S5-PRS-01-P01-F02

Submittal Form ‫نموذج التقديم‬

Package / Group
Program
TW3E/TW4E No. G01 & G02
‫البرنامج‬
‫ المجموعة‬/ ‫الدفعة‬
300616
300581
‫ مدارس ضمن المشاريع المفسوخة عقودها‬7 ‫إنشاء عدد‬
300684
‫) مشاريع‬2( ‫ تنفيذ مجوعة الدمام لعدد‬/ ‫بالمنطقة الشرقية‬
300692
Project no. Project name ‫ مشاريع ضمن المشاريع‬4 ‫من منافسة انشاء عدد‬
300589
‫رقم المشروع‬ ‫اسم المشروع‬ . ‫المفسوخة عقودها بالدمام والقطيف‬
300571
300682
300580
300584
Consultant / AJ SAUDI Consultant
Contract no.
481 & 527 Engineer
‫رقم العقد‬ Eng. Jihad Alkadi
‫ المهندس‬/ ‫االستشاري‬
‫ جهاد القاضي‬.‫م‬
Zahrat Al Sahra Trading & Method Statement
Contractor Name
Contracting Company Submittal No.
‫اسم المقاول‬
‫شركة زهرة الصحراء للتجارة والمقاوالت‬ ‫رقم تقديم بيان المنهجية‬
Contract Description
‫وصف العقد‬
Originator
‫المحرر‬
Subject Quality Plan Submittal no.
TRM-G01&G02-QC-SF-001
‫الموضوع‬ ‫خطة الجودة‬ ‫رقم التقديم‬
Spec no. Drawing Reference Date
25/4/2021
‫رقم المواصفة‬ ‫مرجع المخطط‬ ‫التاريخ‬

Architectural ‫معماري‬ Civil/Structural Mechanical ‫ميكانيك‬

Discipline ‫إنشائي‬/‫مدني‬
‫التخصص‬ Others (please
Electrical ‫كهرباء‬ specify) ‫غير ذلك (يرجى‬ ‫( خطة الجودة‬Quality Plan)
)‫التحديد‬
Submitted for Approval ‫موافقة‬
Date of Planned Submittal 25/4/2021
‫مقدم بشأن‬ Information ‫للعلم واإلحاطة‬

Name Of Signature
Contractor Authorized Eng. Ibrahim Al Hamza ‫التوقيع‬
representative ‫ ابراهيم الحمزه‬.‫م‬
‫اسم ممثل المقاول المفوض‬ Date
25/4/2021
‫التاريخ‬

Senior Resident Engineer ‫المهندس المقيم الرئيس‬

Name Date
‫االسم‬ ‫التاريخ‬

Signature Stamp
‫التوقيع‬ ‫الختم‬

QA/QC Review ‫تحكم بالجودة‬/‫تدقيق مهندس ضمان‬

Project number_Originator_Org Acronym_FRM_Unique Number_Rev 01 Page 1 of 2

April 25, 2021
 Name Date
‫االسم‬ ‫التاريخ‬
Signature
‫التوقيع‬

Engineer’s comments ‫مالحظات المهندس‬

Approved Organizational chart, submittal coding has been added and the NCR respond period
has been changed for 2 days.

Codes
‫رموز‬
Status Code
‫الحالة‬ ‫الرمز‬
Accepted – work may proceed A
‫مقبول – يمكن البدء بالعمل‬ ‫أ‬
Accepted – with comments B
‫مقبول – مع مالحظات‬ ‫ب‬
Resubmission required - Work may not
C
proceed.
‫ج‬
‫يلزم إعادة التقديم – ال يمكن البدء بالعمل‬
Rejected D
‫مرفوض‬ ‫د‬

Distribution ‫تعميم‬
copy to ‫نسخة إلى‬

Project Manager ‫مدير المشروع‬

Document Controller ‫مسئول المستندات‬

Name Bashir Al-Sawaf Signature Date

‫القاضي‬ ‫مصطفى‬ ‫ جهاد‬.‫م‬ 1/5/2021
‫االسم‬ ‫التوقيع‬ ‫التاريخ‬

Note: ‫مالحظة‬

These documents have been reviewed for general conformity with Contract terms & conditions, the specifications and bill of
quantities. Such review doesn’t relieve the Contractor of his responsibilities under the terms of the Contract and shall not be
deemed as approval for any further compensation or permission to carry out additional works.
‫ وال تعفي هذه المراجعة المقاول من مسئولياته العامة التعاقدية وال تعتبر‬.‫تمت مراجعة هذه الوثائق للتأكد من مطابقتها ألحكام وشروط ومواصفات وجداول كميات العقد‬
.‫موافقة على أي تعويضات أو تصريح بالقيام بأعمال إضافية‬

Project number_Originator_Org Acronym_FRM_Unique Number_Rev 01 Page 2 of 2

April 25, 2021
 Educational Building Construction
in Eastern Region – Dammam
Contract Group 06

QUALITY PLAN

1|Page
PQP
Contents
1. Introduction .......................................................................................................................................... 4
2. References ............................................................................................................................................ 5
3. Scope .................................................................................................................................................... 5
4. Abbreviations and Definitions ............................................................................................................. 6
5. ZAS Organization Chart ..................................................................................................................... 10
6. Roles and Responsibilities Related to this PQP .............................................................................. 11
7. Objectives ........................................................................................................................................... 19
8. Management Responsibilities ........................................................................................................... 19
9. Control of Documents and Data ........................................................................................................ 20
10. Control of Records ......................................................................................................................... 23
11. Resources ....................................................................................................................................... 24
• Provision of Resources ......................................................................................................................................... 24
• Materials .............................................................................................................................................................. 25
• Human Resources and Training ........................................................................................................................... 25
• Infrastructure and Work Environment ................................................................................................................ 25
12. Requirements .................................................................................................................................. 26
13. Customer Communication ............................................................................................................. 26
• Meetings............................................................................................................................................................... 27
• Internal Meetings:................................................................................................................................................ 27
• External Meetings: ............................................................................................................................................... 27
• Reports ................................................................................................................................................................. 27
14. Design and Development ............................................................................................................... 28
15. Purchasing ...................................................................................................................................... 29
• Materials and Products ........................................................................................................................................ 29
• Receiving Inspection ............................................................................................................................................ 30
16. Construction Activities ................................................................................................................... 30
• Materials Approvals and Samples ....................................................................................................................... 30
• Method Statements ............................................................................................................................................. 30
• Shop Drawings ..................................................................................................................................................... 31
• PIP’s / ITP’s ........................................................................................................................................................... 31
• Construction Supervision ..................................................................................................................................... 31
• Plant and Equipment ........................................................................................................................................... 31

2|Page
PQP
 • Construction Inspection ....................................................................................................................................... 32
• Phases of Inspection ............................................................................................................................................ 32
17. Identification and Traceability........................................................................................................ 33
18. Client Property ................................................................................................................................ 34
19. Preservation of Product ................................................................................................................. 34
20. Control of Nonconforming Product ............................................................................................... 35
21. Monitoring and Measurement ........................................................................................................ 36
22. Audits .............................................................................................................................................. 39

3|Page
PQP
 1. Introduction

This Project Quality Plan (PQP) forms part of the overall ZAS Quality Management system
(QMS) and is modelled upon ISO 10005: Quality Management Systems - Guidelines for Quality
Plans (2005). Its goals are to increase confidence that specified requirements will be met,
provide greater assurance that presses are in control, to engender motivation and to provide a
structured approach to project execution. The entirety of the ZAS QMS is based upon the Plan-
Do-Check-Act (PDCA) cycle for continuous improvement depicted below.

The Plan-Do-Check-Act (PDCA) Cycle for Continuous Improvement

The Project Quality Plan (PQP) is the principal document for Quality describing the necessary
Quality Assurance (Quality Planning) and Quality Control (Quality Verification) arrangements to
be implemented for the Project to achieve the quality requirements that described in the
Contract Specifications and Drawings for engineering, procurement, construction,
commissioning and hand-over.

This PQP is a project-specific reference document for Quality combining the necessary
elements of ISO 9001 certified

The PQP is to be implemented by all Project employees and subcontractors and suppliers. The
PQP shall therefore be distributed as a controlled document to required personnel and
subcontractors and suppliers by Document Control.

