CONSTRUCTION PROJECT

CONTRACT
DOCUMENTATION

ENGR. LEONARDO M. LLANES

Assistant Chief, Construction Division
Outline

 Definition of Project Documentation for

Construction
 Stages of Project Documentation
 Importance of Project Documentation
 Proper Attitude /Discipline in Project
Documentation
 What is Project Documentation?

 It serves as a memory of the project

 It is the ONLY CONTEMPORANEOUS RECORD
of what is actually happening at any given
time during the course of the project.

Contemporaneous – meaning
“occurring during the
same
period of time”
What is Project Documentation?

 It provides a permanent record which allows

the detailed reconstruction, review and
analysis of events and actions of the projects

 It is a foundation on which all proposals,

disputes or claims are built
Stages of Project Documentation

Pre-Construction Documentation

Project Implementation Documentation

Final/Completion Documentation
Pre-Construction Documentation
 Takes place or is used in planning
a construction project before the
actual construction begins.

 This is often referred to as

“preconstruction” or “precon.”
Pre-Construction Documentation

1. Detailed Engineering Design (DED)

such as: Feasibility Study, Surveying,
Preparation/ Approval of plans,
Quantification, etc., including the
preparation of Program of Works (POW),
Approved Budget for the Contract (ABC) as
per D.O. No. 22, Series of 2015 and bidding
documents incorporating the Conditions of
Contract/Specifications/ Instruction to
Bidders per IRR of R.A. 9184
Pre-Construction Documentation

2. Pre-Procurement Conference
with minutes of meeting
3. Project Procurement Management Plan (PPMP)
and Annual Procurement Plan (APP)
4. Advertisement/Posting of Invitation to Bid
5. Issuance of Bid Documents/Plans
6. Pre-Bid Conference with minutes of meeting
Pre-Construction Documentation

7. Receipt and Opening of Bids

(Technical and Financial Proposals)
8. Evaluation of Bids
9. Post Qualification/Evaluation
10. Resolution Recommending Award of
Contract/Notice of Award
11. Contract Bonds/Plans/Work/Construction
Schedule/Contractor’s PCAB License/ Construction
Safety and Health Program, etc.
Pre-Construction Documentation

12. Contract Agreement

13. Notice to Proceed (NTP)
14. Submission of complete set
of approved contract documents
duly certified true copy in
compliance with COA-Circular No.
2009-001 to COA for contract
review
 Pre-Construction Documentation

15. Furnishing of complete set of approved

contract documents to the contractor
duly received by their representative or
the PE of the contractor

16. Government Project Engineer/

Project Inspector review of the
completed pre-construction documents

17. Approved Travel Order/ Approved

Designation Order of the PE/PI duly
signed by DE/RD
Project Implementation Documentation

 Takes place during the actual

project execution
Project Implementation Documentation

1. Pre-Construction Conference/Meeting
a) Prepare an Agenda and the specific date of
Pre-Construction Conference together with the
contractor’s representatives

a) Agenda for Pre-Construction Meeting

b.1 Scope of Work of the Project
b.2 Construction Schedule (PERT/CPM and/or
Bar Chart with S-Curve and Cash Flow)
b.3 Equipment and Manpower Utilization
Schedule
Project Implementation Documentation
1. Pre-Construction Conference/Meeting
a) Agenda for Pre-Construction Meeting
b.4 Construction Material Requirements
b.5 Construction Safety and Health Program
(as per D.O. No. 56, Series of 2005)
b.6 Equipment/Manpower Utilization Report and Inventory of
the Contractor Pledged and Actual Key Personnel and
Equipment on Site
b.7 Quality Control Program (QCP)
b.8 “As-Staked” Plans
b.9 Issues and Concerns (RROW, Obstructive Facilities,
Environmental issue, Traffic Management, etc.)
b.10 Other Matters (e.g. Site Instructions, Pouring Permit, etc.)
Project Implementation Documentation
2. Project Management Forms Project Daily Log, Site Instruction,
Weather Chart, Monthly Status
3. Job Control Forms Report (Field Reports), Quality
Control Program, Monthly Time
Suspension Report, Suspension/
Test/Regular Pile Data, Pile Driving Log,
Resume Order, Variation Order,
Bored Pile Drilling Log/Pouring Data, Work
Itemized Cost of Revision (ICR),
Request, Bar Cutting List/Diagram,
Payment/Billing, Statement of
Concrete Pouring Permit (Item 311 and
Work Accomplished
405)
4. Contract Changes/Amendments
5. Contract Drawings and Revisions
6. Revisions of Construction Schedule
(PERT/CPM, Bar Chart with S-Curve, Equipment
& Manpower monthly utilization schedule)
Project Implementation Documentation

6. Correspondence/Communication (External)
7. Memoranda (Internal)
8. Agenda/Minutes of the Meeting
9. Project Photographs (taken before, during and after)
10. Color-coded Straight-Line Diagram
11. Emails
12. Any other electronic job related documents
Final/Completion Documentation

 Takes place upon the completion

of the construction project
Final/Completion Documentation
1. “As-Built” Plans (with Back-Up Quantity
Calculations/Computations)
2. Project Punch Listings prior to project inspection
3. Final Inspection for Completion, Report and
Rectification/Correction Works After Final
Inspection as per D.O. No. 99, Series of 2015
Final/Completion Documentation
4. Certificate of Completion
5. Final Inspection for Acceptance and Report
(after a year) and Rectification/Correction
Works after Final Acceptance Inspection as per
D.O. No. 99, Series of 2015
Final/Completion Documentation

6. Certificate of Final Acceptance

7. COA Final Inspection Report
8. Clearances (property, regional/district
equipment, etc.)
9. Equipment/apparatus, materials or
office supplies to be turned over
10. Final Payment/Billing
Importance of Project Documentation

 MEMORY of the Project

 BASIS or EVIDENCE for claims

Failure to follow the Failure to provide

required project appropriate
documentation evidences
Importance of Project Documentation
Importance of Project Documentation
Importance of Project Documentation
Importance of Project Documentation
Importance of Project Documentation
Importance of Project Documentation

Summary:
 For future references.
 Gives past information for project’s
lifecycle review.
 Gives project history
 Old data/information if used collectively
will provide initial information
 Basis for project cost comparison.
Proper Attitude
in Project
Documentation
Proper Attitude
in Project
Documentation
Proper Attitude
in Project
Documentation
Proper Attitude
in Project
Documentation
Proper Attitude
in Project
Documentation
Proper Attitude
in Project
Documentation
Proper Attitude
in Project
Documentation
Proper Attitude
in Project
Documentation
Proper Attitude
in Project
Documentation
Proper Attitude
in Project
Documentation
Proper Attitude
in Project
Documentation
Attitude/Discipline in Project Documentation
Summary:
 Committed to the assigned responsibility
 Responsible and accountable engineers
 Proactive
 Exhibit good leadership by example
 Be optimistic/positive thinker
 Patience and perseverance in dealing with
clients/stakeholders
 Development/improvement oriented
 Compassionate toward others
THANK YOU