PROFESSIONAL PRACTICE II

SUPERINTENDENT OFFICER (S.O)

Superintendent Officer (S.O) is a clients representative. The S.O will receive a letter of
empowerment from the client. S.O is appointed base on the project which architect will be as
a S.O for building works while an engineer will be as a S.O for civil work.
Based on PWD 203A Rev1/2010, the S.O shall be responsible for the overall supervision and
direction of the works. All matters regarding the works shall be dealt with by the contractor
with the S.O.
All instructions issued by the S.O shall be in writing. The Contractor shall forthwith comply
with all instructions issued to him by the S.O. If such instruction is given orally, the S.O shall
then issue a written instruction within seven (7) days from the date of such oral instruction is
given.

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PROFESSIONAL PRACTICE II
ROLES AND RESPONSIBILITIES SUPERINTENDENT OFFICER
The S.O. is empowered to decide on all matters pertaining to the Contract except those under
specific provisions of the Contract which are reserved to an officer named in the Appendix to
the Conditions of Contract as below :

Damages for non-completion (Clause 40);

Delay and extension of time (Clause 43);

Determination of the employment of the Contractor (Clause 51);

Continuance, suspension or termination of the Contract following the occurrence of war

or earthquake (Clause 52); and

Arbitration (Clause 54).

Amongst other things, the S.O. must do for ensuring the Contractor executes the work in
accordance with the provisions of the Contract are :

Ensure that the quality of the materials used and the standard of workmanship
employed are in accordance with the Contract.

Ensure that regulations and restrictions of local and other authorities affecting the
works are complied with during the execution of the work.

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PROFESSIONAL PRACTICE II

Ensure that the welfare of workmen employed by the Contractor is not neglected, such
as safety and insurance coverage, and that workmen receive the wages due to them.

Ensure that the periods of insurance coverage required by the relevant provisions of
the Contract do not lapse while the work is still in progress, and where necessary
action to be taken to extend the same (ditto to Performance Bond should it is in the
form of Bank/Insurance Guarantee).

Monitor the progress of work by the Contractor, and where necessary initiate early
action to grant extension of time or to impose liquidated and ascertained damages
and/or to determine the employment of the Contractor.

At the same time and most importantly, S.O. shall ensure that the Government fulfills its
obligations under the Contract to the Contractor such as :-

The contractor is not hindered or obstructed in or prevented from performing his work.

Approval and decisions requested by the contractor are promptly given.

Payments to the contractor are prompt and in accordance with the relevant provision of
the contract.

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PROFESSIONAL PRACTICE II

SUPERINTENDENT OFFICER INSTRUCTION

S.Os instruction means the instruction relating to the work issued by the S.O. During the
construction of project, S.O is given an absolute power to release instruction, additional
drawing or detail drawing from time to time. This is to make sure the work can be progressed
smoothly and detect if there is mistake or conflict during the construction.
The S.O need to take note the changes made by the local authority that need to be followed.
Every instruction must be written for it to be valid and enforced. Any verbal instruction
cannot be enforced which have to go through several process. To enforce any verbal
instruction, action from S.O. and contractor is needed. S.O. issue written instruction
(enforced starting from the date the instruction is issued). Within 7 days after receiving the
verbal instruction, contractor shall confirm in writing instruction to S.O. (consist of every verbal
instruction given)

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PROFESSIONAL PRACTICE II

Based on PWD 203A Rev.1/2010, the S.O may from time to time issue further drawings,
details and/or written instructions (all of which are hereafter collectively referred to as S.Os
instructions in regard to:a) The variation as referred to in clause 24;
b) any discrepancy in or between the Contract Documents as referred to in clause
8.2(b);
c) the removal from the site of any materials or good brought thereon by the contract
and the substitutions of any other materials or goods therefore;
d) the removal and/or re-execution of any works executed by the Contractor;
e) the dismissal from the works of any person mentioned in clause 23.6 hereof
employed thereupon;
f) the opening up for inspection of any work covered up;
g) the amending and making good of any defects whatsoever under clause 48;
h) any matter which is necessary and incidental to the carrying out and completion of
the works under this contract; and
i) a matter in respect of which the S.O is expressly empowered by this contract to
issue instructions.

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PROFESSIONAL PRACTICE II

SUPERINTENDENT OFFICER REPRESENTATIVE

Superintendent Officer Representative is an individual appointed from time to time by the S.O.
The letter of empowerment must be issued to contractor to informed and prevent from
misunderstanding in the management of project. Even though the devolution of power is
allowed, it is limited to the power possessed by the S.O. The S.O may from time to time in
writing delegate to the S.Os Representative any of the powers and authorities vested in the
S.O as listed in the letter of delegation and shall furnish to the contractor a copy of all such
written delegation of powers and authorities.
The S.O. may delegate powers to more than one officer to perform different duties on his
behalf (these include delegation of powers to consultants appointed by the clients, as below :-

i.

Principal S.O.s Representative delegated powers by the S.O. for the overall
supervision and direction of the execution of the work ie Pengarah Bahagian and/or

ii.

Lead Consultant such as Consulting Architect for building works;

Specialist S.O.s Representative delegated powers by the S.O. for the supervision of
the execution of specialized work such as mechanical & electrical services installation
ie mechanical or electrical engineer and/or Consultant M&E, and civil & structural

iii.

works ie c&s engineer and/or Consultant C&S;

Specialist S.O.s Representative (Quantity Surveyor) delegated powers by the S.O.
for the performance of quantity surveying duties.
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PROFESSIONAL PRACTICE II

THE ROLES AND RESPONSIBILITIES SUPERINTENDENT OFFICER REPRESENTATIVE

Based on PWD 203A Rev.1/2010, Clause 2(b) S.O representative responsible to :
Maintain and supervise work.
Test and examine any material used for the construction of project.
Test and check the quality of work done by the contractor.
Any instruction issued by the S.Os representative is effective as if it was ordered by
the S.O itself.
S.O can still change the instruction that is ordered by S.O s representative as stated in
clause 2(c) if :
i.