4|Page
PQP
 2. References
o ZAS’s Corporate Documents
o ZAS Quality Manual
o Specification of TBC
o AASHTO
o ACI
o ASTM
o ANSI
o NFPA
o BSI

3. Scope

This Project Quality Plan (PQP) has been developed for using a standard template, based
upon ISO 10005, to define all those activities necessary to ensure that the engineering,
procurement, construction, commissioning and hand-over are as per specified requirements.

Brief Definition of the Scope of Work Contracted

Owner: TATWEER BUILDINGS COMPANY (TBC)

Contractor: Zahrat AlSahra for Trading and Contracting (ZAS)
Consultant: AJ-Saudi (ARABTECH JARDANEH)
Contract: The contracts between the TBC and ZAS related to provision of services and installation
for the Project

The Project: Educational Building Construction in Eastern Region – Dammam Contract Group
06
Scope of Works: All work performs by ZAS under the Contract
The Works shall be including: The procurement, construction, testing and commissioning of the
Educational Buildings Construction in Eastern Region- DAMMAM

PQP Control: The PQP shall be drafted by the QC Manager, distributed to required
personnel by the Document Controller and thereafter maintained in a current state by the QC
Manager with revisions being distributed to prior holders of the document.
5|Page
PQP
 4. Abbreviations and Definitions

Abbreviations:

CAR Corrective Action Request

CPS Contract Package Specification

DCR Design Change Request

FCR Filed Change Request

HSE Health Safety and Environment

KPI Key Performance Indicator

MCS Master Calibration Schedule

MIR Material Inspection Request

MRR Material Receiving Report

MVS Master Verification Schedule

DS Document Submittal

WIR Work Inspection Request

NCR Non-conformance Report

ZAS Zahrat AlSahra for Trading and Contrating

PCP Project Commissioning Plan

PDP Project Design Plan

PEP Project Execution Plan

PESP Project Safety and Environmental Plan

PIP / ITP Project Inspection Plan / Inspection and Testing Plan

6|Page
PQP
 PQP Project Quality Plan (this document)

QMS Quality Management System

RFI Request for Information

AASHTO American Association of State Highway and Transportation Officials

ACI American Concrete Institute

ASTM American Society for Testing and Materials

ANSI American National Standards Institute

NFPA National Fire Protection Association

BSI British Standards Institution

Project A document principally defining:

Inspection Plan • project definition and brief;
(PIP): • roles, responsibilities and authorities;
• activities required to establish conformity to requirements;
• controlling documents;
• acceptance criteria and tolerances to be observed;
• actions in event of non-attainment of acceptance criteria;
• persons responsible for inspection and testing of works;
• type and frequency of inspections to be executed by in process
(Construction), independent (QC) and third party (Consultant);
• Verification records to be raised to confirm attainment of requirements.

Method A document defining how specific works of a ‘one off’ nature are to be
Statement: controlled in terms of:
• responsibilities;
• interface arrangements;
• sequencing;
• methodology;
• equipment and materials
• special considerations;
• Risk assessments for health & safety and environmental.

Nonconformity: The non-fulfilment of specified requirements within completed works as

recorded using a Non-conformance Report (NCR). (Refer below)

7|Page
PQP
 Non- A document raised to record non-fulfilment of specified requirements in
conformance completed works, in terms of: specification clause contravened; delineation
Report (NCR): of nonconforming works; proposed corrective action to resolve matters.

Project A do principally defining:

Commissioning • project definition and brief;
Plan (PCP) • roles, responsibilities and authorities;
• design intent documentation;
• commissioning scoping;
• submissions;
• site inspections;
• pre-commissioning checks and start-up procedures;
• functional tests and verification procedures;
• diagnostic monitoring;
• operation and maintenance manuals;
• training of owner’s operation and maintenance personnel;
• commissioning report;
• Warranty period.

Project Design A document principally defining:

Plan (PDP) • project definition and brief;
• roles, responsibilities and levels of authority and required interfaces;
• inputs (functional, performance, statutory, regulatory);
• outputs (matching inputs, procurement data, acceptance criteria);
• reviews (what, when and by whom);
• verification methodology;
• validation methodology;
• change control.

Project A document principally defining:

Execution Plan • project definition and brief;
(PEP) • roles, responsibilities and authorities;
• project cost plan and cost management procedures;
• risk and sensitivity analysis;
• programme management;
• routine meetings schedule;
• project design management (reference to be made to PDP);
• subcontracting and procurement;
• administrative systems and procedures;
• quality assurance (reference to be made to PQP and PIP);
• safety and environmental issues (reference to be made to PSEP);
• commissioning (reference made to PCP);
• post project evaluation.

8|Page
PQP
 Project Safety & A document principally defining:
Environmental • project definition and brief;
Plan (PSEP) • safety and environmental policies;
• roles, responsibilities and authorities;
• work method definition, hazard identification and risk mitigation;
• environmental aspects determination and management;
• first aid and injury management;
• emergency procedures;
• protection of public;
• site rules;
• safety and environmental monitoring;
• subcontractor management;
• incident reporting and investigation;
• permits to work system;
• induction and training requirements;
• plant and equipment management;
• chemical management
• waste management.

Project Quality This document.

Plan (PQP):

Quality The system of plans, procedures, documents and records adopted by ZAS
Management for the assurance of quality of the works it is contracted to perform.
System (QMS):

9|Page
PQP
 5. ZAS Organization Chart

BOARD OF DIRECTORS

AUDITING EXECUTIVE
COMMITTEE COMMITEE
CHIEF EXECUTIVE
OFFICER

PERSONNEL FINANCE OPERATIONS & CONSTRUCTION

MAINTENANCE MANAGER
DEPARTMENT DEPARTMENT
MANAGER

ASSETS PROJECTS
QUALIFICATION &BUSINESS
DEVELOPMENT
PAYROL COORDINATORS

WAREHOUSES REAL-ESTATE DEVELOPMENT

O & M PROJECTS
CONTRACTS MANAGERS
BANKING & TREASURY CONSTRUCTION
MEDICAL INSURANCE PROJECTS MANAGERS

PERSONAL ACTIONS ACCOUNTING OFFICE TECHNICAL OFFICE

PONUS & INCENTIVES PROJECTS ELECTRICAL

PROCUREMENT
& CONTRACTS
MOBILIZATION CLIENTS A/R ARCHITECTURAL

VENDORS A/P MECHANICAL

GOVERNMENTAL RELATIONS
BRANCHES &
SUBSIDIARIES STRUCTURAL
GOVERNMENTAL
RELATIONS
PETTY CASH
TECHNICAL SUPPORT UNIT
GOVERNMENTAL SUB-
PAYMENTS CONTRACTORS PLANNING & DESIGN

SAFETY
GOSI TECHNOLOGY
GENERAL
DRAWING
MANAGER MAINTENANCE
QUALITY CONTROL
WAREHOUSE
MANAGER ASSISTANT
SAFETY
STRUCTURAL

SALE POINTS

10 | P a g e
PQP
 6. Roles and Responsibilities Related to this PQP

Project Manager: Principally but not necessarily limited to:

• Establish and ensure implementation of the execution strategy, policies and

organizational structure required for on time, on budget, safe and to
specified requirements completion of the Project
• Select key staff and delegation of duties to principal staff members
• Set the agenda and schedule for principal meetings, convene and chair
meetings
• Authorize principal Project documents
• Orientation of key staff, their ongoing supervision, development and
assessment
• Report to the executive Committee of ZAS
• Authorize purchase orders and work orders as per company guidelines

Technical Office Principally but not necessarily limited to:

Manager:
Permanent Works Design Management:

