CITY OF TSHWANE
METROPOLITAN MUNICIPALITY / PROC No: / SM-HO-01
Revision no: / 1 / COMPLETION OF THE WORKS
Page: / 1 of 6
Date revised: / Jun 2001
1. /

SCOPE

This procedure details the method to be followed when handing a project over to the client in terms of the “General Conditions of Contractor for Works of Civil Engineering Construction - sixth edition (1990)” [abbreviated as GCC-90].
NOTE:The ENGINEER shall ascertain whether the Special Conditions of Contract have amended clause 54 of GCC-90. If the clause has been amended, check the applicability of this procedure and adjust the flow diagram accordingly to make it compatible with the relevant GCC.
2. /

RESPONSIBILITY

Note:For Part-time site supervision only
Where referred to the RE it is implied that the Engineer will be the responsible party.
The responsibilities of the PL, contractor, RE, ENGINEER, OR, PM are listed in the instruction.
3. /

INSTRUCTION

3.1 /

General

  • The “Notice period required” will be in accordance with the GCC 90 and the contractor shall abide by these restrictions. Days may however, be overlapped, where necessary.

  • It is advisable to ensure that the client is present to prevent late requests for extra work.

  • Snag list:
agree with the contractor on a completion date and insert the date on the snag list
snag all defects (ie. Items that do not comply with the specified requirements)
snag all problems that will prevent the safe usage of the item by the Client
add all incomplete snags to the snag-list
  • If the area is NOT ready to be used for its intended purpose without danger or undue inconvenience, NO practical completion inspection will be considered. All normal acceptance control and process control inspections shall have been successfully completed BEFORE this inspection will be considered.

  • If the area is not ready for possession by the OR and PM, no completion inspection will be considered. All normal acceptance control and process control inspections shall have been successfully completed BEFORE this inspection will be considered.

  • Mark all copies “copy” using a red copy stamp.

  • The snags clearance form referred to may only be issued once all the snags listed, and the *extra work, have been completed.
* Only safety related extra works must be done prior to handing the works over to the Project Leader.
3.2 /

Flow Charts

The following flow charts are given:
  • Sub-instruction 1 : Practical completion
  • Sub-instruction 2 : Completion
  • Sub-instruction 3 : Final Approval
Cognizance must also be taken of the Notes given below the flow chart.
SUBINSTRUCTION 1 - PRACTICAL COMPLETION
STEP NO / DESCRIPTION / ACTION BY / NOTICE PERIOD REQ / DATE RESTRICTION APPLICABLE / FORMS TO BE USED
OR / CON / CONSULTANT / PL
PM / ENG / RE
1 / Notification practical completion inspection /  /  /  / 10 days
2 / Attend practical completion inspection /  /  /  / 
3 / Compile snags list of inspection (NOTE 1) /  / Snag list
4 / Issue handwritten snags to contractor /  / 24 hours after inspection / Site Instr.
Note 3
5 / Detail extra work required (where relevant) /  / 3 days after inspection / Site Instr.
Note 3
6 / Compile certificate /  /  / 5 days after inspection / CPC
7 / Sign certificate /  /  /  /  / 10 days after inspection / CPC
8 / Issue certificate to contractor /  / 1 day after signing / Transmittal note
9 / Notification snags clearance inspection /  / 1 day
10 / Attend snags clearance inspection /  /  /  / By date on snags list
11 / Issue snags clearance form /  / 1 day after inspection / Note 1, 2
NOTES:
Note 1: / All snags not cleared during the snags-inspection, and uncompleted extra work may, at the discretion of the ENGINEER, be added to a completion snags list.
Note 2: / The snags Clearance form referred to may only be issued once all snags and the extra work have been completed.
Note 3: / Word the site instruction:
“Attached please find a snag-list for the area which details the work to be completed tojustify the issue a Certificate of Practical Completion”.
SUBINSTRUCTION 2 - COMPLETION
STEP NO / DESCRIPTION / ACTION BY / NOTICE PERIOD REQ / DATE RESTRICTION APPLICABLE / FORMS TO BE USED
OR / CON / CONSULTANT / PL
PM / ENG / RE
1 / Notification completion inspection (NOTE 4) /  /  /  / 5 days
2 / Attend completion inspection /  /  /  /  /  / 
3 / Compile snags list of inspection /  / Snaglist
4 / Issue handwritten snags list to contractor /  / 24 hours after inspection / Site Instr.
Note 7
5 / Detail extra work required (where relevant) /  / 3 days after inspection / Site Instr.
Note 7
6 / Compile certificate /  /  / 5 days after inspection / CC
7 / Sign certificate /  /  /  /  /  / 1 day / 10 days after inspection / CC
8 / Issue certificate to contractor /  / 1 day after signing / Transmittal note
9 / Notification snags clearance inspection (NOTE 5) /  / 1 day
10 / Attend snags clearance inspection /  /  /  / By date on snags list
11 / Issue snags clearance form (NOTE 6) /  / 1 day after inspection
Note 4: / Unless otherwise decided by the ENGINEER, previously listed extra work or defects shall have been cleared prior to a completion inspection being considered.
Note 5: / The contractor prior to requesting the snags clearance inspection shall attend to all defects.
Note 6: / No snag clearance form shall be issued until all the extra work and defects have been attended to.
Note 7: / Word the site instruction:
“Attached please find a snag-list for the area which details the work to be completed to justify the issue of a Completion Certificate”.
SUBINSTRUCTION 3 - FINAL APPROVAL
STEP NO / DESCRIPTION / ACTION BY / NOTICE PERIOD REQ / DATE RESTRICTION APPLICABLE / FORMS TO BE USED
OR / CON / CONSULTANT / PL
PM / ENG / RE
1 / One-month prior to end of defects liability period give notification of completion inspection. (NOTE 8) /  /  /  / 5 days
2 / Attend completion inspection /  /  /  /  /  / 
3 / Compile snags list of inspection /  / Snaglist
4 / Issue handwritten snags list to contractor /  / 24 hours after inspection / Site Instr.
Note 10
5 / Advise contractor that defects liability period has been extended until all snags are complete. /  / Site Instr.
Note 10
6 / Notification of snags clearance inspection (NOTE 9) /  / 1 day
7 / Attend snags clearance inspection /  /  /  /  / By date on snags list
8 / Issue snags clearance form /  / 1 day after inspection
9 / Compile certificate /  /  / 1 days after inspection / FAC
10 / Sign certificate /  /  /  /  /  / 1 day / 1 days after inspection / FAC
11 / Issue certificate to all parties /  / 1 day after signing / Transmittal note
Note 8: / Snag all obvious defects. Consult the Client for his inputs.
Note 9: / In this instance a fax or letter may be used as an alternative.
Note 10: / Word the site instruction:
“Attached please find a snag-list for the area which details the work to be completed to justify the issue of a Final Approval Certificate”.
4. /

ABBREVIATIONS

PL-Project Leader
PM-Project Manager
OR - Official Representative
ENG-Engineer
RE-Resident Engineer
CON-Contractor
CPC-Certificate of practical completion
CC-Certificate of completion
FAC-Final approval certificate
5. /

REFERENCE CONTROLLED DOCUMENTS

5.1 / Procedures
Issuing of Site Instructions
Site filing system
5.2 / Forms
Site instruction data sheet
Certificate of Practical Completion
Certificate of Completion
Final Approval Certificate
SM-HO-01 Completion of the works.doc