

Laundry, Handwashing and Bathing Facilities

Laundry, handwashing and bathing facilities must be provided in the following ratio:

handwash basin per 10 persons,

shower head for every 10 persons,

laundry tray or tub for every 30 persons,

slop sink in each building used for laundry, hand washing and bathing.

Floors must be of smooth finish but not slippery materials; they must be impervious to moisture. Floor drains

must be provided in all shower baths, shower rooms or laundry rooms to remove waste water and facilitate

cleaning. All junctions of the curbing and the floor must be coved. The walls and partitions of shower rooms

must be smooth and impervious to the height of splash.

An adequate supply of hot and cold running water must be provided for bathing and laundry purposes.

Facilities for heating water must be provided. Every service building must be provided with equipment capable

of maintaining a temperature of at least 70 degrees F during cold weather.

Facilities for drying clothes must be provided. All service buildings must be kept clean.

Lighting

Where electric service is available, each habitable room in a camp must be provided with at least one ceilingtype

light fixture and at least one separate floor- or wall-type convenience outlet. Laundry and toilet rooms

and rooms where people congregate must contain at least one ceiling- or wall-type fixture. Please refer EHS

Rules/Food Establishment Guidelines.

Refuse Disposal

Fly-tight, rodent-tight, impervious, cleanable or single service containers, approved by the appropriate

authority must be provided for the storage of garbage. At least one such container must be provided for each

shelter and must be located within 100 feet of each shelter on a wooden, metal or concrete stand. Garbage

containers must be kept clean.

Garbage containers must be emptied when full but not less than twice a week.

Construction and Operation of Kitchens, Dining Halls Facilities

In all camps where central dining operations are permitted or provided, the food handling facilities must

comply with the requirements of EHS and DM Food Hygiene Regulations.

A properly constructed kitchen and dining hall adequate in size, separate from the sleeping quarters of any of

the workers, must be provided in connection with all food handling facilities. There must be no direct opening

from living or sleeping quarters into a kitchen or dining hall.

Handwashing facilities equipped with detergent, hand driers/disposable towels and foot operated garbage bins

should be available in the food preparation area.

Provide equipments for adequate rapid cooling, including ice baths and refrigeration, and hot-holding

potentially hazardous foods, when required.

No person with any communicable disease may be employed or permitted to work in the preparation, cooking,

serving or other handling of food, foodstuffs or materials used in any kitchen or dining room operated in

connection with a camp or regularly used by persons living in a camp. Food handlers should have occupational

health cards and should be trained on Basic Food Hygiene.

Liquified Petroleum Gas (LPG) Cylinders when used should be kept outside the cooking area in a covered, well

ventilated and locked area.

Provide a mop sink or curbed cleaning facility with facilities for hanging wet mops if applicable, garbage can

washing area/facility and cabinets or room for storing toxic chemicals.

Insect and Rodent Control

Effective measures must be taken to prevent infestation by and harborage of animal or insect vectors or pests.

The management should have contract with a Pest Control company to carry out pest control program for the

facility.

First Aid

Adequate first aid facilities approved by the authority must be maintained and made available in every labor

camp for the emergency treatment of injured persons. Such facilities must be in the charge of a person

trained to administer first aid and must be readily accessible for use at all times.

Reporting Communicable Disease

It is the duty of the camp superintendent to report immediately to EHS, Food and Hygiene Department the

name and address of any individual in the camp known to have or suspected of having a communicable

disease.

Whenever there occurs in any camp a case of suspected food poisoning or an unusual prevalence of any

illness in which fever, diarrhea, sore throat, vomiting or jaundice is a prominent symptom, it will be the duty

of the camp manager to report immediately the existence of the outbreak to the health authority by telephone

or fax.

(Source : Ist. Edition, 2006, Published by
ENVIRONMENT, HEALTH & SAFETY - Ports Customs & FreeZone Corp
P.O. Box 17000, Jebel Ali, Dubai,)

ACCOMMODATION MANAGEMENT

One of the main task of large construction company is to accommodate its staff and labors according to the rules and regulations of the country. It requires qualified staff to keep everything under controle.Country like UAE enacted various regulations to ensure the welfare of employees. Any mismanagement will be resulted in labor unrest and it will severely damage the reputation of the company.Therefore it is very necessary to train the staff on labor laws,safety rules and laws pertaining to accommodation within the country.Usually in this department the main staff includes camp manager, camp coordinator/superintendent, camp boss who are the main care takers of employees and facilities within the camp. Here I narrated about the responsibilities of these officers.