• Establish, maintain and monitor the implementation of the Project Design

Plan (PDP)
• Establishment, maintenance and monitoring of a design submission
programme
• Ensure the appropriate assignment of responsibilities to competent
designers, timely design reviews, adequate design verification
methodologies and validation proposals
• Ensure due consideration is afforded to statutory and regulatory
requirements and that their selection is reviewed for adequacy and
recorded
• Ensuring the resolution of incomplete, ambiguous or conflicting
requirements via use of RFI’s, expedite and disseminate responses as
required to ensure inform all concerned
• Ensure that permanent works designs allow adequately for temporary
loading conditions to be encountered during construction
• Ensure that, at appropriate stages, documented reviews of the evolving
design are planned and conducted and that participants represent all
functions concerned with the design stage under review, together with any
other specialists deemed required
• Conduct ‘build ability’ reviews with construction personnel as appropriate
to highlight their concerns, if any, with and suggested improvements to
evolving designs and feedback of this information to design team
• Ensure pertinent details of the evolving design are disseminated as
applicable to each designer involved
• Ensure designs are documented fully and expressed in terms readily able
11 | P a g e
PQP
 to be verified and validated against design briefs, design output meets
design input requirements, cite acceptance criteria, identify those design
characteristics crucial to its safe and proper functioning
• Ensure that, at appropriate stages, documented design verification is
undertaken to ensure that resulting designs meets design brief
requirements, including, as deemed necessary: performing alternative
calculations; comparing resulting design with a similar proven past
designs, where available; undertaking tests and demonstrations; reviewing
the design stage documents before release
• Ensuring that, where deemed necessary, following successful design
verification, design validation is performed, under defined operating
conditions, to ensure resulting designs conform to defined user needs and/
or requirements
• Ensure that all design changes and modifications are identified,
documented, reviewed and approved by authorized personnel before their
implementation
• Ensuring designs are reviewed to check that all necessary acceptances
and approvals have been obtained prior to release as ‘Issued for
Construction’
• Participate in value engineering and the timely development and
submission of proposals for change to Client’s Representative for
consideration
• Manage and expedite as-built documents generation, submission and
approval as required
• Overall management of the entire design process and periodic reporting of
progress to Project Manager

Temporary Works Design:

• Establish, maintain and monitor the implementation of a suitably robust

temporary works procedure, including co-ordination of design briefs,
design and checking functions, inspection and certification of safe
construction, maintenance, use, dismantling of temporary works and
records
• Ensure that all temporary works schemes are fully checked and certified,
in stages where applicable or stated by the designer, during construction,
maintenance, use and dismantling
• Determine the requirements for temporary works schemes and, as
appropriate, prepare a programme for design, approval, material
procurement, plant and equipment requirements
• Liaise with the Construction Manager and Planner to ensure that designs
are submitted for approval, where required, of third parties as contractually
required
• Liaise with designers, Construction Manager, other site staff and
subcontractors/suppliers to ensure that temporary works schemes are
constructed in accordance with the their designs
• Liaise with designers to ensure any modifications made to designs during
the course of their erection are checked and approved before proceeding
• Ensure that designers are informed of any variations to conditions

12 | P a g e
PQP
 originally envisaged and confirmation or amendment is received before
proceeding, e.g. ground conditions, water table, environmental concerns or
use

Materials Approvals:

• Determine all required material approval submissions

• Establish, maintain and monitor the implementation of a Materials
Approvals Submission Schedule
• Establish and maintain a Materials Approvals Log
• Ensure the timely compilation and review for adequacy of all required
information, samples and the like prior to submission for approval
• Ensure any materials not receiving approval are resubmitted with
supplementary data or as alternative materials as appropriate

Technical Assistance:

• Assist Construction Managers in developing method statements

• Assist Construction Managers with subcontractors’ technical issues

Discipline Principally but not necessarily limited to:

Engineers
(Technical): • Undertake duties as directed by the Technical Office Manager

Health & Safety & Principally but not necessarily limited to:
Environmental
Manager: • Review of methodologies and risk assessments proposed in Method
Statements to ensure due consideration has been paid to establishing safe
methods of work and mitigation of avoidable risks
• Records maintenance
• Ensure implementation of the HSE Management System on the project
• Ensure that Project HSE Management policy, plans and procedures are
implemented effectively and are suitable for their purposes and use for
which they are intended
• Produce and develop the Project HSE Training Plan and ensure
implementation of the plan and ensure that training records are maintained

Quality Manager / Principally but not necessarily limited to:

QC Manager:
• Development, maintenance and monitoring of implementation of PQP
• Scheduling, conduct and reporting of audits of subcontractors and
suppliers as deemed necessary
• Development, maintenance and monitoring of implementation of PIP
• Expediting and review of sub-contractors' and suppliers’ plans and
procedures
• Establishment, maintenance and monitoring of document control system
and overseeing the functioning of the process
• Establishment and implementation of system for compilation of quality
record files

13 | P a g e
PQP
 • Management and development of quality control personnel
• Provision of awareness training to Project personnel concerning PQP, PIP
/ ITP, Work instructions & Method Statements
• Training needs assessment and provision
• Determination of any adverse quality trends and taking requisite action, in
conjunction with others as appropriate, to address issues arising
• Review of NCR’s and CAR’s and devising proposals to engender
continuous improvement
• Overseeing material compliance testing
• Ensuring compliance with national and international standards and
legislation
• Ensuring tests and procedures are properly understood, carried out and
evaluated and that the product modifications are investigated as necessary
• Working with purchasing staff to establish quality requirements from
external suppliers

Site / Principally but not necessarily limited to:

Construction
Manager: • Preparation and implementation of project procedures related to
construction and quality control activities
• Execution of construction activities
• Management and administration of construction subcontractors
• Field supervision of construction work
• Establishment and execution of jobsite health, safety and environmental
programmed
• Performances of field procurement activities
• Tracking of construction progress
• Management of construction / commissioning interfaces
• Execution of field design change control

Construction Principally but not necessarily limited to:

Discipline
Engineers (Civil, • Correct interpretation of drawings to ensure the setting out of works to be
Mechanical, accurate and correct
Electrical, Arch., • Maintaining daily records and setting out data to enable the accurate re-tracing of
etc.) any relevant facts and figures
• Keeping adequate and correct measurement of work for cost and value purposes,
for use by Section Engineer and Cost Control Engineer
• Ensuring a thorough understanding of PIP’s / ITP’s requirements for all site
operations
• Ensuring works are checked in timely manner and use made of inspections
check-sheets denoted in PIP’s / ITP’s
• Implementing relevant Quality Procedures, i.e. instrument checks, method
statement generation, material records and testing
• Organize the work in accordance with Method Statements and Risk Assessments
so as to adopt correct working safe systems of work for all persons
• Ensure “Tool Box Talks” are given and recorded, making reasonable enquiries to
ensure subcontractors are undertaking talks.

14 | P a g e
PQP
 Financial & Principally but not necessarily limited to:
Administration
Manager: • Manage offices, furniture, equipment, communications and company vehicles
• Manage staff accommodation and site canteen
• Manage the project Personnel Department, signatory to employment contracts,
and manage salary payments
• Prepare accounts, organize financial audits, deal with Government Tax Dept.,
manage cash flow, prepare budgetary forecasts, manage bank accounts and
guarantees
• Invoice third parties, payments suppliers and subcontractors
• Ensure periodic reporting of administrative and financial status to Project Manager

Project Principally but not necessarily limited to:

Accountant:
• Manage the Accounts Department in accordance with the Accounts procedure
• Maintain auditable records in accordance with the accounts procedure

Planning Principally but not necessarily limited to:

(Schedule)
Engineer: • Produce and maintain the Contract Program and Working Program
• Co-ordinate the production of all subsidiary program
• Maintain and manage progress reporting
• Incorporate compensation events into Contract and Working Program and
demonstrate their impact
• Liaison with quantity surveying and design functions to assess the
program implications of any variation
• Liaison with Construction Manager as required concerning method
statements

Survey Engineer: Principally but not necessarily limited to:

• Ensure control points (survey stations) are established site-wide checks on the
structures
• Overall control of earthworks setting out and site-wide setting out
• Ensure information to set out works is provided by Client and Consultant
• General surveys for design team when required
• General supervision and training of all site engineers
• Ensuring instrument checks are carried out regularly and recorded
• Control of instruments used on site

Quality Control Principally but not necessarily limited to:

Engineer (Civil,
MEP, • Being fully conversant with specified requirements and the PIP
Architectural, • Scheduling inspections of works to match progress
etc.):
• Ensuring the attainment of specified requirements
• Raising NCR’s for non-fulfilment of specified requirements in completed
works
• Expediting corrective and preventive action proposal responses to NCR’s
raised and their action upon acceptance
• Re-inspecting works to ensure corrective and preventive actions taken are
adequate

15 | P a g e
PQP
 • Supervising and coordinating activities of workers engaged in inspecting
incoming materials to ensure adherence to ZAS quality standards and
customer / client specification
• Supports the Construction Team on consolidated punch-list team activities
and subsequent acceptance of systems up to mechanical completion
• Review Quality Control related change orders related to Construction /
Commissioning activities

Safety Engineer: Principally but not necessarily limited to:

• Evaluate existing work procedures to uncover areas where safety may be

at risk
• Analyze accident reports to determine if the cause was due to faulty
equipment or a poor procedure, and recommend any necessary corrections
• Regularly inspect tools and equipment to check for possible defects
• Observe workers to ensure that the are operating machines and equipment
in a safe manner
• Advise and assist the senior construction site representative in the
establishment of Safety & Health Manual, identifying and
eliminating/controlling any hazards to persons and property
• Audit and inspect job site to detect and correct safety hazards
• Supervise first aid personnel in providing first aid care of occupationally
injured or ill personnel
• Initiate and conduct accident investigations and prepare job accident
reports
• Represent management during safety inspections of the job site regulatory
authorities or company insurance carriers
• Receive, review and distribute safety inspection reports with recommended
corrective actions
• Provide oversight to the new hire safety orientation process and other
safety related training
• Conduct risk assessments for upcoming work and provide technical
assistance to the safety planning process.

