quality assurance procedures fro Millenium Challenge Account Project

1. QUALITY
ASSURANCE
MANGEMENT
PROCEDURES

2. 8.1 COMMENCEMENT
DATE
10.1 ISSUE OF TAKING-OVER
CERTIFICATE
11.9 ISSUE OF THE PERFORMANCE
CERTIFICATE
8.2 TIME OF
COMPLETION 1
DELAYS
DEFECTS
NOTIFICATION
PERIOD 3
9.1 TESTS ON
COMPLETION
2
REMEDYING OF
DEFECTS
11 NOTIFYING
OF DEFECTS
21 DAYS
4.2 RETURN OF
PERFORMANCE
SECURITY
PRINCIPAL EVENTS
DURING CONTRACT ADMINISTRATION
(FIDIC)
(CALENDAR DAYS) 28 DAYS
28 DAYS
(21 DAYS NOTICE) (12 MONTHS)

3. 14.3 CONTRACTOR SUBMITS
STATEMENT TO THE ENGINNER
14.6 ENGINEER ISSUES
INTERIM
PAYMENT CERTIFICATE
14.7 EMPLOYER MAKES THE PAYMENT
TO THE CONTRACTOR
28 DAYS
56 DAYS
28 DAYS 56 DAYS
ENGINEER VERIFIES THE STATEMENT,
CONTRACTOR SUBMITS INFORMATION
14.11 CONTRACTOR SUBMITS DRAFT
FINAL STATEMENT TO THE ENGINEER
14.11 CONTRACTOR SUBMITS
DRAFT FINAL STATEMENT AND
THE 14.12 DISCHARGE 14.7 EMPLOYER
MAKES PAYMENT
EACH OF THE
MONTHLY (OR
OTHERWISE)
INTERIM
PAYMENTS
(MIN.P20 MILLION)
THE FINAL
PAYMENT
14.7 EMPLOYER
MAKES PAYMENT
14.13 ENGINEER ISSUES
FINAL PAYMENT
CERTIFICATE
PAYMENT EVENTS
(FIDIC)

4. CONTRACTOR SENIOR/FIELD INSPECTOR RESIDENT ENGINEER PROGRAM MANAGER MCA-P
FLOW CHART
PROCESSING OF CONTRACTOR’S INTERM PAYMENT CERTIFICATE
START
PREPARE & SUBMIT DRAFT
INTERIM PAYMENT
CERTIFICATE
7 DAYS 7 DAYS 7 DAYS
STAMP & RECORD INTERIM
PAYMENT CERTIFICATE FOR
APPROPRIATE ACTION
ISSUE INSTRUCTIONS
TO CHECK & VERIFY
QUANTITIES & UNIT
RATES OF WORK ITEMS
VERIFY QUANTITIES
ACCOMPLISHED
AGAINST ITEM LOG &
CHECK UNIT RATES OF
WORKS ITEMS
JOINT ANALYSIS & EVALUATION TO ELIMINATE
DISAGREEMENT, THEN FINALIZE AND SIGN AGREED
RESULTS
CHECK & REVIEW
RESULTS OF JOINT
ANALYSIS AND
EVALUATION
RECOMMEND FOR
APPROVAL AND
CONCURRENCE
APPROVE
FURNISH COPY
RECEIVED
FILE FILE
END
YES
YES
NO
NO