Job responsibilities of Camp Manager

1.Managing and mentoring staff in the employee camp, transport and administration department.

2.Managing camp staff performance and providing administration leadership to the residents.

3.Managing and resolving complex worker related issues with guidance from Operation department.

4.Works closely with management and employees to improve worker relationship and build morale.

5.Maintaining in-depth knowledge of legal requirements, by ensuring compliance to local labor law.

6.Consultation with management in providing day to day administration guidance and services.

7.Recommending changes in policies and procedures of employee camp administration, worker related administration, in compliance with local law.

8.Ensuring all statutory requirements of countries- labour camps are met at employee camps and other facilities.

9.Ensuring standard of services in employee camps. 

10.Receive reports, payment request, petty cash, overtime, any other employee related expenses from camp staff, administration and transport staff, reviews the same and ensures speedy process.

11.Preparing periodic reports as required by the management, provides actionable recommendations.

12.Ensure department activities meet with and integrate with organizational requirement for Quality Management, Health and Safety, legal requirement, environmental policies and general duty of care.

Job responsibilities of Camp Coordinator/Camp Boss

1.Manage accommodation for staff and laborers.

2.Monitors worker absenteeism, prepares daily, weekly and monthly MIS on Absenteeism, worker grievances and highlights to the management appropriately.

3.Keep track of laborers movement to/from other camp.

4.Responsible for cleanliness, safety, security and maintenance of camp

5.Responsible for Electricity and water supply to the camp, noting and reading daily

6.Responsible for the clearance of sewerage water from septic tanks

7.Organize transport for emergency cases

8.Overseeing the daily movement of employees to / from sites.

9.Ensure discipline in the camp

10.Handle immediate first aid and inform doctor in case of emergency. 

11.Organize transport for emergency cases.

12.Keeping records of labors staying in accommodation.

Document management

As we saw on the previous segment a construction project has large number of documents and it requires qualified managing staff. Every construction project has a document control manager who is well supported by document controller and his assistants.Their main duty is to establish logs of the records, so that they can be found, referred to and/or followed up as required. Well organized contractors establish standard reference lists and coding for all their documents. This greatly facilitates managing, analyzing and tracking work progress.Presently we also have advanced electronic document management system like Aconex.

Job responsibilities of document control manager

* Co-ordination and implementation of Document Management System for the new project
* Document management guidance after liaising with all departments
* Co-ordination of Information-flow by setting up Administrative Procedures for Team use
* Identification of potential ASite loads and training users accordingly
* Monitoring transmissions and summarised weekly reports for Project Leader
* Ensure suppliers complied with Project standards and issued Standard to second tier Suppliers.
* Liaissoning with Project Managers, Document Controllers and Contractors to ensure compliance with company standards
* Production of reports for Project Leader / Quality Managers / Design Managers (Weekly Data updates)

*Conducting regular internal document control audits to ensure document compliance
* Providing New User Induction and training - ensuring best working practices.
* Set User Permissions and provided User Guidance
* Maintenance of Sub Project folders within system
* Technical Query resolution (liaising with Architect, Engineer and Client) to ensure timely data flow
* Liaised with Sub-Project Leader and Planners to ensure close-out milestones were met
* Ensured As-Built information complied with standard
* Managed Commissioning and Testing Documents
* Ensured successful closing down of site

Job responsibilities of Chief document controller

*Registering of internal and external documents.

*Maintain document control registers / documents for incoming and outgoing project documents.

*Ensure that the latest revision and approval status of drawings is kept updated continuously.

*Maintain files in an orderly manner.

*Production of status reports for weekly / monthly meetings

*Ensure all hard and electronic copy distribution of controlled documents to focal point.

*Maintain documents for transmittal process for project documents.

*Expedite responses to transmittals sent for review/comment.

*Respond to queries regarding revision status of issued drawings / documents from engineering / drafting personnel.

*Follow procedures and update document control procedures when necessary

*Manage the electronic and hard copy filing of project related technical documentation.