Procurement Principally but not necessarily limited to:

Manager:
• Ensure that procurement is integrated in the overall programme planning
• Prepare and distribute procurement status reports and keep key project personnel
informed of important issues affecting budget, schedule, etc.
• Identify and advise management of procurement-related risk inherent proposals,
purchase orders and contracts
• Support project for the processing of change orders and variations to contract
during execution
• Oversee procurement process on behalf of the project to ensure achievement of
project goals and objectives, and compliance to approved policy and procedures
• Manage procurement officers, distributing tasks between them according to
specialist areas, monitoring performance and providing ongoing training in roles
16 | P a g e
PQP
 and procedures
• Check that orders have been correctly filled, that quantity / specification is
possible, that coding has been provided and that order has been properly
authorized
• Coordinate with field sites and logistics department on status of orders through
tracking list
• Be familiar with custom procedures
• Ensure payment is made promptly and that Finance receive all necessary
reviewed and correct documentation
• Run local, international and national orders for high value procurement, in line
with Logistics Manual Procedures and procurement rules
• Organize regular surveys of local market and ensure Vendor Roster and other
supplier information is kept up-to-date
• Maintain costing data to enable budget holders to have ready and easy access to
prices for budget formulation
• Produce procedures of the complete procurement cycle, the different steps and
roles and responsibilities
• Make a procurement plan based upon the programme management plans
• Define and describe liaison with other departments, cargo and transport, storage,
etc.
• Monitor tool for everyone (tracking sheet updated and properly implemented and
used by everyone). Always aware of the status of high priority items through the
procurement tracking sheet.

Purchasers: Principally but not necessarily limited to:

• Ensure compliance with the procurement procedure in seeking quotations

and placing Purchase Orders
• Maintain auditable records
• Processing site-raised requisitions and local purchase orders
• Ensuring that Purchase Orders are placed with approved suppliers
• Ensuring that Purchase Orders accurately relay the details written on
Requisitions, include relevant specifications and contract requirements, and
that associated paperwork is supplied for validation and record purposes.

Document Principally but not necessarily limited to:

Controller:
• Ensure the accurate registration and efficient distribution of all incoming and
outgoing documents in accordance with the plans and procedures
• Scanning of documents, including site generated deliverables & correspondence
• Production of weekly reports for inclusion on the common drive
• Expediting document re-submissions
• Production of associated procedures for document control
• Production and maintenance of Deliverables Schedule
• Establishment and maintenance of the site filing system

General Foremen: Principally but not necessarily limited to:

• Ensuring working methods are as detailed in method statements

• Assisting the Works Manager in controlling the activities on the project
• Oversee and check ongoing works execution to drawings
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 • Ensuring material receipt tickets are referenced with location of use and
forwarded to the Administration Manager in a timely manner
• Controlling and directing the work of the Section Foreman on a daily basis
• Maintaining accurate records of the plant and materials used in the
construction of the works
• Monitoring output of plant and labor on site, identifying problems affecting
output and recommending measures to overcome those problems
• Keeping the Works Manager fully informed about the progress of the woks
and any problems that can be envisaged due to future planned operations
(e.g. diversion of services, material storages, plant requirements, etc)

Section Foremen: Principally but not necessarily limited to:

Principally but not necessarily limited to:

• Assisting the General Foreman in controlling the activities on the project and
executing his responsibilities
• Maintaining accurate records of the plant, labor and materials used in the
construction of the works
• Ensure that works are constructed to the required quality and specification
• Organize the work in accordance with Method Statements and Risk Assessments
so as to establish safe systems of work for all persons
• Maintain at all times safe access and egress to work areas taking steps to inform
supervisors and secure any areas found to be exposed and in need of repair
• Coordinate operations with others (even if no contractual link exists) who may be
affected by the work under ZAS control
• Ensuring working methods are as detailed in method statements
• Ensuring works are checked in a timely manner and use made of inspection
check sheets denoted in the PIP’s / ITP’s

Storekeeper: Principally but not necessarily limited to:

• Storage of materials and products as per manufacturer’s instructions and / or best

practice
• Stock control of their assigned area of responsibility
• Stock rotation of limited shelf-life products and periodic review to highlight
products approaching end of shelf-life, prompt their use or ensure disposal
• Ensuring storage facilities are maintained in a clean, orderly and secure condition
• Ensure materials and products are not released from storage without the
presentation of properly authorized requisition

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 7. Objectives
The quality objectives for the Project are to:

o Ensure submittals approval: 1st time @ >85% / 2nd time @ >95% / 3rd time @ 100%.
o Ensure the cost of non-conformance < 0.5% of contract value.
o Ensure first and foremost that the work is carried out safely.
o Provide a well-defined organization with a clear definition of responsibility.
o Compile a comprehensive written Procedural System to ensure all work instructions are
clear, job descriptions and responsibilities are well defined, and that all activities and
actions are carried out and in an auditable manner.
o Ensure that the correct documents and drawings are distributed to all involved Project
employees and subcontractors and suppliers.
o Ensure the contract specifications are met .
o Ensure that procedures pre-empt potential errors and misunderstandings in documents,
materials or construction.
o Ensure that the most economical, safe and sure construction methods are adopted.
o Have a system to control non-conformances, should such arise, and implement requisite
corrective and preventive actions;
o Implement a Quality System conforming to asserting these goals.

8. Management Responsibilities

Generally, the responsibilities of the personnel involved in the planning, executing, controlling
and monitoring works are defined in referenced documents including but not limited to:

• Project Plans
• Quality Procedures and Work Instructions
• Method Statements
• Project Inspection Plans / Inspection and Testing Plans
• Job Description / Job Profiles
• Subcontract Agreements

In compliance with the Contract Specifications, ZAS QMS, or Project Manager requirements,
ZAS will employ directly or through subcontractors competent Third Party Agencies to perform
independent inspection and testing or engineering services to demonstrate achievement of
specified requirements.

Subcontractors / Suppliers shall nominate to the Project Manager for acceptance a competent
Quality Representative for their Works.

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 The Quality Representative shall be a sufficiently senior person in the Subcontractor / Supplier
organization, with necessary authority to achieve all quality requirements by managing
required resources with his program’s constraints.

The Quality Representative shall be a full-time on-site, as necessary, unless agreed otherwise
with ZAS.

The Project Manager is responsible for the successful overall completion of the Project
including compliance with the company’s QMS and attainment of the above objectives.
The Project Manager shall assign the levels of authority applicable to specific job functions and
have maintained on an ongoing basis the Project Approved Signatories List.

The Project Quality Manager is responsible for all quality assurance and quality control
activities, required to plan and verify Works satisfy the Contract Documents.
The Quality Manager reports both to the Quality Director and to the Project Manager for the
daily construction activities.

Senior employees will serve to guide Project Strategy with Project Manager and where
necessary will assist to define, monitor and action Project Objectives and Targets; and support
the Project Manager with necessary resources. Such personnel will include, but not limited to,
Business Unit Director, Deputy Business Director (as needed), the Corporate Quality and HSE
Director and (as needed) Business Unit Functional Managers for Procurement

9. Control of Documents and Data

All documents and data related to the Project shall be developed in accordance with standard
Company procedures, made identifiable to the Project through reference numbering and titling,
reviewed and approved prior to release as indicated on each document type and distributed for
use and/or information in accordance with the Project Document Distribution Matrix authorized
by the Project Manager.