5. FLOW CHART
PROCESSING OF CONTRACTOR’S INTERM PAYMENT CERTIFICATE
• That the respective Resident Engineers/ Quantity Engineers should strictly ensure the
following prior to endorsing the said Contractor’s Progress Billing/ Interim Payment
Certificate Application (IPC-A) to PMC (Borogan Office).
– That the Contractor’s submitted Statement of Work Accomplished (SWA) have been
carefully reviewed and checked.
– That all necessary supporting documents as required have been carefully reviewed and
checked to be in order and correct.
• That upon receipt by PMC Borogan Office of the Contractor’s Progress Billing/ IPC-A with the
Statement (SWA) signed by both the Contractor and Resident Engineer together with the
complete supporting documents. The PMC Borongan Office would spot check the
completeness and correctness of the Progress Billing/ IPC-A. That the date of receipt of such
complete and correct Progress Billing/ IPC-A by the Resident Engineer from the Contractor is
consider the acceptance of the Progress Billing/ IPC-A of the Contractor pursuant to FIDIC
Sub-clause 14.3 of the General Conditions of Contract.
• Upon reviewed by PMC Borogan Office such Progress Billing/ IPC-A endorsed by the Resident
Engineer, if no inconsistencies were found the Interim Payment Certificate (IPC) and
Statement would be signed off by the Deputy Team Leader and Team Leader. However, if a
major inconsistency is discovered such Progress Billing/ IPC-A would be returned back to the
Contractor thru the Resident Engineer for correction and re-submission. In such case the
Progress Billing/ Interim Payment Certificate Application could not be considered the date of
receipt of the Progress Billing/ IPC-A in accordance with FIDIC Sub-clause 14.3 of the General
Conditions of Contract.
• Only after receipt of the Resident Engineer of the re-submitted corrected documents, the
Progress Billing/ IPC-A could be considered the acceptance of the Progress Billing/ IPC-A of
the Contractor pursuant to FIDIC Sub-clause 14.3 of the General Conditions of Contract.
• The signed off ‘IPC/ SWA’ with supporting documents and including PMC’s Endorsement
Letter to MCA-P would be returned back to the Contractor for six (6) set photocopying prior
to sending the complete IPC to PMC (Manila Office) for transmitting to MCA-P. That PMC
Borongan Office to include from now on within the IPC Endorsement Letter such payment
event dates as requested by MCA-P.

6. FLOW CHART
PROCESSING OF CONTRACTOR’S INTERM PAYMENT CERTIFICATE
• The signed off ‘IPC/ SWA’ with supporting documents and including PMC’s Endorsement
Letter to MCA-P would be returned back to the Contractor for six (6) set photocopying prior
to sending the complete IPC to PMC (Manila Office) for transmitting to MCA-P. That PMC
Borongan Office to include from now on within the IPC Endorsement Letter such payment
event dates as requested by MCA-P.
• That the Resident Engineer should be aware of the minimum IPC amount requirement as
provided within Appendix to Bid of the Contract Documents. The minimum IPC amount is on
basis after considering all deductions for Retention (Appendix to Bid), repayment of Advance
(FIDIC Sub-clause 14.2), deductions for Plant and Materials (FIDIC Sub-clause 14.5) and any
deductions that may become due under the Contract.
• The Contractor should ensure that such IPC is received by PMC (Manila Office) well in
advance or before the 28th day after receipt of the Progress Billing/ IPC-A by the Resident
Engineer in accordance with FIDIC Sub-clause 14.3 of the General Conditions of Contract.
• Likewise PMC (Manila Office) should ensure that MCA-P (Manila Office) receives the IPC on
or before the 28th day after receipt of the Progress Billing/ IPC-A by the Resident Engineer in
accordance with FIDIC Sub-clause 14.3 of the General Conditions of Contract. Such timing is
strictly in accordance with FIDIC Sub-clause 14.6 of the General Conditions of Contract.
• MCA-P on or before the 56th day after receipt of the Progress Billing/ IPC-A in accordance
with FIDIC Sub-clause 14.3 of the General Conditions of Contract shall make a payment to the
Contractor in accordance with amount certified within the IPC.

7. FLOW CHART
PROCEDURE OF PROCESSING CONTRACTOR’S CLAIM
CONTRACTOR SENIOR/FIELD INSPECTOR RESIDENT ENGINEER ENGINEER
PROGRAM MANAGER
MCA-P
PREPARE AND SUBMIT NOTICE
OF INTENTION TO CLAIM
RECEIVE & STAMP REQUEST &
SEND TO RE FOR ACTION
CONFIRM THE MERITS AND
LACK OF MERITS OF THE CLAIM
ISSUE INSTRUCTION TO
VERIFY MERITS & LACK OF
MERITS OF THE CLAIM
RECOMMEND THE
PROCESSING OF
CLAIM
REVIEW & CONCUR
RECOMMENDATION TO
PROCESS THE CLAIM
YES
NO
ADVICE MCA-P OF THE
IMPENDING CLAIM
FINALIZE CLAIM & SUBMIT
REQUIRED DOCUMENTS
EXAMINE THE
COMPLETENESS OF
DOCUMENTS
COMPARATIVE ANALYSIS AND EVALUATION OF THE CLAIM WITH
CONTRACTOR TO ELIMINATE FUTURE DISAGREEMENT
PREPARE AGREED CLAIM &
SEND TO RE FOR REVIEW
CHECK & REVIEW
AGREED CLAIM
REVIEW AND RECOMMEND
FOR APPROVAL BY MCA-P
ACCEPT AND SIGN
CLAIM REQUEST
FILE
END
APPROVE
NO
YES
SEND COPY TO THE
FOLLOWING
ISSUE
OBJECTION/NO
OBJECTION
NO
FILE
FILE
START