*Scanning, creation of CD's, External Hard Disk and files manipulation.

*Filing and archiving of documentation to facilitate easy retrieval at a later date.

*Distribute the documents to concern departments as per the specified discipline or instruction of Construction Superintendent/ Field Operation Manager.

*Follow-up the distributed documents as per the purpose code of contractor Transmittal by using Document Distribution Register (DDR).

*Update punch list items for each systems and NCRs for all disciplines and reporting weekly to Construction Managers, Project Directors in site and Head office.

*Distribute Weekly Updated Document Register with latest revisions of the documents to concern departments.

*Remove superseded Documents periodically from the main stream of file system by stamping and file them in secondary filing system

Few Filing Tips

The filing process should be organized from start to finish in numerical order, with Revisions.  Set up hanging file folders for each division that is applicable to your job.Box files, tabbed folders,hanging file folders are commonly used for this purpose. The tabbed folders should be labeled with the name of every company involved in that division. Organize a separate binder for Requests for Information (RFI's), Bids, Change Orders and Addenda. Place these in numerical order so they are easy to sort through later.

Types of Documents and characteristics 

Design Drawing Phases. The most common design drawing process is in five distinctive
phases.
1. Concept design Sketches (CS):
2. Preliminary Design (PD
3. Design Development (DD):
4. Construction Document (CD):

Drawings

Drawings encompass the architectural, civil, structural, and mechanical professions, and are the

means of conveying diagrammatic detailed aspects of the design components of a structure.Shop drawings prepared by individual subcontractors, suppliers and/or manufacturers providing labor and/or material to the project. They illustrate how their product is built and accomplishes the intended design function. Drawings are submitted to the general contractor or construction manager who then submits them to the architect and/or engineers for review and approval for project conformance.

Architectural Drawings. Architectural drawings convey the aesthetic and functional

aspects of the project, and include the fire-rated classification of the structure, occupancy,

exiting requirements, 

Structural Drawings. Structural drawings indicate the design loads and applicable building

code criteria, and define the structural framing systems and their supports and foundations.

These drawings will contain the following:

Foundation plan:
Framing plans:
Column schedule:
Elevations:
Sections and typical details:
General notes:

Mechanical Drawings.

Mechanical drawings designate the heating,

ventilating, airconditioning systems,

electrical distribution requirements,

fire and security systems, sprinklers

and necessary

plumbing requirements.

investigation.

Civil Engineering Drawings.

Civil engineering drawings indicate site and project locations,

vehicle accessibility, topography, site drainage, and possibly landscape requirements,

although this aspect may be performed by a licensed landscape architect rather than

the project architect.

These drawings generally contain the following:

Title/cover sheet:

In addition to the title of the project, it usually designates the project

footprint, location, and area coverage

with respect to the total property area, key plan, the

true north arrow, project plan north arrow, applicable local building code references,

classification of the building for occupancy and fire rating, and a list of consultants.

Plans:

Designate the project program space allocations, generally a service “core”

which may contain elevators, stairs, toilets, and mechanical space requirements such as

duct and piping shafts, electrical and communication closets, mechanical rooms, and the

roof and basements or cellars.

Elevations:

A pictorial view of each façade of the building indicating windows, doors, etc.

Building sections:

A detailed sectional view through the building taken usually in the

project north-south and east-west direction.

Sections and details:

A larger-scale dimensional detailed presentation of pertinent construction

components, their interface connections with other materials.

Construction Project Documentation and Database Management

In order to properly manage any construction project documents are very important such as design documents, contracts, submittals, contract claims and credit documents, logs, and schedules etc. Based upon the instructions from the client, the architect prepares sketches and/or drawings to present to the appropriate consultants for his or her review and implementation into the design process. Each consultant is a licensed professional in his or her respective field. The structural engineer is responsible for the design of the floor framing systems, their supports, and foundations. The mechanical engineer is responsible for the heating and ventilation systems, electrical and plumbing requirements, and life-safety systems. High-rise office buildings may require an elevator consultant whose expertise is programming the number and time duration for people movement and related equipment. The civil engineer, also known as the site engineer, is responsible for the site grading and drainage,access roads, and parking requirements. On certain projects there may be additional specialized consultants, such as geotechnical, acoustical, window/façade, elevator, laboratory, landscaping, and blast engineering to assist the architect for the particular needs of the project

The importance of documents at construction site as follows-

1) It is required by law

2) It is required by the terms of the contract

3) It is needed to control the on-going work

4) It is neeeded as data for estimating future work

5) It is needed for preserving the contractor's rights under the contract



A good set of records that might be kept on a fair sized construction project could well include the

following files. Note that these files are assembled into blocks of like subject matter. This approach

greatly facilitates ease of filing and subsequent recall.