• Outgoing Documents

o Correspondence outgoing shall be developed, managed, distributed, controlled and signed

in strict accordance with relevant Contract Correspondence Procedures and ZAS
Procedures.
The list of ZAS Authorized Representatives for signing Contract documentation or
correspondence shall be strictly and continuously implemented. The Document Controller
will maintain a sufficiently detailed Correspondence Register for all outgoing
correspondence.

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 o Shop Drawings will use an approved “Title Block” with a designated numbering and coding
system for the design / engineering works.

The Engineering Manager will ensure drawings submission details are established and
managed by Document Control internal and external transmittal requirements.

FTP protocols as necessary; hard copy drawing sizes; number of hard copies; CAD software
and drawing requirements for soft copies; change control; revision sequencing; Document
Distribution Matrix; and codes internal to ZAS and external from ZAS

The Engineering Manager is responsible for ensuring adequate checking and coordination
of all Shop Drawings prior to external submission. Drawings for internal review or comments
will not be “controlled copy”. All Shop Drawings will be registered in MS Excel spreadsheets
or proprietary document control software with sufficient details to enable monitoring,
traceability and reporting of status and progress.

o As-Built Drawings: As-built Drawings are required (numbers and formats) shall be
established by the Engineering Manager for each work unit / activity with reference to the
Contract Specifications.

During Construction as-built drawings will be marked-up by hand on an ongoing basis by

nominated persons from ZAS or Subcontractors. The as-built drawings will record actual
construction, dimensions and locations, and include as necessary DCR’s, FCR’s and NCR’s,
etc.

o Technical Documents: All written technical documentation (e.g. material approvals, method
statements, Project Inspection Plans, etc.) shall be produced on ZAS approved templates or
forms. Documents will be written or compiled by nominated competent persons and subject
to internal reviews / coordination / checking by managers or other competent personnel,
prior to final approval or authorization by a nominated group of managers.

Documentation for internal review or comments will not be “controlled copy”. The submission
of documents will be in accordance with ZAS and Contract Procedures: On an approved
transmittal form, signed by an authorized representative, with the specified numbers of hard
and soft copies, to nominated recipients in an External Documents Distribution Matrix.

o The Document Controller will maintain in a defined and organized system “Master Files” of
all necessary internal-origin technical documentation.
Superseded editions or revisions of technical documentation will be retained but clearly
identified and segregated to avoid accidental usage.

o Recipients of all “controlled copy” documentation are responsible for ensuring superseded
copies are stamped as such, or destroyed.

o Emails: Emails will be written and distributed in strict accordance with ZAS Policy and
Procedures and are regarded as “non-contractual” correspondence.
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 • Incoming Origin Documents

o Correspondence incoming shall be addressed, managed, distributed, controlled and signed

in strict accordance with relevant Contract Correspondence Procedures and ZAS
Procedures. The Document Controller will maintain a sufficiently detailed Correspondence
register for all incoming correspondence.

o Drawings: Drawings received from the Owner Representative as IFC or reviewed shop
drawings, or from subcontractors, or from 3rd Parties will be immediately stamped and
registered in MS Excel spreadsheets or proprietary document control software by the
Document Controller with sufficient details to enable monitoring, traceability and reporting of
status.

Prior to internal distribution, the Engineering Manager or nominated person is responsible

for ensuring adequate checking and coordination of the drawings, e.g. against those
drawings issued previously for the same discipline, or comparing between disciplines such
as Civil and Mechanical.
The subsequent distribution of “controlled copy” drawings to nominated persons will be with
a transmittal according to an Internal Document Distribution Matrix.

o Technical Documents: Documentation received from Owner Representative or

Subcontractors or 3rd Parties will be immediately stamped and registered in MS Excel
Spreadsheet or proprietary document control software by the Document Controller with
sufficient details to enable monitoring, traceability and reporting of status.

Prior to internal distribution, the Engineering Manager or nominated person is responsible

for ensuring adequate checking and coordination of the technical documents, e.g. against
previous revisions.

The subsequent distribution of “controlled copy” documentation to nominated persons will be

with a transmittal according to a Document Distribution Matrix. Documentation for internal
review or comments will not be “controlled copy”.

o The Document Controller will maintain in an organized system “Master Files” of all
necessary incoming technical documentation. Superseded editions or revisions of technical
documentation will be retained but clearly identified and segregated to avoid accidental
usage.

o Relevant Owner-accepted drawings and technical documentation shall be available for use
on-site.

o Recipients of all “controlled copy” documentation are responsible for ensuring the
superseded copies are stamped as such, or destroyed.

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 o Emails: Emails will be written and distributed in strict accordance with ZAS Policy and
Procedures and are regarded as non-contractual correspondence.

Filing and archiving of technical documentation (excluding emails) will be in accordance with
Contract Documents and ZAS Procedures, by nominated persons, using a standard coding
system, and stored in approved adequate locations.

10. Control of Records

• Quality Records

The Company as a matter of course retains pertinent records for specified minimum retention
periods dependent upon their nature and applicable client, statutory or regulatory stipulations.

Records to be handed over to the client throughout the construction period and upon
completion shall be detailed in the Project Inspection Plan (PIP) / ITP’s.

Disposition of records following completion of specified minimum retention periods shall be in

accordance with prevailing Company policy at that time and the Project Contractual
requirement.

The scope of records generally includes: all ZAS and third party inspection and testing of
records verifying conformity with the Contract Specifications; or required by the Owner
Representative, governmental or local authority regulations; or ZAS requirements, and further
includes but is not limited to:

o Mill Test Certificates

o Survey Data and reports
o Licenses and permits
o Design checks and calculations
o Check sheets / checklists relevant to Inspection and Test Plans
o Non-Conformance Reports
o Audit and Surveillance Reports
o Calibration Certificates
o Punch lists
o Concrete pour records
o Request for Inspection
o Field Change Requests
o Design Change Requests
o Material Receiving Reports
o Non-Destructive Testing (NDT) Reports
o Material Certificates of Conformity (as required)
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 o Welding Procedure Specification (as required)
o Personnel Qualification / Certification / CV records (as required)
o Pre-commissioning and commissioning records (as required)
o Final Inspection Certificates (as required)
o As-Built Drawings
o Operation and Maintenance Manuals
o Handover Documentation (e.g. warranties)

Emails are not classified as records.

All records shall be legible, date stamped, and project-referenced.

Records will be generated, maintained and stored in hard and soft copy formats in designated
filing systems with appropriate access, security and fire protection. Soft copy records will be
“backed-up” daily and weekly in accordance with ZAS IT Procedures.

Submission of records to the Owner Representative will generally be in accordance with the
Contract Specifications, General and Special Contract Conditions.

These handover documentation “Packages” will be an organized, indexed and complete

compilation of necessary as-built drawings and records verifying compliance with the Contract
Specifications, and checked by nominated ZAS personnel prior to formal submission to the
Owner Representative.

Retention periods of all records will satisfy first Contract requirements, local regulations, and
thirdly ZAS Company requirements.

ZAS will appoint nominated persons to manage the identification, archiving, retention and
disposition of project records in accordance with ZAS Procedures to achieve the
aforementioned requirements.

All records are confidential to the parties in the Form of contract.

11. Resources

• Provision of Resources

The successful execution of the Project shall be assured through the timely provision of
resources, both material and human, to match demand histograms derived from the Works
Schedule.

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 Any specific infrastructure and/or work environment requirements shall be determined and
catered for as works proceed.

• Materials

The specific characteristics to which materials are to conform are detailed in the Project
Inspection Plan (PIP) / ITPs under the headings of acceptance criteria and control documents.

• Human Resources and Training

Personnel shall be deployed entirely upon their competence to fulfil the specific roles to which
they are to be assigned.

All newly assigned personnel to the Project shall be provided with:

o Orientation and awareness training appraising them of the specific nature and critical
success factors of the Project;
o Quality Induction: awareness training of the Quality Management System (QMS);
o Health and Safety Induction: described separately in the Project Health Safety and
Environment (HSE) Plan

In addition, thereafter, be scheduled to receive awareness training as deemed appropriate to

their specific roles. Such awareness training comprises standard format PowerPoint
presentations covering PEP’s, PDP’s, PQP’s, PIP’s / ITP’s and PCPs, procedures, method
statements and the like:

o Quality System Training: overview of ZAS QMS and PQP every 3-4 months.
o Project inspection Plan: Prior to activity commencement, and then once per month, or other
necessary frequency.