8. FLOW CHART
PROCEDURE OF PROCESSING DESIGN REVISION
(INITIATED BY THE CONTRACTOR)
CONTRACTOR DESIGN ENGINEER RESIDENT ENGINEER (RE) ENGINEER
PROGRAM MANAGER (PM)
MCA-P
SUBMIT REQUEST FOR
DESIGN REVISION
START
STAMP AND RECORD
REQUEST AND SEND
TO RE FOR ACTION
ISSUE INSTRUCTION
TO ASSESS THE NEED
FOR DESIGN REVISION
ASSESS & CERTIFY THE
NEED FOR DESIGN
REVISON
EVALUATE RESULT OF
ASSESSMENT &
RECOMMEND PROPER
ACTION BY THE PM
REVIEW RESULT OF
ASSESSMENT &
RECOMMEND FOR
DESIGN CHANGES
VERIFY NEED FOR
REVISION OF PLAN &
DESIGN
APPROVE
REQUEST
ISSUE INSTRUCTION
TO DESIGN ENGINEER
TO PROCEED W/ THE
DESIGN REVISION
REVIEW REVISED PLAN
DESIGN AND SPECS.
FOR APPROVAL BY
MCA-P
CHECK REVISED PLAN
DESIGN AND
SPECIFICATION
PREPARE REVISED
PLAN, DESIGN AND
SPECIFICATION
CHECK REVISED PLAN
DESIGN AND
SPECIFICATION
APPROVE
REQUEST
GIVE COPIES
ACKNOWLEDGE
RECEIPT OF REVISED
PLAN, DESIGN AND
SPECIFICATION
FILE
END FILE FILE
YES
NO
NO YES
YES
YES
NO
NO
NO
YES

9. FLOW CHART
PROCEDURE OF PROCESSING VARIATION ORDER
(INITIATED BY THE ENGINEER)
CONTRACTOR SENIOR/FIELD
INSPECTORS
RESIDENT ENGINEER ENGINEER
PROGRAM MANAGER
MCA-P
START
CONFIRM THE NEED FOR
VARIATION REQUEST
ISSUE INSTRUCTION TO
FIELD/SENIOR INSPECTOR TO
VERIFY NEED FOR VARIATION
REQUEST
RECOMMEND THE
PROCESSING OF
VARIATION REQUEST
REVIEW & APPROVE
RECOMMENDATION TO
PROCESS THE VARIATION
REQUEST
YES
NO
ADVICE MCA-P OF THE NEED
FOR VARIATION REQUEST
PREPARE AND SUBMIT
REQUIRED DOCUMENTS
CHECK & VERIFY
COMPLETENESS OF
DOCUMENTS
COMPARATIVE ANALYSIS & EVALUATION WITH CONTRACTOR TO
ELIMINATE FUTURE DISAGREEMENT
PREPARE AGREED VARIATION
REQUEST & SEND TO RE FOR
REVIEW
CHECK & REVIEW
AGREED VARIATION
REQUEST
REVIEW AND RECOMMEND
VARIATION REQUEST FOR
APPROVAL BY MCA-P
ACCEPT AND SIGN
VARIATION REQUEST
EXECUTE
FILE FILE
END
APPROVE
NO
YES
PROVIDE COPY TO
THE FOLLOWING
ISSUE OBJECTION/NO
OBJECTION TO
VARIATION REQUEST
NO
FINALIZE VARIATION REQUEST &
ASK CONTRACTOR TO SUBMIT
REQUIRED DOCUMENTS
ISSUE INSTRUCTION TO
CONTRACTOR

