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Quality management requirements for design-build contracts

Guide to the use of the paradigm (to writers of tender documents)In order to make it easier and faster for you to formulate tender documents, the Danish Road Directorate (DRD) has prepared tender paradigms, which must be used when inviting tenders for tasks from consultants and contractors.

The entire guidance serves as a help to you and should of course be removed so that it does not appear in the finished document.

It is crucial that we describe our orders in detail so there is no doubt as to the delivery we want. When we base the tender documents on a uniform and recognisable structure, we make the entire procurement pro-cess easier for you as an employee of the DRD and for our suppliers.

The paradigms are changed on an ongoing basis in connection with new laws, executive orders and stand-ards as well as the experience gained by the DRD, our wishes for rationalisation and much more.

THEREFORE, YOU SHALL ALWAYS USE PARADIGMS WHEN YOU PREPARE TENDERS!

You CANNOT just find a previous tender document and "simply" adjust it as it may have become obsolete in the meantime. In order to make the writing process as easy as possible for you, the guide is part of the appear-ance of the paradigm itself. The meaning of the different colours, markings and brackets are as follows:

Red text is guidance for you. It can be deleted, when you are ready. The red text MUST be deleted no later than in connection with completion of the document.

Black text on a white background is standard text applicable to all contracts.As a general rule, this text should NOT be deleted or changed. However, you have to delete it, if a section or a text is not at all relevant for your tender.

Black text with a turquoise shading colour is text that should be adjusted to match the specific project.

The text should EITHER be included unchanged or removed OR be made more specific for the partic-ular task – see the explanation below of the two types of brackets.

It is important that the turquoise shading is used for entire sections to facilitate the final editing. The shading must appear as one text block and not as in this section where only the lines are shaded. If you only apply shading to single words or sentences, the guide to removing shading colour does not work.

Make sure that you use the right turquoise colour by selecting the style "Tur-quoise shading" – or by selecting this specific colour:

The turquoise shading should be maintained until after you have read the doc-ument and be removed immediately before tender. Remove all shading in the entire document in one step by doing the following:

Ctrl+A (select all) -> tilted paint bucket (shading) -> select ”no colour”.

[A text block framed by square brackets] means that you only need to consider whether to include the text or not. As a general rule, the wording within the brackets should not be changed.

The square brackets should be maintained until after you have read the document and be removed imme-diately before tender. Remove all brackets in the entire document in one step by doing the following:

Ctrl+A (select all) -> Replace -> Find what [ -> replace with (blank field) -> Replace all

Approved UNIT/NETWORK THEME SCHEDULED AUDIT Document No. Access

SOAN 19 May 2017 AD-ES Contract Management Contract management October 2017 13/19297-1

[ ] Internal[x] External


Ctrl+A (select all) -> Replace -> Find what ] -> replace with (blank field) -> Replace all

A text block <where part of the text is framed by angle brackets> means that you MUST insert a task-specific text here – for example a period of time.

The angle brackets are also used in Internet links and as a result, they cannot be removed as de-scribed above. They have to be removed individually.

If you need to add text not included in the paradigm, this text MUST be highlighted in yellow in draft tender documents.

In order to make the work as easy for you as possible and ensure that the finished document is without faults, you should proceed in this order:

1. Read this guide every time, even if you think you remember its content. You may print it.

2. Make one document – SCR (Special Conditions and Requirements) – for all documents.

3. Activate the track changes function in Word and set it to show 'final', i.e. only the final document. The changes can always be retrieved, if you need it.

4. Delete the sections in the document that are not relevant for your tender.

5. Consider text with turquoise shading – either in [square] or <angle> brackets.

6. Add text if it is required. Mark it using yellow highlighting colour.

7. Delete all red text once you are sure that the guidance has been understood. You can retrieve the text as long as you have not "accepted" the changes in Word.

8. Read the document carefully. Is everything coherent?

9. Only WHEN both you and the document officer are certain that everything is correct and can be under-stood clearly by the supplier, you may proceed to item 9.

10. "Accept all changes" and remove the blue and yellow highlights and make all text black. Disable track changes.

The red table at the bottom of the page is used for document management which is carried out in several steps: In connection with the approval of a specific paradigm (e.g. Drainage), the form must be completed by

the person responsible for the paradigm.

Delete the form when you have prepared a project-specific document.

If you find any errors in the paradigm or, if you have any suggestions for improvements, please contact the unit or network responsible for the paradigm. Changes shall be approved pursuant to “Procedure for Main-tenance of Tender Paradigms".