The workforce shall be appraised of required methods embodied documented in the method
statements applicable to their work prior to its commencement and thereafter at intervals as
required to ensure adherence to requirements.

• Infrastructure and Work Environment

The objective managing infrastructure is to continuously enable and support the Project
Management Team with facilities to achieve the Works and comply with the Contract
Specifications.

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 Particular requirements for Infrastructure Scope includes but not limited to tooling, plant and
equipment, buildings, power, water, data, support services, transport, and their storage,
fabrication, construction, installation and maintenance shall be determined and provided by the
Project Manager as applicable to specific works and detailed within Project-Specific
Procedures.

The objective of managing work environments is to ensure continuous compliance of people,

plant / equipment and materials with the Contract Specifications. Where work environments
(temperature, humidity, etc.) have a direct effect upon quality.

For people, ZAS HR / Administration Procedures and International Standards shall be

implemented for items including offices, accommodation, job description, food, drinks, and
management supervision behavior, etc.

Plant and Equipment shall be suitable and sufficient and fit for purpose; and controlled for
usage and by competent operators; and maintained to Manufacturer Recommendations, or
where there are none to International Standards.

Materials shall be controlled in accordance with the Project Inspection Plan (PIP’s) and the HSE
Plan; transported, stored and used in accordance with Manufacture Recommendations and
Method Statements for their actual work environment; and inspected and tested in accordance
with approved PIP’s / ITP’s.

12. Requirements

The PIP / ITP details specified requirements (sample submissions, mock-ups and trials
required, target values and ranges to be attained) and when, how and by whom these are to be
reviewed, inspected or witnessed, together with the verification documents (records) required to
be raised to substantiate their attainment.

Any conflicts or ambiguities in specified requirements shall be formally resolved using Requests
for Information (RFI’s) and any amendments made referred to in revisions to the PIP / ITP.

13. Customer Communication

Interfacing and the means of communication with the client shall be defined within the specific
roles and responsibilities of assigned personnel and within this and other Project Plans and
Procedures.
All communication made to or received from the client shall be formally documented, logged
and retained.
Correspondence will be strictly managed as Section 05: Control of Documents and Data.
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 Any verbal agreements made with the client shall be confirmed formally at the earliest
opportunity thereafter using a Confirmation of Verbal Instruction (CVI) form.

Any client compliments that may be received shall be directed to the Project Manager for
distribution to and/or acknowledgement of those concerned.

Any client complaints that may be received shall be directed to the Project Manager to
determine the nature and extent of any investigation and reporting required. All “Customer
Complaints” shall be recorded.

• Meetings

As general principles ZAS will aim to minimize numbers of meetings; always have a
Chairperson and Scribe; focus on actions; and ensure meetings are adequately recorded by
Minutes or Action List; and followed-up and close-out.

• Internal Meetings:

The Project Manager will establish and issue the Weekly Meetings Schedule in accordance with
his Managers. The minimum meetings will be:

o Construction Progress and Coordination: frequency weekly

o Quality: frequency monthly

• External Meetings:

Will be included on the Weekly Meetings Schedule by the Project Manager, who will also
decide the optimum list of ZAS attendees for all external meetings. The minimum external
meetings, subject to requirements of the Client/Client’s Representative, are estimated as:

o Progress: frequency weekly

o Health and Safety: frequency weekly and monthly

• Reports

The following reports shall be submitted to the Client/Client’s Representative in accordance with
Project Controls:

o Narrative Report: includes but not limited to a description of the problem areas (current and
anticipated), delaying factors, and their impact, and an explanation of corrective actions
taken or proposed
o Management Summary Schedule
o Manpower and Progress Curves
o Project Change Register
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 o Commitment Report
o Material Status Report
o Major activities completed during the reporting period
o Major items scheduled to complete during the next reporting period
o Field manpower status report by discipline (daily/weekly/monthly)
o Field equipment status report by discipline (daily/weekly/monthly)
o Field work status report by discipline (daily)
o Construction progress report (weekly/monthly)
o Report on work volume achieved during a previous month for invoicing purposes (monthly)
o Inventory (as required)
o Inspection schedule, plan, report (as required)
o Test record (as required)
o Quality control report (as required)
o Loss/damage report (as required)
o Other plans and reports to be submitted by ZAS in accordance with the provisions of the
Subcontract or instructions from time to time given by the Contractor (as required)
o Shop drawings for ZAS’s fabrication work (as required)
o Mark-up drawings for as-built drawings (prior to issuance of certificate of initial acceptance)
o All necessary work procedure (as required)

14. Design and Development

Where Contractor design is required this has been documented separately as the Project
Design Plan (PDP) which defines applicable codes, standards, specifications, quality
characteristics and regulatory requirements; design and development input and output criteria;
required schedule and attendees of design reviews.

The Engineering Process defines and describes methods, responsibilities and controls for
design and development aspects such as:

o Applicable codes, standards, specifications, and regulatory requirements;

o Inputs and outputs criteria;
o Design deliverables and scheduling;
o Design process, including subcontractor designs;
o Design reviews;
o Design verification;
o Design validation
o Design change control

The process for the control of design changes requests and their authorization for issue, review,
approval to proceed or rejection and verification of implementation are documented in the
Design Management procedure.
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 Any errors or omissions, conflicts of ambiguities in design requirements shall be formally
resolved using Request for Information (RFI’s) or Field Change Requests (FCR’s) processed in
accordance with Contract Specifications and ZAS Engineering and Document Control
Procedures.

15. Purchasing

All items purchased for incorporation into the Works shall be as specified requirements or as
subsequently agreed.

All Subcontractors and Suppliers/Vendors shall be approved as necessary in accordance with

the Project Contract General/Special Conditions, and subsequently procured in accordance with
ZAS Procedures and Client’s Sourcing and Procurement Procedures. Subcontractors and
Suppliers shall be selected from ZAS “Approved Lists” based on their abilities to meet several
specified requirements including : specification requirements, schedule, reliability, partnering
approach and pricing.

Technical characteristics shall be defined fully and unambiguously, together with any pre-
delivery verification (Factory Acceptance Tests (FAT’s)) and monitoring activities to satisfy
specified, statutory or regulatory requirements.

Irrespective of any preceding verification conducted all deliveries to the Project shall be
inspected upon receipt.

If these are found to be incorrect, damaged or without required supporting documents they shall
be quarantined and subject to disposition as appropriate to the nature of the deficiency
highlighted.

As necessary depending on factors of schedule, value and criticality, subcontractors and

suppliers will be managed by:

o Factory Visits
o Project Inspection Plans for manufacturing and fabrication

• Materials and Products

All materials for incorporation into the Works shall be procured to achieve Contract Specification
requirements, or as subsequently approved in Project Contract General/Special Conditions, and
purchased in accordance with ZAS Procedures. Generally purchasing of all permanent
materials and products will proceed only after Client/Client’s Representative acceptance.

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 • Off-site inspection and testing by QA/QC and/or Client/Client’s Representative as
required, (e.g. Factory Acceptance Tests) or other pre-delivery verification activities
satisfying the Contract Specifications or other approved requirements, will be documented in
Project Inspection Plans.

• Receiving Inspection

All permanent materials and products will be subject to receiving inspection by QA/QC, and as
necessary acceptances by the Client/Client’s Representative, to verify conformance to Contract
Specifications or other approved requirements prior to incorporation in the Works. These
Material Inspection Reports or Material Receiving Reports are classified as Quality Reports.

16. Construction Activities

Construction activities shall be managed through the use of Method Statements, Project
Inspection Plans (PIP’s / IPT’s), IFC and Shop Drawings, Engineering Submittals Schedules
and, as necessary, Project Specific Plans and Procedures.

All Construction activities are to commence progress and complete within a system of
permanent controlled conditions. These controlled conditions are a set of requirements:

o Materials will be submitted and accepted

o Method Statements will be submitted and accepted
o Shop Drawings will be submitted and accepted
o PIP’s / ITP’s will be submitted and accepted
o Supervision will be competent, full-time and adequate
o Plant and Equipment will be fit for purpose, maintained and as necessary certified

• Materials Approvals and Samples

Materials approvals and samples will be submitted on an-approved Standard Forms in

accordance with Contract Specifications, following review by Design / Engineering Offices and
as necessary by QA/QC, and to satisfy Programed requirements.