10. FLOW CHART
PROCEDURE OF PROCESSING VARIATION ORDER
(INITIATED BY THE CONTRACTOR)
CONTRACTOR SENIOR/FIELD
INSPECTORS
RESIDENT ENGINEER ENGINEER
PROGRAM MANAGER
MCA-P
START
PREPARE AND SUBMIT NOTICE
OF VARIATION
RECEIVE & STAMP REQUEST &
SEND TO RE FOR ACTION
CONFIRM THE NEED FOR
VARIATION REQUEST
ISSUE INSTRUCTION TO
FIELD/SENIOR INSPECTOR TO
VERIFY NEED FOR VARIATION
REQUEST
RECOMMEND THE
PROCESSING OF
VARIATION REQUEST
REVIEW & CONCUR
RECOMMENDATION TO PROCESS
THE VARIATION REQUEST
YES
NO
ADVICE MCA-P OF THE NEED FOR
VARIATION REQUEST
FINALIZE VARIATION
REQUEST & SUBMIT
REQUIRED DOCUMENTS
CHECK & VERIFY
COMPLETENESS OF
DOCUMENTS
COMPARATIVE ANALYSIS & EVALUATION WITH CONTRACTOR TO
ELIMINATE FUTURE DISAGREEMENT
PREPARE AGREED VARIATION
REQUEST & SEND TO RE FOR
REVIEW
CHECK & REVIEW
AGREED VARIATION
REQUEST
REVIEW AND RECOMMEND
VARIATION REQUEST FOR
APPROVAL
ACCEPT AND SIGN
VARIATION REQUEST
EXECUTE
FILE FILE
APPROVE
NO
YES
SEND COPY TO
THE FOLLOWING
ISSUE OBJECTION/NO
OBJECTION TO
VARIATION REQUEST
NO
END
ISSUE INSTRUCTION TO
CONTRACTOR

11. FLOW CHART
WORK REQUEST APPROVAL PROCEDURES
CONTRACTOR
ENGINEER
MCA-P
SENIOR/FIELD INSPECTORS RESIDENT ENGINEER MATERIALS ENGINEER SURVEYOR
PREPARE AND SUBMIT
INSPECTION REQUEST FOR
APPROVAL
REVIEW REQUEST AND ISSUE
INSTRUCTION TO VERIFY
REQUEST FOR INSPECTION
INSPECT WORK AREA &
VERIFY IF THE WORK MAY
PROCEED AS REQUESTED
FILE
APPROVED
REQUEST
YES
NO
START
RECEIVE APPROVED
REQUEST
SEND COPY OF APPROVED
REQUEST FOR EXECUTION
START
WORK
REQUEST FOR
TESTING & SURVEY
WORKS
ISSUE INSTRUCTION TO
CONDUCT TESTING &
SURVEY WORKS
CONDUCT SURVEY
WORKS
CONDUCT QUALITY
TESTING
REVIEW RESULTS OF TEST
AND SURVEY & GIVE A
COPY TO THE FOLLOWING
APPROVED
REQUEST
NO
FILE
SEND COPY OF THE
APPROVED REQUEST
FOR EXECUTION
RECEIVE APPROVED
REQUEST
YES
START
WORK
FILE
FILE FILE

12. FLOW CHART
PROCEDURE OF PROCESSING SHOP DRAWING
ENGINEER
CONTRACTOR KEY STAFF RESIDENT ENGINEER (RE) PROGRAM MANAGER (PM)
PREPARE & SUBMIT
REQUIRED SHOP
DRAWING
START
STAMP AND RECORD
SUBMISSION FOR
APPROPRIATE ACTION
SEND COPY TO RESPONSIBLE
KEY STAFF
CHECK DRAWINGS &
MARK APPROPRIATE
COMMENTS
REVIEW SHOP DRAWING &
APPROVE OR DISAPPROVE
SHOP DRAWING
NO YES
FINALIZE RETURN LETTER
AND TRANSMIT MARKED
SHOP DRAWINGS
GIVE COPIES TO ENGINEER’S
STAFF
ACKNOWLEDGE
RECEIPT OF
TRANSMITTAL
END
FILE FILE
MAKE NECESSARY
CORRECTIONS

