Contents

1 2 3 ASSIGNMENT ...................................................................................................................3 INTRODUCTION ................................................................................................................3 PROJECT BACKGROUND ...................................................................................................3 3.1 3.2 4 Scope of Work .........................................................................................................3 Obligatory Requirements ........................................................................................5

SPECIFICATIONS FOR PAVEMENT CONSTRUCTION ...........................................................6 4.1 4.2 Data and Design Criteria for Road Work ..................................................................6 Data and Design Criteria for Elevated Road .............................................................7

IMPORTANT DETAILS OF CONTRACTS, COST, TIME AND TYPE ..........................................8 5.1 5.2 5.3 Contracts .................................................................................................................8 Contract Agreement ................................................................................................9 Cost .......................................................................................................................10

PROJECT ORGANIZATIONAL CHART WITH FUNCTIONS ...................................................12 6.1 6.2 Organizational Chart .............................................................................................12 Role & Responsibility .............................................................................................13

7 8 9

ARBITRATION .................................................................................................................17 METHODS FOLLOWED FOR ADMINISTRATION/MONITORING ........................................19 CONCLUSION..................................................................................................................19

10 BIBILIOGRAPHY/READINGS.............................................................................................20

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1 ASSIGNMENT
Contract administration and monitoring is the most important area of construction management. The contract administration process should start right from the day work is assigned to the company. Discuss any project contract currently in progress with your company and how administration and monitoring is being done. Draw the organization chart for this activity and explain all the functions carried out. Do you think the system is achieving results? Discuss.

2 INTRODUCTION
Contract management is the process that enables both parties to a contract to meet their obligations in order to deliver the objectives required by the contract. It also involves building a good working relationship between customer and provider. It continues throughout the life of a contract and involves managing proactively to anticipate future needs as well as reacting to situations that arise. The central aim of contract management is to obtain the services as agreed in the contract and achieve value for money. This means optimizing the efficiency, effectiveness and economy of the service or relationship described in the contract, balancing costs against risks and actively managing the customerprovider relationship. Contract management may also involve aiming for continuous improvement in performance over the life of the contract.

3 PROJECT BACKGROUND
3.1 Scope of Work
Eastern freeway (EF) from museum to anik junction (start of anik panjarple link road) measures a total length of about 11.940 Km and is divided into 3 section. These are:

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1. From museums to Carnac bunder

:Existing road at grade (2+32 Km)

2. From Carnac Bunder to MbPT pipeline gate : Elevated corridor (8.92 Km) 3. From MbPT pipeline gate to Anik junction : Missing link (0.70 Km).

This section is subdivided into following subsections. Section 1: From Museum to Carnac Bunder [CH. 0.00 starts from WH Marg and measured towards Museum] CH: (-) 1+640 to 0+680). Museum to Walchand-Hirachand (WH) Marg stretch (CH: 0 to (-) 1+640). Walchand Hirachand (WH) Marg to Carnac Bunder stretch (CH: 0 to 0+680). Section 2: From Carnac Bunder to MbPT Pipeline gate (Elevated Corridor) (0+680 to 9+600). Carnac Bunder to Wadi Bunder (Orange Gate) stretch (CH: 0+680 to 2+500). Wadi Bunder (Orange Gate) to MbPT Pipeline gate: (CH: 2+500 to 9+600) MbPT stretch). Section 3: From MbPT Pipeline gate APLR (Missing Link) (CH: 9+600 to 10+300). Improvements to the existing road comprising of. 1. 2. Reinstating existing median and kerb lines of existing footpaths. Providing men & machinery for demolition, cleaning and removal after relocation of footpath dwellers and disposal within a lead of 25 km. 3. Clearing the existing footpath encroachments after relocation of footpath dwellers in SRA premises by MMRDA. 4. 5. 6. Tree cutting and compensatory plantation. Transplantation of eligible trees. Relocation of Utilities such as Water Mains, Sewer lines, Tata and BEST cables etc. Construction of footpaths with Paver blocks.

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7.

Construction of Paver block stripes in carriageway (abutting existing concrete road).

8.

Removal and reconstruction of stretches/pockets of existing concrete pavement that are in poor condition.

9.

Widening of existing carriageway to 6 lanes by adjustment of median width and/or footpaths.