1) Original Contract Tender Documents

2) Issued for Construction set, and all subsequent revisions

3) Instructions to contractor

4) Contemplated Change Notices issued by the owner, Change Estimates, and Change Orders

received

5) Sub-contractor quotes, contracts, purchase orders and correspondence

6) Shop drawings, originals, all revisions and re-submissions

7) Shop drawing transmittals, and transmittals log

8) Daily time records

9) Daily equipment use

10) Daily production logs, e.g. concrete pours etc.

11) Material Delivery and Use Records, including expediting

12) Accounting records: pay-roll, accounts payable and receivable, etc.

13) Progress Payment Billings under the contract

14) Daily Force Account Records, pricing and billings

15) Contract Milestone Schedule or Master Schedule

16) Short Term Schedules and up-dates

17) Task schedules and analyses

18) Original tender estimate

19) Construction control budget

20) Actual Cost Reports, weekly or monthly, including Exception Reports.

21) Forecast-to-Complete Estimate up-dates

22) Productivity Reports/Analyses

23) Inter-office correspondence, including memos and faxes (all filed by topic).

24) Contract correspondence

25) Minutes of Contractual Meetings

26) Minutes of Site Coordination Meetings

27) Requests for information

28) Notice of claims for delays and/or extra cost by contractor

29) Government Inspection Reports

30) Consultant Inspection Reports

31) Accident Reports

32) Daily diary or journal entries

33) Notes of telephone conversations

34) Progress Reports, weekly, monthly or quarterly

35) Progress photographs

36) Any other reports, such as special consultant reports

37) A Filing Record of all the Record Files that are being maintained

following files. Note that these files are assembled into blocks of like subject matter. This approach

greatly facilitates ease of filing and subsequent recall.

1) Original Contract Tender Documents

2) Issued for Construction set, and all subsequent revisions

3) Instructions to contractor

4) Contemplated Change Notices issued by the owner, Change Estimates, and Change Orders

received

5) Sub-contractor quotes, contracts, purchase orders and correspondence

6) Shop drawings, originals, all revisions and re-submissions

7) Shop drawing transmittals, and transmittals log

8) Daily time records

9) Daily equipment use

10) Daily production logs, e.g. concrete pours etc.

11) Material Delivery and Use Records, including expediting

12) Accounting records: pay-roll, accounts payable and receivable, etc.

13) Progress Payment Billings under the contract

14) Daily Force Account Records, pricing and billings

15) Contract Milestone Schedule or Master Schedule

16) Short Term Schedules and up-dates

17) Task schedules and analyses

18) Original tender estimate

19) Construction control budget

20) Actual Cost Reports, weekly or monthly, including Exception Reports.

21) Forecast-to-Complete Estimate up-dates

22) Productivity Reports/Analyses

23) Inter-office correspondence, including memos and faxes (all filed by topic).

24) Contract correspondence

25) Minutes of Contractual Meetings

26) Minutes of Site Coordination Meetings

27) Requests for information

28) Notice of claims for delays and/or extra cost by contractor

29) Government Inspection Reports

30) Consultant Inspection Reports

31) Accident Reports

32) Daily diary or journal entries

33) Notes of telephone conversations

34) Progress Reports, weekly, monthly or quarterly

35) Progress photographs

36) Any other reports, such as special consultant reports

37) A Filing Record of all the Record Files that are being maintained

Administration Department

Administration is a key department in civil construction company which is responsible for the smooth running of administrative functions.It enhances awareness of the HR and Quality Management system among employees by ensuring proper allocation of responsibilities.It Ensure HR activity meets and integrates with organizational requirements for quality, H&S, legal and ethical stipulations.It also coordinate with payroll and benefit management across site and central operations.It provides periodic statistical analysis reports.Admin department also coordinates with the performance evaluation system of HR.It also responsible for tranportation,insurance issues and company assets.