Approved UNIT/NETWORK THEME SCHEDULED AUDIT Document No. Access

SOAN 19 May 2017 AD-ES Contract Management Contract management October 2017 13/19297-1

[ ] Internal[x] External

Approved UNIT/NETWORK THEME SCHEDULED REVISION Document No. Access

JETN, 15 September 2015 UDB-LEV-UK Call for tenders and

contracting September 2016 13/19288-1[ ] Intern[x] Extern

Quality Management Requirements for Design-Build Contracts

Contract Xxxx.xxXxx work

SectionStage

Month 20xx

Appendix for SWS – Management and Cooperation


Change log for paradigmOnly changes are shown that go back 5 years at the most. All previous changes are expected to have been implemented. You may benefit from removing the change log, before you proceed, preparing the SCR.

Please note that if the present paradigm also exists in an English edition, you must consider whether this also needs revision.

If the change log of previous revisions is to be reviewed, please contact [email protected].

The text uses the abbreviation VRG = Road Standards’ Paradigms. (“Vejreglernes paradigmer”).Date Change Background

19 May 2017

Minor adjustments in view of tender documents for the Storstrøms-broen and South of Regstrup

Experience

17 Jan. 2017 Path corrected for the instruction of handing over New url

6 December 2016

General and thorough updating of the document of requirements on the basis of internal and external evaluation and collection of experience.

Coordinating with revision of the paradigm for ICT Basis and Re-quirements.

Coordinating with a new appendix for SWS SOS: ”Quality manage-ment requirements for consultancy services”

Evaluations

Coordination

Coordination

13 August 2015

Adding of (optional) requirements concerning nature and environ-mental precautions, including the requirement that the Contractor provides a technical supervision for nature and environment.

Suppliers of elements mentioned in section 2.2.

A few minor adjustments and clarifications.

PLA-PA-VMA’s need for the pos-sibility of making requirements, especially regard-ing large bridge projects

12 Novem-ber 2014

Second round of review 2014 with a focus on further simplification and specification of requirements: Below the table of contents: New reference to Appendix 4.4: Requirements for the Contractor's Design Manager has

been added. 6.4: List of documents and plan for document management are to

be collected into one document: Document management plan 10: Compilation of former sections 10 and 11 into one united

section 10. Thus the numbering is altered of sections following section 10.

11.2: Document control plans are omitted. Instead, the Con-tractor shall use the Document Management Plan for his plan-ning.

11.3: Demand that the Contractor's technical supervision em-ploys Check lists when handing over to the Employer. Ex-amples of Check lists have been inserted in the Appendix.

ClarificationLack of focus

Simplification

Simplification

Simplification

Clearer demands for and more fo-cus on the tech-nical supervision.

27 October 2014

General and thorough updating of the document of requirements on the basis of practical experience with DRD’s projects applying design-build contracts. The review has been particularly focused on:

Clarifying requirements for both quality management and EFK Making the text more comprehensible and coherent Intensifying requirements for the Contractor’s checking and

monitoring of his work as well as technical supervision

DRD’s experience


Date Change Background Coordinating the content of the remaining tender documents

(SWS Design, ICT descriptions etc.)

Table of contents <Contract number>

TABLE OF CONTENTS

Table of contents............................................................................................................................................ 5Quality management requirements for design-build contracts.......................................................................61 General....................................................................................................................................................... 61.1 The Contractor’s quality management.....................................................................................................61.2 The structure of the quality management of the Contract........................................................................61.3 Definitions in connection with the Employer’s comments........................................................................71.4 Definitions in connection with the using of essentiality criteria.................................................................72 Requirements for the Common Quality Plan for the Contract.....................................................................82.1 Table of contents for EFK.......................................................................................................................82.2 Detailing requirements for managing the Contract and for EFK...............................................................9

Appendix:This appendix includes “Quality Management Requirements for Design-Build Contracts, Appendix” in which paradigms and guidance are to be found as well as examples for the Contractor’s preparing of management tools etc. for the Contract.

The Appendix may be obtained from Supplier's Portal - Quality Management System - Procurement: Tenders and Contracting - Handbook of Procurement - Tender Documents: Procurement of design-build contracts: Quality management requirements for design-build contracts.

http://www.vejdirektoratet.dk/en/roadsector/supplierportal/pages/default.aspx

of 31Quality management requirements for design-build contracts <Contract number>

QUALITY MANAGEMENT REQUIREMENTS FOR DESIGN-BUILD CONTRACTS

Appendix to SWS - Management and Cooperation

Supplementary specifications for GWS and SWS - Management and Cooperation, sec-tions 4, 5 and 6.

