Chapter 16 outlines the checklist for contract documentation in construction, detailing required contractor information, work specifications, and clauses for contract management. Key topics include work schedule preparation, quality assurance, safety measures, and compliance with labor laws. It also highlights the contractor's responsibilities in case of defective work, project delays, and site safety, alongside provisions for payment and completion certification.

1. Chapter 16
Checklist for
Contract
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A Handbook on Construction Practices

2. CHECKLIST FOR CONTRACT DOCUMENT | 1
CHAPTER-16 CHECKLIST FOR CONTRACT DOCUMENT
A. DETAILS/DOCUMENTS TO BE SUBMITTED BY CONTRACTOR
1. Name of the contractor
2. Name of contractor’s firm
3. Local address
4. Permanent address
5. Contact no.
6. Email id
7. Qualifications of contractor
8. Identification proof (Aadhar card/PAN card/Voter ID)
9. Bank Account details
10. Contractor license or registration no.
11. Labour license or registration no.
12. Insurance under Workmen Compensation Act
13. Construction equipments owned by contractor
14. No. of workmen:
a. Foremen
i. Number of foremen
ii. Names of foremen
iii. Insurance of each foreman
iv. How long have they been working with the contractor
b. Masons
i. Number of masons
ii. Names of masons
iii. Insurance of each mason
iv. How long have they been working with the contractor
15. Details of last 2 project works:
i. Name of client
ii. Contact no.
iii. Address
iv. Scope of work
v. No. Of days worked

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vi. Completion certificate (if any)
i. Name of client
ii. Contact no.
iii. Address
iv. Scope of work
v. No. Of days worked
vi. Completion certificate (if any)
B. CLAUSES OF CONTRACT
1. PREPARATION OF WORK SCHEDULE
a) The contractor, in coordination with the Architect and Civil Engineer/PMC Team, shall
prepare the detailed Work Schedule as well as Time and Progress Chart prior to the
commencement and will have to work according to it. Following are the details to be
included in the Work Schedule:
Name of Stage No. of days to
complete
Starting date Completion date Payment after
completion
b) If the work is not completed till the date provided by the contractor, he will have to
explain the valid reason. Post verification, an extension of 10 days will be availed to him
to complete the work. If the contractor won’t be able to complete the work in 10 days’
time, he will be penalised as agreed mutually.
c) If the work(s) be delayed by:
i. force-majeure or
ii. Abnormally bad weather, or
iii. Serious loss or damage by fire, or
iv. Civil commotion, local commotion of workmen, strike or lockout, affecting any or the
trades employed on the work, or
v. Delay on the part of other contractors or tradesmen engaged by Engineer-in-Charge
in executing work not forming part of the Contract, or
vi. Non-availability of material stores, which are responsibility of the client or,

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vii. Non-availability or break down of tools and plant to be supplied or,
viii. Any other cause which is beyond the Contractor’s control, then upon the happening
of any such event causing delay, the Contractor shall immediately give notice thereof
in writing to the Site Engineer and architect within 07 days and shall do all that may
be reasonably required to their satisfaction to proceed with the works.
d) If delay is on the part of Architect or Engineer, the same has to be intimated to them
and necessary steps has to be taken with mutual consent.
2. ACTION IN CASE OF BAD WORK/WORK NOT DONE AS PER SPECIFICATIONS
If any work has been executed with unsound, imperfect, or unskilful workmanship, or with
unsound or inferior quality materials, not in accordance with the contract, then he has to
remove and reconstruct the work and also remove the materials, in the time period specified by
the Site Engineer and provide proper and suitable materials at his own charge and cost. In case
he fails to do so in the period specified by the site engineer then he will be liable to pay
compensation.
3. CANCELLATION/DETERMINATION OF CONTRACT IN FULL OR PART
A cancellation/ determination of contract shall take place in full/ part:
a) If the contractor does not rectify, reconstruct or replace any defective work in spite of
receiving a notice in writing from the Site Engineer.
b) If the contractor has, without reasonable cause, suspended the progress of the work or has
failed to proceed with the work with due diligence so that in the opinion of Site engineer,
he will be unable to complete the work on time.
c) If the contractor fails to complete the work within the stipulated date or items of work with
individual date of completion.
d) If the contractor leaves the site without any notice and never comes back.
e) If the contactor dies.
4. INSURANCE UNDER WORKMEN COMPENSATION ACT
Contractor is required to take insurance cover under the Workman Compensation Act, 1923
amended from time to time from an approved insurance company and pay premium charges
thereof. Wherever required he shall produce the policy or the policies of Insurance and the
receipt of payment of the current premiums.
5. MEASUREMENTS OF WORKS