Job responsibilities of Administration manager of projects

1.Impliment the rules and regulations as mentiones in the quality management manual of the company.

2.Team leader for site administrators,assistants and time keepers.

3.Ensuring employee records are complete and regularly updated

4.Ensuring company assets are safe at project.Facility management for site office including rent contract, security, access cards, office furniture, bills etc

5.Clarifying various queries of employees with regard to companies general policies & Procedure

6.Assigning Job to Transportation Department

7.Approving/Monitoring Leave Status/Sickness Record/Vacation Scheduling with Coordination of Department Unit Head / Project Managers

Job responsibilities of site administrator

1.Reporting to Administrative Manager regarding daily assignments

2.Maintaining up to date "Confidential Personal Files" of the employees.Provide an efficient and effective administrative support, implementing the manual and computerized systems and keeping accurate records to facilitate the smooth running of the office

3. Arranging Accommodation/Transport to the New Joining Employees

4.Scheduling & Assigning Jobs to the Drivers & Office Boys

5.Dealing with various queries of all Employees day-to-day needs

6.General Office Administrative

7.Provide clerical assistance to the Project Manager, Engineers and site staff as and when required.

8.Attendance / Leave record Management :Responsible for weekly compilation of time sheets for staff & site personnel Ensure all time sheets are received and verified for accounts in a timely manner

9.Ensure that all site staff HR forms are kept up-to-date and copies sent as required to HO in a timely manner.

10.Monitoring Employee Grievance redressal pertaining to Admn.

11.Security of Company premises, material & staff member

12.Preparing daily  reports for the management and consultant.

Job responsibilities of Time Keeper/Office assistant

1.To keep the time of site labour in coming & out going every day.

2.Up to date movement of labour as arrival/ transfer/absence/leave etc.

3.At the end of every month make the time sheet with over time after approval of Site Manager send it to account office.

4.Maintain all files record of labour every day.

5.To take quick action on any instruction of admin & account office.

6.Up to date all files record of Site Manager.

7.To attend all telephone calls for Site Manager.

8.To communicate office matters with all internal departments.

 Abu Dhabi Distribution Company - ADDC - Water Supply                          

  

  

1. Preparation & Submission of Demand Calculations
2. Approval for Water Demand Calculations by ADM - Construction NOC
3. Preparation & Submission of Water Supply Drawings
4. Approval for Water Supply Drawings by ADDC - Construction NOC

   Abu Dhabi Civil Defense - ADCD         

                               

1. Preparation & Submission of Fire Alarm & Emergency Light Drawings
2. Approval of Fire Alarm & Emergency Light Drawings
3. Preparation & Submission of Fire Fighting Drawings
4. Approval for Fire Fighting Drawings by ADCD - Construction NOC
5. Preparation & Submission of Gas System Drawings

6. Approval for Gas System Drawings by ADCD - Construction NOC          

  Etisalat    

                          

1. Preparation & Submission of Shop Drawing
2. Approval for Shop Drawings by Etisalat - Construction NOC

 District Cooling (Between District Cooling Provider & Contractor)    

                                      

1. Preparation & Submission of ETS Room Shop Drawing Drawings
2. Approval for ETS Room Shop Drawings - Construction NOC   

Abu Dhabi Sewerage Company - ADSSC & Public Garden Directorate (PGD) - Storm Water

1.Preparation & Submission of Drainage Shop Drawings
2. Approval for Drainage Shop Drawings by ADSSC - Construction NOC
3. Preparation & Submission of Storm Water Shop Drawings
4. Approval for Storm Water Shop Drawings by PGD - Construction NOC

NOC requirements for building permit- Abu Dhabi

Pipeline and Technical Service Division, Abu Dhabi Gas Industries

Ltd. - (GASCO) NOC- Gas connections

Abu Dhabi Police NOC- Fire information and response emergency time

Abu Dhabi Distribution Company Asset Dep. (ADDC) - Water NOC- Potable water and fire fighting

Abu Dhabi Distribution Company Asset Dep. (ADDC) - Electricity NOC- Electricity

Abu Dhabi Transmission & Dispatch Company (TRANSCO) NOC- High voltage electricity requirements