• Method Statements

Method Statements will be submitted on an -approved Standard Forms and be reviewed by

HSE, QA/QC, Design/Engineering as required, and the Project Manager. Method Statements
will be submitted as required in the Contract Specifications, and in addition as instructed by the
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 Project, Quality and Safety Managers, and to satisfy Programme requirements. Method
Statements identify the techniques, controlled conditions, personal certification requirements,
equipment and methods to be deployed in order to achieve specified requirements.

• Shop Drawings

Shop Drawings shall be submitted on approved drawing formats and software in accordance
with the Contract Specifications and the Project Design Plan, and be coordinated with
interfacing disciplines, other Contractors Works, and as necessary Design and Engineering
Changes whether proposed by the Client’s Representative or ZAS , and to satisfy Programme
requirements.

• PIP’s / ITP’s

PIPs / ITP’s with Check sheets will be submitted on ZAS-approved Standard Forms and be
reviewed by the Quality Manager, Design/Engineering as necessary, and Project Manager.

PIP’s / ITP’s will be submitted as required in Contract Specifications, and in addition as

instructed by the Quality Manager , Project Manager, and to satisfy the project specifications.

PIP’s / ITP’s identify sample submissions to be made, mock-ups and trials to be undertaken,
together with those characteristics required to be inspected, tested, verified and validated to
confirm specified, statutory and regulatory requirements have been attained.

• Construction Supervision

Construction Supervision from Site Manager, Construction Manager, Engineers and Foreman,
etc. will be competent by their qualifications, experience and skills; the number of Supervisors
provided will ensure adequate full time provision during all works shifts; and a clear chain of
communication and authority will be maintained.

• Plant and Equipment

Plant and equipment shall satisfy the requirements of the Project HSE Plan and Method
Statements, and be fit for purpose at all times. Additional regulatory requirements for
certification, Operators will use, check and maintain their plant and equipment in accordance
with methods and frequencies from manufacturer or ZAS requirements or recognised Industry-
Standard practice.

Plant and equipment confirmed or suspected as defective or malfunctioning will be immediately

notified to the next highest level of Construction Supervision, or as needed directly to the Health
and Safety team, for action including removal from Site, suspension from use, or repair.

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 • Construction Inspection

The Site/Construction Manager and PQM is responsible for performing inspection and testing to
verify that field construction and installation activities of ZAS and Subcontractors meet the
requirements of the Project Specification.

A quality control representative in accordance with quality procedures will inspect construction
and installation activities.
Construction, installation and testing activities, which do not confirm to quality control procedure
requirements, will be documented on appropriate forms and non-conformance reports may be
issued by quality control representatives for such condition.

Inspection and testing documents will be filed and maintained in accordance with ZAS
procedures, reports and records will be available for review by the Client.

• Phases of Inspection

Preparatory Inspection: Inspections are to be performed prior to the beginning of any major
definable feature of work. A meeting will be scheduled and the following items to be discussed
shall include but not limited to:

o Review each paragraph of the applicable specifications and drawings;

o Check that all materials, for that specific feature of work, comply with the submittals and
specifications;
o Status of the submitted materials and shop drawings
o Go through the whole sequence of execution and the required level of workmanship;
o Discuss the necessary frequency of testing and method required;
o The safety officer will review the appropriate Activity Hazard Analysis (AHA) and make sure
that all staff and workers understand and follow the AHA contents;
o A physical visit to the required sample of work, materials, or equipment to ensure
conformance to the Project Specifications;
o A physical visit to the work area to ensure that all required preliminary work has been
completed and in compliance with the contract;
o Notification of the Local Authority of the time of the preparatory meeting 48hrs in advance
and 24hrs for initial meeting;
o Attendance of such meetings shall include the PQM, Site / Construction Manager, QC
Engineers / Inspectors, foreman and subcontractors (if applicable)

Initial Inspections: Initial inspections must be performed at the beginning of any major definable
feature of work and must be repeated at any time new work force is added and whenever work
does not comply with required quality.

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 The initial inspection shall follow, but not limited to the following:

o Ensure that all work is in full compliance with IFC drawings / plans and Specifications;
o Review the minutes of prep meeting (as necessary);
o Ensure that all quality control is effective to convey the specified requirements;
o Establish a level of workmanship needed and compare with the required sample if required;
o Resolve all the differences for the specific feature of work;
o Check safety compliance and potential problems encountered.

Follow-up Inspections: Inspections are to be performed daily to ensure that the controlled
established during preparatory and initial inspections continue to provide a product that
conforms to the Contract Requirements.

All deficiencies shall be rectified prior to any start of the additional features of work which
may be affected by the defective work.

This phase of inspection is an ongoing phase until the end of the project

Pre-final Inspection: At the completion stage of all work or increments thereof, the
Site/Construction Manager and PQM will perform a pre-final inspection and develop a “punch
list” of all deficiencies noted.

This list will be formally documented along with the estimated date by which the deficiencies
will be corrected. The Site/Construction Manager and PQM will perform a follow up
inspection to ensure that all deficiencies have been corrected before notifying the
Contracting Officer’s representative.

The inspections and corrections required will be accomplished within the time stated for
completion of the entire work or increment thereof.

17. Identification and Traceability

Identification is, where appropriate and specified, labelling, marking etc. of identical products,
materials or components for the necessary purposes of distinguishing them form each other.

Identification shall be implemented in accordance with ZAS or Industrial-Standard practices

and managed in the Quality Surveillance Schedule and PIP’s / ITP’s to satisfy the Contract
Package Specification (CPS) requirements. For example the Contractor shall take care not to
damage or deface equipment identification numbers and / or markings.

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 Traceability is the system or process enabling at a point in time forward or backward “tracing”
of products, materials or components between sources and final locations.

Traceability shall be implemented in accordance with ZAS or Industry-Standard practices and

managed in the Quality Surveillance Schedule and PIP’s / ITPs to satisfy CPS requirements,
or for functional or safety critical items.

For example the Contractor shall maintain traceability (by means of tracking system) between
equipment delivered and their supporting certificates, for Tagged equipment, the tag number
shall be used as the unique number for certification traceability.

For bulk equipment, each unique material certificate shall be allocated a unique traceability
number which shall be applied to each related item against which the certification
corresponds. Unique numbers shall be applied by hand stamping, engraving/embossing,
etching or stenciling.

18. Client Property

Generally known as “Owner/Customer Property”, this is defined as materials, components,
products, plant or equipment that is supplied by the Owner or on behalf of the Owner “free-
issue” to ZAS for incorporation or use in the Works. All Customer Property shall be recorded
in the Customer Property Register.

Client property shall be treated as though supplied by ZAS in that it shall be subject to receipt
inspection to ensure that it meets specified requirements and were found to be:
Acceptable, stored in accordance with Manufacturer Recommendations, or as a minimum in
accordance with ZAS Procedures or Industry-Standard Practice; appropriately and clearly
identified as ‘client property’ prior to its incorporation into the Works;

Unacceptable, quarantined as ZAS Procedures, and notified in writing as nonconforming to

the Client/Client’s Representative for determination of its required disposition.

Client property that has been found to be damaged, mislaid or is otherwise unsuitable shall
be notified to the client for determination of means of redress.

19. Preservation of Product

Materials, products and components for incorporation into the Works shall be packaged
handled, transported, delivered, stored and their integrity preserved throughout all stages of
construction and commissioning until final hand-over to the client.

Suitable means of protection against damage, abuse, misuse, unauthorized use and
deterioration shall be exercised to the extent necessary to preserve original characteristics
and fitness for purpose throughout procurement, delivery, storage, incorporation,
commissioning and hand-over.
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 Preservation Procedure should follow Client and Vendor requirements and satisfy the
contractual requirement.

20. Control of Nonconforming Product

• Internal ZAS NCR’s

NCR’s may be raised by QA/QC for off-site or on-site works, materials, products or components
not complying with the Contract Specifications.

Where work elements, goods, materials, products or components received, are found through
inspection, testing, surveillance or audit, etc. to be nonconforming to specified requirements a
Non-conformance Report (NCR) shall be raised which shall unambiguously:

o Describe the nonconformity in factual terms (photographs may be attached);

o State the specified requirements, using clause references and drawing numbers that have
not been achieved;
o Define exact location and scope, attaching a location plan;
o Identify the suspected root cause of the nonconformity.

and then to:

o propose for acceptance corrective actions to remedy the specific nonconformity;

o propose for acceptance preventive actions to prevent recurrence of the same type of
nonconformity;
o propose a planned closing/close out date

and subsequently:

o record observations made of corrective and preventive actions taken and their
acceptability.