10. Renewal of joints of existing concrete pavement and crack filling wherever required. 11. Junction improvements and paving of junctions with paver blocks. 12. Construction of Water Entrances to Storm water Drains. 13. Provision of 300 mm DIA. RCC pipes (NP3) for crossing of utilities at junctions 14. Road furniture including guard rails, kerb painting, road marking (center and edge lines, pedestrian crossings, chevrons, arrows, stop lines etc.) and road signage (information, cautionary, mandatory signs, overhead gantry and overhang cantilever signs. 15. Landscaping and Arboriculture. 16. Street lighting - ducting and providing fixtures for foundations of poles. 17. Street lighting for Elevated Corridor. 18. Traffic Management measures during construction.

3.2 Obligatory Requirements

In the road construction obligatory requirements include 1. Demolition and reconstruction of existing pavement (15,000 m2 approx.) in poor condition wherever required for construction of the pier for elevated corridor. 2. The contractor shall handle missing link first, carry out ground improvement work monitor the settlement over the period of time.

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3.

Design, plan and execute rigid pavement in the stretch from Orange gate to MbPT1Pipe line gate (MbPT stretch) as shown in the drawings and ER's instructions for widened portion.

4.

Design, plan and executes rigid pavement wherever damages due to construction of piers, locations of poor pavement condition, slip roads in the stretch from Orange gate to Walchand-Hirachand Marg including restoring crust.

5.

In the stretch from Walchand-Hirachand Marg to Museum, such as paver blocks in the footpath, rehabilitation of kerb and medians.

6. 7.

Road furniture, lighting, landscaping for the entire length. Removal, shifting and rehabilitation of underground and overhead utilities shall be carried out through the approved agencies by concerned authorities under provisional sums.

4 SPECIFICATIONS FOR PAVEMENT CONSTRUCTION

4.1 Data and Design Criteria for Road Work
Sr. No. 1 2 3 4 5 Attributes Category of Road Design Speed Width Carriageway Lane Edge Strip Adjacent Median Kerb Paved Shoulder to Standards Arterial 100 Km/Hr 3.5m 0.25m 1.9 m (Max) 1.5 m (Min) 6 7 Earthen/Granular Shoulder Median 1.0m To 1.6m 0.6m To 2.1 m In Missing Link Only Paver Blocks 3 m For Missing Link For Missing Link Remark

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Footpath Desirable Minimum Absolute Minimum 2.0m 1.5m

P. D'mello Road

Camber Carriageway and Paved Shoulder Rigid Flexible Over Elevated Corridor 2.0 % 2.5 % 2.5 % 3.0 %

10 11

Earthen Shoulder Maximum Super-Elevation Road at Grade Over Elevated Corridor

5.0 % 4.0 %

12

Longitudinal Gradient Ruling Limiting Gradient 3.33 % 4.5 %

4.2 Data and Design Criteria for Elevated Road

1. Carriageway width 2. Width of Median Verge 3. Overall Width of Elevated Road 4. Seismic Effects a) Seismic Zone b) Importance Factor (X) 5. Design Speed of Vehicles 6. Longitudinal Gradient (max.) 7. Super Elevation (max.) 8. Radius Zone III 1.5 100 KMPH 3.33 % for UP and Down Ramp 4% As shown in the tender drawing As specified in a & b below. As specified in a & b below. As specified in a & b below.

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9. Horizontal curves 10. Vertical curves 11. Exposure Condition 12. Temperature range 13. Underground Water Table 14. Clearance to be maintained for traffic 15. Live load For every of 7.5 m width of Carriageway

As shown in the tender drawing As shown in the tender drawing Severe 12 to 40 C As per soil Investigation AS shown in the drawing

1) 2 Lanes of Class A OR 1 Lane of Class 70 R plus 1 Lane of Class A 2) Wheeled vehicle Class 'AA' With bogie axle of 40 t and tyre pressure of 8.0 kg/cm2 whichever is severe.

16. Bearing type 17. Expansion Joint 18. Waterproofing of Deck

POT-PTFE Strip seal / Modular type 2 mm thick polymer waterproofing membrane (as per International Standard Practice).