13. FLOW CHART
MATERIAL TESTING PROCEDURES
CONTRACTOR LABORATORY TECHNICIAN MATERIALS ENGINEER ENGINEER
RESIDENT ENGINEER
PLAN AND ARRANGE
TESTING OF REQUIRED
MATERIALS
START
INFORM CONTRACTOR OF
THE SCHEDULE FOR
SAMPLING & TESTING
LABORATORY TECHNICIAN SHALL COLLECT SAMPLES AT RANDOM AND THE
CONTRACTOR SHALL PROVIDE NECESSARY LABOR EQUIPMENT FACILITIES FOR
SAMPLING AND TRANSPORT
EXAMINE SAMPLES AND
ISSUE INSTRUCTION TO
CONDUCT TEST
LABORATORY TECHNICIAN SHALL CONDUCT TEST IN THE
PRESENCE OF CONTRACTOR’S REPRESENTATIVE AND
CONCERNED SENIOR/FIELD CONTRACTOR
EVALUATE/ANALYZE
AND INTERPRET
RESULTS OF TEST
REVIEW TEST RESULTS
& FINALIZE
TRANSMITTAL LETTER
TO CONTRACTOR
SEND COPIES OF TEST
RESULTS AND INFORM
CONTRACTOR OF THE
RESULT OF TEST
ACKNOWLEDGE
RECEIPT OF TEST
RESULTS
END FILE FILE
PREPARE & SUBMIT
REQUEST/SAMPLES
WITH SAMPLE CARD

14. PROCEDURES and GUIDELINES
NON-COMPLIANCE REPORT/ CORRECTIVE and PREVENTIVE ACTION
• In order to assure and monitor that all Contractor’s are complying with its
contractual requirements and obligations under the Contract, the
implementation of a ‘Non-Compliance Report/ Corrective and Preventive
Action’ reporting system would be implemented effective immediately by
the PMC. This Non-Compliance Reporting (NCR) system covers the following
groups/ or category: -
– Contractual requirements of the Project in accordance with the
approved Drawings and Specifications of the Contract including
materials and workmanship quality issues.
– Contractual obligations of the Contractor in accordance with the
relevant provisions of the Contract in respect of Health and Safety
issues.
– Contractual obligations of the Contractor in accordance with the
relevant provisions of the Contract in respect of Environmental issues.
– Contractual obligations of the Contractor in accordance with the
relevant provisions of the Contract in respect of Social and Gender
issues.

15. PROCEDURES and GUIDELINES
NON-COMPLIANCE REPORT/ CORRECTIVE and PREVENTIVE ACTION
• Part A [Non-Compliance/ Non Conformity Record] – this part
shall be completed and signed by the PMC personnel’s [i.e.
Resident Engineers/ Bridge Engineer/ Materials Engineers/ CE
Inspectors/ Development Program Manager/ Environmental
Specialist/ Road Safety Officers] identifying a non-complying
work or observing that a practice or construction activity that
may lead to non-conformity with the Project contractual
requirements. Specific procedures to be followed: -
– The PMC personnel completes’ Part A of the NCR form.
– The Contractor receives the completed Part A of the
NCR form.
– The PMC personnel photocopy the completed Part A of
the NCR form as file record and encoded in a registry.
Note that on a monthly basis the updated copy of the
NCR registry per group should be furnished to the Office
Engineer of PMC Borongan Office.
– The original completed Part A of the NCR form is sent to
the Contractor.
– The PMC personnel shall provide the relevant Resident
Engineer (who is responsible for his work area) another
copy of the completed Part A of the NCR form in respect
of NCR’s initiated by the Bridge Engineer, Development
Program Manager, Environmental Specialist, and Road
Safety Officer.
• Part B [Corrective and Preventive Action] – this part is to be
completed by the Contractor and submitted to Engineer.
• Part C [Engineer’s Review of proposed Corrective and
Preventive Action] – this part is to be completed by the Engineer
who shall review and/or inspect if compliance is now probable
or achieved. If the Engineer is satisfied the NCR is ‘closed out’
and the NCR close out form is copied to the Contractor. If the
Engineer is not satisfied the NCR form is returned back to the
Contractor to rectify the situation.
Non-Compliance Report/ Corrective and Preventive Action
Part A - Non-Complinace/ Non-Conformity Record
Attention: DMCI-CMPCI Joint Venture (Contractor)
From: Katahira & Engineer's International (Engineer)
Date Observed: Time Observed:
Work Location:
Details of Observation:
Full Name:
Designation:
Signature:
Date:
Time:
Engineer Received by:
Part B - Corrective and Preventive Action
Corrective and Preventive Action to be taken:
Full Name: Designation: Signature: Date: Time
Part C - Engineer's Review of Proposed Corrective and Preventive Action
Full Name: Designation: Signature: Date: Time
☐ ☐NCR Closed Out
Activity reviewed/ inspected and compliance is now probable/ achieved.
NCR No.: ______________

16. END OF
PRESENTATION
Thank you!!!!