Generally, for NCR’s affecting compliance with Contract Specifications, acceptance by the
Client Representative will be required for correction, corrective and preventive actions.

For certain NCR’s requiring Design/Engineering or Subcontractor/Supplier inputs, it may not be

possible to immediately establish the precise corrective/preventive actions.

Therefore, a statement such as “Design/Engineering solution to be determined” is sufficient and

the NCR shall be revised / updated when the appropriate information is accepted and issued.

• External NCR’s

These NCR’s are issued by the Client, Client’s Representative, or other parties to ZAS Project
Manager shall be managed in an identical controlled procedure to Internal NCR’s, except as
noted below.

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 On receipt of an external NCR the Project Manager will review and determine its accuracy and
completeness. Where the NCR is disputed or requiring further information, the Project
Manager shall respond in writing within 2 days of receipt. Having accepted the NCR the Project
Manager will assign a named Actioner to propose correction, corrective and preventive actions,
and complete distribution to other relevant ZAS personnel.

The Project Manager and Quality Manager will review the adequacy of the correction,
corrective and preventive action prior to submission to the originator of the NCR. Following
acceptance of the proposed correction, corrective / preventative actions by the originator,
these will be implemented to achieve a planned closing / close out date, and verified as for
Internal NCR’s.

To close out the NCR a full package of documentation and records showing actions taken,
approvals and verification will be submitted by the Project Manager or Quality Manager to the
originator.

The PQM shall:

review all NCRs for legitimacy, acceptability of proposed corrective actions and preventive
actions and those actions actually taken.

21. Monitoring and Measurement

• Project Inspection Plans

The monitoring and measurement to be applied to the Works has necessarily been detailed
separately in the Project Inspection Plan (PIP) or the Inspection and Testing Plan (ITP).

The inspection and testing to be implemented for the Works is stated in the Contract
Specifications and managed by ZAS in Project Inspection Plans (PIP’s / ITP’s), check sheets,
Procedures and Method Statements.

Each PIP/ITP has sub-headings of submissions, alternatives, trials and works, each one
detailing:

o project definition and brief;

o roles, responsibilities and authorities;
o activities required to establish conformity to requirements;
o controlling documents;
o acceptance criteria and tolerances to be observed, i.e., target and range and any statistic
appraisal required;
o persons / organizations responsible for inspection and testing of works;
o type (hold-point, witness, review) and frequency of inspections to be executed by:
o In process (Construction);
o Independent (QC);
o third party (Client’s Representative, Client, Statutory or Regulatory Authorities);
o verification records to be raised to confirm attainment of requirements.
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 Attached to the PIP’s / IPT’s will be relevant check sheets to record the results of inspections
and tests.

PIP’s / ITP’s will be managed by the Quality Manager using a PIP Schedule to determine the
number of PIP’s ITPs for each discipline (e.g. Civil, MEP, Architectural, etc.) in accordance
with the Contract Specifications and TBC requirements; the works are on-site or off-site;
planned submission dates; and the Responsible Persons for each PIP / ITP.

All PIP’s / ITP’s will be drafted on an-approved standard form and reviewed by the Quality
Manager prior to Client Representative submission.
There is the Responsible Person who is required to submit the PIP ITP on time, and action
comments returned on the PIP, appropriate with ZAS Program

All inspection and testing by 3rd Parties shall be performed by competent and authorized
persons in compliance with Contract Specifications and TBC requirements (e.g. PIP’s / ITP’s).

• Inspection Stages

ZAS will manage and implement the following inspection stages as required by the Contract
Specifications, ZAS Procedures, Method Statements, PIP’s / ITP’s, etc., which are summarized
as:

o Off-Site In-Process Inspection: factory inspections or tests of manufactured or fabricated

products to verify ongoing compliance of materials and workmanship to the Contract
Specifications.

o Off-Site Final Inspection: factory inspection or test of manufactured or fabricated product

to verify materials and workmanship to the Contract Specifications.

o Site Material Receiving Inspections: preventive action to stop nonconforming materials

being incorporated in the Works and verification of conformity to the Contract
Specifications.

o Site In-Process Inspection: verifying at planned, key intervals that materials and
workmanship comply with Contract Specifications.

o Inspection of Mock-ups / Benchmarks / Control Samples, etc.: off-site or on-site as

required, verifying that design, materials, workmanship and aesthetics satisfy requirements
in the Contract Specifications, prior to mass / full production.

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 o Verification of Corrective Actions: inspections of approved correction and / or corrective
actions following surveillance, audit, inspection, testing, etc. relating to NCR’s, punch lists,
etc. assuring compliance with Contract Specifications.

o Site Final Inspection: verification that all preceding materials and workmanship comply
with the Contract Specifications prior to follow-on works, releases or handovers.

o Verification and Handovers: inspections of Handovers between Trades / Subcontractors /

Contractors to confirm key specification / technical data at the time of Handover is correct,
accurate, agreed and communicated to prevent defects.

o Verification of As-Built Information and Handover Documentation / Packages:

reviewed in partnership with Design / Engineering / Technical Departments to confirm
compliance to the Contract Specifications, completeness of inspection and testing data,
close out of Punch lists, and close out of all relevant NCR’s, etc.

• Inspection Process

The fundamental Works inspection process by ZAS is a multiple-discipline arrangement:

o Work is inspected and signed-off by the Subcontractor (as appropriate);

o Inspection and sign-off by Construction (Civil, Architectural, Mechanical, Electrical, Survey
as appropriate);
o Inspection and sign-off by QA/QC, and third parties (as appropriate);
o Joint inspection of Works with QA/QC, and Client Representative, to complete the
inspection.
If at any stage for inspection, works are unacceptable it shall be notifying to the party
submitting it, for repair or rework prior to re-inspection.

Notice periods for inspections shall be in accordance with the Contract and be a working,
practical agreement with Client’s Representative.

Off-site inspections shall have a minimum three-day notice period (except as noted in the
Contract); and site inspections should be notified the day prior to inspection being required.

• Store Inspection

The importance of materials management both in Stores and (after release) on-site requires
that monthly the Quality Manager will arrange a Stores Inspection and maintain records.

• Testing and Codes

A list of tests required verifying that control measures are adequate to provide a product, which
conforms to Contract Specifications. It includes the test name, specification paragraph,
features of work to be test and test frequency.
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 Each QC representative will issue the required and specified tests to be carry on by the
approved Testing Agency / Laboratory / Third Party. The appropriate manufacturer or supplier
will follow all their necessary tests and as required by the contract.

Failing Tests have to be clear by one of the following methods:

o Retest only if there is some reasons to doubt the validity of the first test;
o Rework failing material, retest to confirm rework is successful;
o Remove failing material

22. Audits

The auditing of this project forms part of the Corporate Quality Dept.'s Rolling Quality Audit
Schedule covering all current projects. Audits will be conduct on and at intervals of:

o Establishment (1 month)
o Engineering design (1 month)
o Work’s execution (3 months)
o Commissioning (3months)
o Hand-over (3 month)
o Defect’s liability period (6 months)

Audits will be conduct by competent and qualified auditors generally in accordance with ISO
19011: Guidelines for Quality and Environmental Management Systems Auditing.

Audit reports raised shall detail findings made, categorized as:

Commendations: Activities deemed to have been performed exceptionally well and beyond
minimum procedural requirements.

Nonconformity (NCR): Activities found not be in accordance with documented requirements,

or are significant in terms of Contract / Procedural non-compliance, cost, criticality or adverse
consequences.

Recommendations: Activities deemed to have been performed not as well as possible and
where improvement is readily achievable and if not undertaken could result in a future
Observation or Corrective Action Request becoming necessary.

Observations: Activities found in isolation not to be in accordance with documented

requirements.

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 Corrective Action Requests: Activities found generally not to be in accordance with
documented requirements.

Proess Improvements: These Improvements whilst not classified as audit findings,

nevertheless identify issues worthy of action to prevent future possible nonconformities, and
improve performance or implementation of the Quality System

Collective analysis of Corrective Action Requests across all ZAS projects will form an input into
the periodic management review of the QMS undertaken by ZAS.

All Audit Notifications and Audit Reports will be issued to relevant ZAS Directors, Project
Manager and Quality Manger for distribution and action.

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