19. Wearing Course AC 20. Foundation Type mm.

50 mm thick DBM followed by 40 mm laid over waterproofing membrane. Pile Foundation. Minimum dia. 1000

5 IMPORTANT DETAILS OF CONTRACTS, COST, TIME AND TYPE

5.1 Contracts
Contract Management Framework There are three key players in the Contract Management Framework:

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1. Employer/Granting Agency (MMRDA) 2. Concessionaire (SIMPLEX) 3. Independent Consultant (IE). The interrelationship amongst these three key players is depicted as follows: The Concessionaire has to supervise, monitor, direct and control the activities of its EPC Contractor. The Concessionaire has engaged an in-house team (CETL) as the Supervision Consultant. The day to day supervision of construction work is being done by the Supervision Consultant. The Design Consultant is responsible for detailed design and IC reviews/concurs before GFC drawings can be issued. The MMRDA appointed IE to act as the Independent Consultant (IC). The object is to act independently and on behalf of NHAI. Essentially the role is to oversee, monitor and review the activities of the Concessionaire to ensure compliance with Concession Agreement requirements.

5.2 Contract Agreement

This Agreement made Between Mumbai Metropolitan Region. Development Authority, (hereinafter called "the Employer") of the one part, And M/s Simplex Infrastructures Limited, (hereinafter called "the Contractor") of the other part. Whereas the employer desires that the Work known as Design and Construction of Eastern Freeway from Prince of Wales Museum to Anik Junction (Start of Anik Panjarpol Link Road) in Mumbai should be executed by the Contractor, and has accepted a Tender by the Contractor for execution and completion of this Work and remedying of any defects therein. The Employer and the Contractor agree as follows:

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1. In the Agreement words and expressions shall have the same meanings as are respectively assigned to them in the Conditions of Contract hereinafter referred to. 2. In consideration of the payments to be made by the Employer to the Contractor as hereinafter mentioned, the Contractor hereby covenants with the Employer to design,. Execute and complete the Work and remedy and defects therein in conformity with the provisions of the Contract. 3. The Employer hereby covenants to pay the Contractor, in consideration of the Design, execution and completion of the Work and remedying of defects Therein, the final Contract Price at the times and in the manner prescribed by the Contract. 4. The Contract shall come into full force and effect on the date when the following conditions are satisfied: a. On receipt of confirmation of Bank Guarantee of Performance Security from the Bank. b. Employer's notice to proceed with the work. The Employer shall promptly confirm to the Contractor the date on which all these conditions have satisfied. If any of these conditions has not been satisfied within fifteen days of the above-mentioned date on which this Agreement is made, this Agreement shall be void and ineffective and any security issues in relation to the above Works shall be returned.

5.3 Cost
Subject to and on the terms and conditions of the agreement the concessionaire shall at its cost expense procure, finance for and undertake the design engineering, procurement, construction, operation and maintenance of project highway and observe, fulfill comply with:1. The concessionaire may procure at its cost an expense and on its own the land that may be required by it for additional facilities. Subject to the provisions the site shall

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be made available by the authority to concessionaire and during the concession period the concessionaire shall protect the site from any and all occupations, encroachments. 2. The concessionaire shall bear all the cost for any special or temporary right of way required by it in connection with the access to the site.

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6 PROJECT ORGANIZATIONAL CHART WITH FUNCTIONS

6.1 Organizational Chart

Senior General Manager

Area Manager

Project Manager Deputy Project Manager Planning Engineer Quantity Surveyor Office Engineer CAD Draughtsman Construction Manager Chf. Land Surveyor Asst. Land Surveyor Project Engineer QC/Material Engineer

Storekeeper

Safety Officer

Assistant Q.S

Q.C Inspectors

Site Engineer

Foreman

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6.2 Role & Responsibility

6.2.1 The Senior General Manager (CEO & COO)
The group heads role would be the monitoring of the designers output and activities, and taking responsibility for all the work that is generated by the group.

6.2.2 Area Manager

Interaction with contractors to detail out their requirements, obtaining sign-off and overseeing the tendering and negotiating process. Subsequently, during the execution stage, he monitors the project for cost, quality, and schedules and local administration.