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a) After the completion of all the works, the contractor in assistance with the Site engineer shall
measure the complete work (including every additions/subtractions in/from work and any
kind of penalties charged on the contractor) before calculating the final payment.
b) Whenever a bill is due for the payment, on the completion of any stage, these
measurements shall be first checked by the Engineer.
c) The contractor must intimate the Engineer about the due payment 7 days prior to the due
date.
6. WORK TO BE EXECUTED IN ACCORDANCE WITH SPECIFICATIONS, DRAWINGS, AND
ORDERS ETC.
The contractor shall execute every part of the work in the most substantial and workman like
manner both as regards materials in accordance with the specifications. He shall also conform
exactly and fully to the design, drawings and instructions in writing in respect of the work
assigned by the Site Engineer.
7. MATERIALS PROVIDED TO THE CONTRACTOR
a) The contractor shall be responsible to check and verify all the materials and equipments
coming on site, regardless of who has provided it, the client or the contractor himself.
b) He will make sure that the materials are as per the specifications provided by the Architect/
Site Engineer, and only approved materials will be used for work.
c) In case of any discrepancy in the quality or quantity of the materials, he will inform the Site
engineer and take necessary steps as soon as possible.
8. CONTRACTOR TO SUPPLY TOOLS & PLANTS
The contractor shall provide at his own cost all materials, machinery, tools & plants as require
for completion of work. He may also provide appliances, implements, other plants, ladders,
cordage, tackle, scaffolding and temporary works.
9. MOBILIZATION OF MEN, MATERIALS, MACHINERY and DRAWINGS:
a) All expenses towards mobilization at site and de-mobilization including bringing in
equipment, work force, materials, dismantling the equipments, clearing the site etc. shall be
included in prices quoted and no separate payment shall be entertained.
b) The Contractor’s shall provide, operate and maintain all necessary construction
equipments, scaffoldings and safety, gadget, lifting tackles, tools and appliances and
complete all jobs as per the specifications.

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c) It shall be the responsibility of the contractor to obtain the approval for any revision and/or
modification desired by him from Engineer before implementation.
d) The contractor shall provide safety equipments and gadgets to his all workers including gum
boots, safety helmets, Rubber hand gloves, face masks, safety nets, safety belts, goggles etc.
as per work requirements.
e) One copy of contract documents including drawings furnished to the contractor shall be
kept at the site and shall be made available at all reasonable times for inspection.
f) All materials, construction plants and equipments etc. once brought by the contractor within
the project area, will not be allowed to be removed from the premises without the written
permission of the Site Engineer.
10. QUALITY ASSURANCE PROGRAMME
To ensure that the services under the scope of contract are in accordance with the specifications,
the PMC Team with the assistance of Contractor, shall adopt Quality Assurance Programme. The
PMC team shall prepare the Quality Assurance Report in every 15 days and submit it to the client
from time to time.
This shall generally cover the following:
a) Documentation of the materials, tools or equipments coming on site or leaving site.
b) Procedure for handling, storage and delivery of materials and equipments.
c) Procedure for maintenance of records.
d) Procedures followed on site to perform inspection, test and controls for various site
activities.
e) Procedures followed on site for taking corrective actions.
f) A detailed quality plan stating quality practices and procedures, relevant standards and
acceptance levels for all types of work under the scope of the contract.
11. CONTRACT COORDINATION PROCEDURES, COORDINATION MEETINGS AND PROGRESS
REPORTING
The Contractor shall have to attend all the meetings at his own cost with Owners/ Clients or
Consultants during the tenure of Contract, as and when required and fully cooperate with such
personal and agencies involved during these discussions.
12. PROHIBITION OF UNAUTHORISED CONSTRUCTION & OCCUPATION
No unauthorized buildings, or construction should be put up by the contractor anywhere on
the project site, neither any building built by him shall be occupied in un-authorized manner by

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him or his staff. The Engineer through a notice, may require the contractor to remove the illegal
occupation any time.
13. FORECLOSURE OF CONTRACT BY OWNER
If the owner of the project, after the commencement of the work, shuts down the work due to
any reason, then the Site Engineer shall give notice in writing to the contractor about the same.
14. DEFECTS LIABILITY PERIOD
The contractor shall be responsible for the rectification of defects in the works for a period 6
months from the date of completion. Any defects discovered and brought to the notice of the
contractor forthwith shall be attended to and rectified by him at his own cost and expense. In
case the contractor fails to carry out these rectifications, these will be rectified by the owner
and the expense shall be deducted from the final payment of the contractor.
15. COMPLETION CERTIFICATE AND COMPLETION PLANS
On project completion the contractor shall be paid as follows:
a) 5% of the remaining payment will be made after 3 months of completion or 100 days
b) Remaining 5% payment will be made after next 3 months or 100 days.
Completion Certificate will be issued along with the final payment.
16. DIRECTION FOR WORKS
a) All works under the contract shall be executed under the direction and as per approval of
the Site Engineer.
b) The Site Engineer shall write the instructions to the contractor for execution of work in a
‘Works Site Order Book’ maintained at the site office of Engineer. The contractor or his
authorized representative shall confirm receipt of such instructions by signing against the
relevant orders in the book.
17. WORK IN MONSOON AND RAIN
The contractors’ rate shall be considered inclusive of cost of dewatering due to rains required if
any and no extra rate shall be payable on this account. The stipulated period for completion of
project includes the monsoon period, holidays & festivals. So the work will continue in the
monsoon too.
18. WORK ON HOLIDAYS AND DURING NIGHT