The S.Os representative failed to reject or approve any work or material that is

ii.

implemented by the contractor.

If contractor dissatisfied with the decision made by the S.Os representative he

can refer to the S.O.

In this case S.O has the right to agree or changed the decision that is made before by
the S.O representative.

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PROFESSIONAL PRACTICE II
CONTRACT DOCUMENT
The contract documents are one of the most important pieces that will guarantee of a
successful project. Contract document is all documents that is combined and form basis of
contract including all pre-tender, tender, and contractual documentation. It gives information to
be able to complete the construction works. The contents of contract documents are;
1)
2)
3)
4)
5)
6)
7)
8)

Letter of award
Instruction to contractor
Form of contract
Condition of contract
Bills of quantities
Specification
Preambles
Drawings

LETTER OF AWARD
Letter award is given to the chosen contractor. The contractors need to fill the form as he
accept the contract and will construct the construction for the client.
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PROFESSIONAL PRACTICE II
INSTRUCTION TO CONTRACTOR
The instruction to contractor is important to explain the instructions which must be follow and
carry out by tenderers. The contractor must follow the instruction in this part to avoid from
making mistakes which it will make the tenderer disqualified. For example, one of the
instruction is the tenderers have to use the black ink during pricing the tender and complete
the form.
FORM OF CONTRACT
Form of contract is a form that will be used by the contractor to submit their price. It is also as
a reference for the client to know the prices submitted by the contractors and it act as an
agreement that binds the client with the contractor. All the informations that should have in
the form must be complete, had signed and weaknesses.
CONDITIONS OF CONTRACT
Its consist of the terms of contract that should followed by the contractor. Terms of contract
are important because its as guideline and the procedure for the works that will be done.
There are many items in the conditions of contract for example drawings, bill of quantities and
specification will be used as a reference and the correct Form of Contract is supposed to be
use. The latest of Form of Contract is PWD Form 203A (Rev.1/2010).
BILL OF QUANTITIES

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Bill of quantities is a part of tender document. It is divided into every element to make it easier
as reference to the quantity surveyor to make interim certificate and contractor to arrange
work and plan the usage of materials. It is prepared by Quantity Surveyor and the contractor
will price base on the quantities given. Contractor prices the quantity with the price from
suppliers and current price of market.
SPECIFICATION
Specification were essential drawing inside work in more detail, it maybe could not be stated
in drawing and list material. It also explains the quality of materials that the contractor must
use in the construction and the method of work has to be done. For the most projects use the
JKR edition 2005 specification for building, electrical and mechanical works.
DRAWING
The complete drawing one set Architectural and Structural needs by Quantity Surveyor to
make the taking off. It also important to describe overall about something project. Drawings
must be complete and must be revise to avoid contradiction among drawing. Each number
and title drawing must be clear and any amendment must clearly state in space note of
drawing.

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PROFESSIONAL PRACTICE II
PREPARATION OF CONTRACT DOCUMENT

QS RECEIVE DRAWING
FROM ARCHITECT &
ENGINEER

QS REGISTER DRAWING AS
CONTRACT DRAWING

QS RATIONALIZATION RATE
FOR PROJECT BQ

QS PREPARE CONTRACT
DOCUMENT (L.A,
PERFORMANCE BOND, ETC.)

ALL CONTRACT DOCUMENT

WILL SUBMIT TO CLIENTS
OFFICE (SIGN BETWEEN
CLIENT & CONTRACTOR)

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OBLIGATIONS OF THE CONTRACTOR
The contractor should obey the instructions from S.O and make sure that the construction is
follow the specifications required. From PWD 203A Rev. 1/2010, the contractor shall; Construct, complete, test and commission the works in accordance with the
specifications, contract drawings and any other documents specified in the contract
documents.
Perform the works in a proper manner and in accordance with good management
practice and to the best advantage of the Government.
Take all appropriate measures expected of a contractor providing similar works to
ensure that the works comply with the requirements of this contract.
Perform the works and discharge its obligations as contained in this contract by
exercising professional judgment and practice, requisite skill, care and diligence. In
performing the works, the contractor shall provide well-outlined procedures in the form
agreed by the Government for reporting and co-ordination purposes.
At all times perform the works in such manner as will always safeguard and protect the
Governments interest in relation to the works and take all necessary and proper steps
to prevent abuse or uneconomical use of facilities, if any, made available by the
Government to the contractor.
Inform the Government immediately in writing of the occurrence of any factor or event,
which is likely to affect the works. Such notification shall not be construed as a
discharge of any of the contractors obligations under this contract.
Provide and maintain throughout the contract period such number, categories of
qualified and competent personnel necessary to perform the works.

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PROFESSIONAL PRACTICE II
Provide and maintain at its own cost and expense all equipment and materials
necessary for the proper and effective performance of the works.
Instruct and supervise its staff and sub-contractor in carrying out the works repairs and
other works in relation to the works.
Make good any defect, imperfection, shrinkage or any other fault whatsoever which
may appear during Defects Liability Period.
Carry out any other obligations and responsibilities under this contract.

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REFERENCES

PWD 203A (Rev.1/2010)

http://www.academia.edu/172855/Study_on_Contractors_Perception_Towards_Duties

_of_S.O
http://www.scribd.com/doc/52455338/3/SUPERINTENDING-OFFICER-ANDSUPERINTENDING-OFFICER-S-REPRESENTATIVE#page=12

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