6.2.3 The Project Manager (GM):

The project manager audits the project during the drawing/design stage, for conformance to the stipulated process, and for adherence to agreed schedules. Subsequently, during the execution stage, he monitors the project for cost, quality, and schedules. Following are the functions of General Manager. 1. Proper planning of every activity. 2. To make available all the requirements at the proper time. 3. Getting approval for the various items from the managing director. 4. Controlling all the Staff. 5. Taking decisions regarding consultant approval and action to be done. 6. Coordinating with the staff and taking proper feedback.

6.2.4 Deputy Project Manager (Civil)

For the civil work there are three fields to look after. In highway section. 1. Highway Department. 2. Structure Department.

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3. Lab Department. Following is the main function of DPM. 1. To take time to time feedback from all three department head and solving their problem by which work being held. 2. To report the entire major problem with GM and discuss about the problem and solve them as early as possible. 3. Providing all the recourses at the site to complete the work as early possible. Such as, equipments, material and engineers. 4. To look after the Staff welfare to satisfy the demands of Staff and to motivate the Staff.

6.2.5 Construction Manager

The construction manager has some general responsibilities which correspond to the job role. They are the ones who help in the acquisition of land, the planning process, obtain permits, hire workers, keep tabs on the progress of the construction job and ensure that it is being completed in a correct manner. They are the go-to person for most of the parties involved with the entire project. The construction manager is also responsible for handling complaints or problems along the way.

6.2.6 Project Engineer (Highway)

Main functions Are: 1. Providing required technical data to execute work on the site such as a cross section of highway, RLs along the cross section and longitudinal section, vertical curves and horizontal curves details and offsets, super elevation and extra widening details etc. 2. Utilize machinery and manpower with proper planning to get maximum output in less time.

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6.2.7 Project Engineer (Structure)

Providing required the drawing of Structure details. And working drawing on the site. 1. Providing all the activity program to the every engineer, which indicate the activity get started and should be completed within the time limit. 2. Provided proper bar bending schedule which is convenient to employment and less wastage of steel. 3. Giving the requirement of materials to the store department by proper planning of work such as the requirement of cement, steel aggregate sand and admixture.

6.2.8 Site Engineer

1. Complete all the work which is assigned by the Project Engineer. 2. Giving time to time feedback to the incharge (Project Engineer) 3. Making all the Bar bending Schedule and execute the work accordingly with help of supervisor and skilled labours in case of structure. 4. Making all the level sheet and getting all the layer checked by the consultants for approval of bed in case of living way. 5. Making all the testing and work out the test result, making all the design trial accordingly to instruction of ME and finalize the mire design in case of quality.

6.2.9 Foreman/ Supervisor

These are non technical staff and they have to follow the instruction of their incharges and doing work accordingly.

6.2.10 Material Engineer (Quality)

The main function is. 1. Testing of Materials and suggest to management regarding good quality materials to be used in the project.

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2. Taking source approval of all the materials from the consultant such as. Approval of aggregate quarry, approval of cement source, approval of steel source approval of sand ghat. Etc. 3. Carry out all the main design of all concrete grades and all bituminous work. Such as m15, m20, m30, m35, m40 DBM, BM, SDBC, BC. Etc.

6.2.11 Store Department

The main function are : 1. Which are the requirement coming from the various departments such as highways. Structure, quality and mechanical all the materials should be purchased by the purchase officer and maintain in the Store department. 2. All the inward and outward material record is to be maintained by the store department. 3. And time to time balance stack is getting checked few further placing of purchase order according to the requirement of material at the site.

6.2.12 Safety Officer

Making safety working environment, safety all site workers and staff, improving and applying all safety instruction on site is the main work of this dept. Cleaning of site office maintains and cleans all site awareness, cleaning of labor camp periodically, making arrangement of good drinking water, good latrine / w.c. Facility on site is the main work of health dept. Personnel structure & reporting system - Safety engineer and Jr. Safety engineers work as per site condition and safety supervisor help of Jr. engineer.

6.2.13 Quantity Surveying officer

Checking of all drawing and specification regarding site, estimating and surveying quantity of each work activity separately, calculating material required quantity, labor required quantity for each and every item is the main work of this dept. Personnel

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structure & reporting system - Quantity estimation engineer is the head of this dept. Jr. engineer will help to estimation engineer. All basic plans and calculation Jr. engineer make and report to sr. Engineer under supervision of estimation engineer.