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If work demand, the contractor shall make arrangements to carry out the work on Holidays and
in two, three shifts with the approval of Engineer.
19. WATER AND ELECTRICITY
The client shall make the arrangement for Water & Electrical Power for construction, drinking
and curing purposes and pay the requisite electricity and water charges.
20. LAND FOR LABOUR HUTS/ SITE OFFICE AND STORAGE ACCOMMODATION
a) The contractor may construct temporary office, storage, accommodation and labour huts
within the site premises where the space is available at site.
b) In case, where land is not available within the site or not permitted by client, the client shall
help in arranging accommodation on a nearby site or vacant land by taking permission of
local authorities, if required, where the contractor shall set up the labour camp. The rates
quoted by the contractor will include the labour accommodation expenses.
c) The contractor shall provide each labour a hut with proper ventilation, doors and windows.
There should be arrangements of water supply, light, drainage, disposal of excreta,
sanitation and separate washing area for women labour.
d) He must ensure that that no excess water must gather on the site that could give rise to
mosquitoes and thus diseases etc. There should be no spitting on site; proper bins should be
provided for the same and for disposing other wastes.
21. WATCH, WARD AND LIGHTING OF WORK PLACE
The client shall at his own cost take all precautions to ensure safety of life and property by
providing necessary barriers, obstructions, lights, watchmen etc. during the progress of work as
directed by Engineer.
22. NOTICE BEFORE COVERING UP THE WORK
The contractor shall give 7 days’ notice before covering up the work to the Engineer so that it
may be inspected and measured.
23. SITE CLEARANCE
a) Before handing over the work the contractor shall remove all temporary structures like the
site offices, cement go-down, stores, labour huts etc., scaffolding rubbish, debris etc. left
over materials tools and plants, equipments etc., and clean the site to the entire satisfaction
of the Engineer.

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b) The contractor shall clean all floors, remove cement/ lime, clean joinery etc., touching all
painter’s works and carry out all other necessary items of works to make the premises clean
and tidy before handing over the building, and the rates quoted by the contractor should
have included the same.
24. PROVIDING PLANTATION OF TREES AT PROJECT SITE AND MAINTENANCE OF THE SAME
UPTO DEFECT LIABLITY PERIOD
The contractor at his own cost shall plant at least 5 trees (if possible for him), with due
permission of the Site Engineer. He shall maintain the same in healthy condition till the
completion of project.
25. LABOUR LAWS TO BE COMPLIED BY THE CONTRACTOR
The contractor shall obtain a valid license under the Contract Labour (Regulation & Abolition)
Act 1970 and the Contract Labour Act (Regulation & Abolition) Central Rules 1971 and continue
to have a valid license until the completion of the work including defect liability period.
26. LABOUR SAFETY PROVISION
The contractor shall be fully responsible to observe the labour safety provisions and shall at his
own cost take all precautions to ensure safety of life and property by providing necessary
barriers, lights, watchmen etc. during the work as directed by Engineer.
27. LABOUR RECORDS
The contactor shall submit a true statement of his labour twice a month, as follows:
a) The number of the labour employed by him (category-wise).
b) Their working hours.
c) The wages paid to them.
d) The accidents that occurred during the said fortnight showing the circumstances under
which they happened and the extent of damage and injury caused.
e) Any other information required by Engineer-in-Charge.
The contractor must make sure that no pregnant women is working on the site. He must also
report Site Engineer before going out of the site on any day. Once the Engineer approves, only
then he shall move out. He must take record of the labour attendance while his attendance
must be made sure by the Engineer.
28. LABOUR CESS
The rates of the contractor shall be inclusive of labour cess.

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29. EXECUTION OF AGREEMENT
The contractor shall sign the contract, provide his company’s seal and submit all required
documents along with.
30. SAFETY AND QUALITY AUDIT BY STRUCTURAL ENGINEER
There shall be a Safety and Quality audit by the Structural Engineer in every 3 months. Any
problems suggested by him shall be rectified by the contractor within 7 days.
Here the Structural Engineer will have the following duties:
a) Check Cube test report, submitted by the PMC team or Site Engineer.
b) Check the quality of construction work and that it is taking place as per the instructions,
work schedule and drawings.
c) Check and inform the Site Engineer about any lacuna, defects, cracks, wastage of resources
or material change on site and take regular feedback onto its rectification.
d) Inspect site safety aspects, physical conditions of work and work practices followed by
workers on site and advice on the improvement measures to be adopted.