Abu Dhabi Sewerage Services Company (ADSSC) NOC- Sewerage

Relevant Municipal - Parks and Recreation Facility Divisions NOC- Irrigation

Etisalat NOC- Telecommunications

Abu Dhabi Civil Defence NOC- Fire hydrant network; building fire and life safety

UAE General Civil Aviation Authority (GCAA) NOC- Building height related issues

Volume 3 - Operations Relevant Municipality - Health and Safety Department Construction health and safety approval

Volume 2 - Design Relevant Municipality - Building Permit Department Building permit issued

Volume 3 - Operations

Appendix 1 - Estidama

Relevant Municipality - Health and Safety Department Construction health and safety

Volume 3 - Operations

Awqaf-appointed maintenance company Compliance with operations and maintenance standards (For Mosque projects)

Appendix 1 - Estidama guidelines

Submit preliminary design

Site Enabling Works

Ongoing operation and maintenance of mosque

Construction of mosque-Full and final submission of architectural and structural designs for building permit

 Initial Stage Requirement in Detail

Client/Engineer

1.    Receive Existing Fencing Permit by the Engineer

2.    Issue Official Arabic Letter To ADM for Appointing Contractor

3.    Receive Affection Plan by the Engineer

4.    Receive Exists As built Drawings For U.G. Utilities

5.    Revise and Approve HSE Plan by Engineer

6.    Apply to Get on IFC Drawings

7.    Issue IFC Drawings

Design NOC’S by the Engineer

1.    From ADCD FOR Lights Drawings , Fire Fighting, LPG, Passive Protection & Fire Strategy

2.    Design NOC From ADSSC

3.    Design NOC From Etisalat

4.    Design NOC  from ADDC

5.    Design NOC From Survey Department

6.    Design NOC From PRFD

7.    Design NOC From ADM

8.    Design NOC for Obstruction Lights and Aircraft Warning Light by ADCA

Required authority approval to start the work -Abu Dhabi Muncipality(ADM)

1.    Verify the Key site Demarcation Points by the Engineer &ADM

2.    Establish Key Points on Site for Demarcation

3.    Obtain Building Permit from ADM

4.    Plot Initial Demarcation By ADM

5.    Update Existing Fencing Permit &Obtain NOC for Sign Boards

6.    Hand over All Piles works to ADM After Integrity Tests By Piling Subcontractor

7.    Revise and Approve HSE Plan by ADM

8.    Issuance of Drainage Design NOC

9.    Issuance of Storm Water Design NOC

10. Issuance of Irrigation Design NOC

11. Issuance of Water Supply Design NOC

    Abu Dhabi Distribution Company - ADDC - Electrical (HV)                 

  1.Issuance of Substation Layout                

  2.Issuance of Load Demand Notification (LDN) (Drawings & Calculations Approvals)

       District Cooling                   

 1.Issuance of Design information for District Cooling  Through The Engineer            

Approvals Required During Execution of the Project

Abu Dhabi Distribution Company - ADDC - Electrical (HV)                                                           1.Preparation & Submission of Substation Detailed Coordination Drawings Layout by Contractor   2Approval of Substation Detail Coordination Drawings Layout by ADDC
3. Preparation & Submission of Transformer Material
4. Approval for Transformer Material by ADDC
5. Preparation & Submission of HV Panel Material
6. Deliver of Materials
7. Approval for HV Panel Material by ADDC

Abu Dhabi Distribution Company - ADDC - Electrical (LV)            

1. Submission of Bus bar Material                

2. Approval for Bus bar Material by ADDC              

3. Preparation & Submission of Switchgear Material (LV Panel & Capacitor Bank)                    

4. Approval for Switch gear Material (LV Panel & Capacitor Bank) by ADDC                 

5. Preparation & Submission of ATS Panels (Automatic Transfer Switch Panels) Material         6.Approval for ATS Panels (Automatic Transfer Switch Panels) Material by ADDC                     

7. Preparation & Submission of Power Cables Material                  

8. Approval for Power Cables Material by ADDC                

9. Preparation & Submission of Generators Material                         

10. Deliver of Materials                   

11. Approval for Generators Material by ADDC