6.2.14 Store Keeper

Inspection of material and goods coming on site, intimate or instruct to respective dept. (material ordered by) maintaining material inward, outward registers making GRN, storing and housing all material on site in proper place as per the site condition and hand over material to contractor as per their requirement, keeping their records is the main work of store dept. Personnel structure & reporting system - In this depot store manager is the head of our site and storekeeper and store yeast. Will help and report to store manager.

7 ARBITRATION
Arbitration means settlement of disputes between two parties involved; general contractor and owner. This settlement generally not by court of law but by a few persons having complete knowledge of that work and deputed by parties involved these people or persons appointed to settle the dispute is called "Arbitrator". Arbitrator gives decision on the basis of evidences available; inquiries made and his own skills and knowledge. His decision accepted by both the parties and also incorporated in the decree of the court if required i.e. if earlier decision is not accepted by either of the parties and if the matter is referred to a court of law. The arbitrator has to take such decision which must be correct and accepted by both the parties As such Arbitration is an expensive way of settling the dispute between owner and contractor. As far as possible matter is solved, at very first or second level only. In extreme cases matter is referred to court. The judicial procedure and law take very long hence people to avoid it.

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The communication of proposals, the acceptance of proposals and the revocation of proposals and acceptance, respectively are deemed to be made by any act or omission of the party proposing, accepting or reworking by which he intends to communicate such proposal, acceptance or revocation, or which has the effect of communicating it. Communication is complete is as follows: 1. Communication of a proposal is complete when it comes to the knowledge of the person to whom it is made 2. A communication of an acceptance is complete when it comes to the knowledge of the Proposer 3. Communication of a revocation is complete when it comes to the knowledge of the person against whom it is made Acceptance by performing conditions or receiving consideration: The performance of the condition of the proposal, for the acceptance of any consideration for a reciprocal promise which may be offered with a proposal, is an acceptance of the proposal. All agreements are contracts if they are made by the free consent of parties competent to contract, for a lawful consideration and with a lawful object, and are not hereby expressly declared to be void The consideration or object of an agreement is lawful, unless it is forbidden by law Or is of such nature that, if permitted it would defeat the provisions of any law or is fraudulent or the court regards it as immoral, or opposed to public policy. In each of the above cases, the consideration or object of agreement is said to be unlawful. Every agreement of which the object or consideration is unlawful is void.

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8 METHODS FOLLOWED FOR ADMINISTRATION/MONITORING

The methods followed for the proper administration and monitoring of the project are as follows: 1. Maintaining proper communication with the concerning parties through telephones and letters. 2. Making it very clear the duties of the contractor in the tender document itself. 3. Clearly specifying all the materials specifications in the tender document. 4. Timely site visits by architect/asstt. Architect to monitor the construction work. 5. Proper preparation of tender and working drawings. 6. Demanding site progress reports weekly from the contractor 7. Sending site visit report to the clients/owners for their feedback. 8. Asking for manufacturer's report, testing reports of various materials used for construction from the contractors.

9 CONCLUSION
The well managed chain of responsibility and proper role clarity of individual, who are functioning in the organization, is lead to mitigate the confidence level of management. By well mapped structure time involved in decision making by the management it gets reduced. Role and responsibility given for identifying the project risk involvement & opportunities lies in the contract which lead management in a comfort zone. Identification of risk well in advance enables to minimize the cost. Where as opportunities brings organization with some new claim of hidden item/ extra claim which add to the revenue.

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Hence by Contracts management organization excel in the business growth. Apart from the above all Contracts are required to be let in accordance with certain statutes. The performance of construction work is done pursuant to contractual agreement. Although there are numerous types of contracts, the contractor's obligation and initial concern are much more basic. With the proper understanding of the basic requirements for the formation of legal contract, the contractor will be better able to avoid pitfalls, lawsuits and liabilities. The essential contractual requirements are an offer, an acceptance of the offer and consideration

10 BIBILIOGRAPHY/READINGS
1. Contract Management in Civil Works ProjectV. A. Prakash NICMAR Publication. 2. NCP23 ( Construction Contract and contracting).

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