1 General

1.1 The Contractor’s quality management

On very large design projects, choices are made in collaboration with the environment team as to whether environmental management shall be included and into which project. Within the Tender Documents, inspiration may be found from the Storstrøm Bridge and the Roskilde Fjord Connection, respectively.In the following, the term “Contractor” is used for the Design-build Contractor and “Con-tract” for the Design-build Contract.

The Contractor shall exert quality management in accordance with the requirements in the present document. The quality management shall comprise lasting as well as tem-porary constructions.

For his own designers, production (in the design phase), technical supervision, subcon-tractors and suppliers, the Contractor shall forward relevant requirements. Furthermore, the Contractor shall follow up on the requirements being complied with by all parties.

The Common Quality Plan for the Contract (EFK) with associated appendices and the quality management documents shall be available for the target group for the EFK.

The requirements in the present document do not terminate when a clean EFK becomes available. At any time, the Contractor holds the responsibility for the safeguarding of all requirements in the tender documents being observed. If agreeing with the Employer on any deviations from the requirements, this shall be documented.

1.2 The structure of the quality management of the Contract

The quality management system shall be constructed in the two levels mentioned below reflecting the actual organisation and, this in such a way that each party in level 2 – to the greatest extent possible - employs its own well known system.

Levels of the quality management system:

LEVEL 1: Common Quality Plan for the Contract (EFK)The Common Quality Plan for the Contract (EFK) is the supervisory plan and shall de-scribe how the Contractor will manage the Contract in order to ensure that the require-ments in the tender documents for quality management are met.

EFK thus charts the overall framing for the controlling of each party of the Contract’s total project group (the Contractor himself and his designers, his own production, technical supervision, subcontractors and suppliers.

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Subcontractors, cf. section 8.2

Suppliers, cf. section 8.2

Quality management requirements for design-build contracts <Contract number>

LEVEL 2: Party specific quality plan (PK)The Contractor shall prepare party specific quality plans for the designing (PK-P) pursu-ant to the requirements in EFK and in “Quality Management Requirements for Con-sultancy Services”.

PK-P shall ensure the meeting of the requirements of the tender documents for the qual-ity management during the design phase. All design services in the Contract shall be covered by a PK-P.

Regarding own production, subcontractors and suppliers, quality planning documents shall be drawn up as “PK” in the form of working procedures, control plans and supervi-sion control plans.

Party specific quality plans and planning documents may be based on the quality man-agement system of the respective part.

The principles for level division appear from the figure below:

1.3 Definitions in connection with the Employer’s comments

When commenting on the Common Quality Plan for the Contract, please use the termino-logy below:Problem Comment where the subject is estimated not to meet the require-

ments of the Contract.Clean Where the requirements of the Contract are estimated to be met.

I.e. the EFK may only become clean if there are no “problems”. Comments in remarks and recommendations are allowed – however, comments in remarks should be handled by the next revision of EFK.

Remark Comment where the subject is estimated to cause a “Problem” if no follow-up is executed.

Recommendation Comment which is to be regarded as a piece of advice.

1.4 Definitions in connection with the using of essentiality criteria

In this document the following terminology is applied:Essential Whenever the word essential is used, one or more of the following

circumstances are meant:- that have a direct effect on the function and mode of operation of

Level 2

Level 1

PKfor

designing (PK-P)

FIGURE 1: Principle for level division of the quality management system for the Contract

Subcontract-ors, cf. sec-

tion 8.2

Own pro-duction, cf. section 8.1

EFK


the construction either in temporary and/ or permanent conditions,- where it is cost-intensive to change what has been delivered,- where the work is complex,- where it has consequences for the persons/groups concerned.

2 Requirements for the Common Quality Plan for the ContractThe Contractor shall prepare, implement and maintain the EFK in accordance with the requirements specified in sections 2.1 and 2.2.

2.1 Table of contents for EFK

The table of contents shall be employed in full. No item in the table of contents shall be deleted. New main items or sub items may be added as needed.


2.2

2.2 Specification of requirements for managing the Contract and for EFK

Appearing from the subsequent table is the detailing of the require-ments for the quality manage-ment of the Contractor’s manage-ment of the Contract, including require-ments for the contents of EFK.

In the fol-lowing, at “Appendix”

1. Introduction1.1. The contents and scope of the Contract1.2. Presentation

2. Purpose, target group and success criteria2.1. The purpose of EFK2.2. Target group for EFK2.3. Success criteria for the project

3. Structure for the quality management of the Contract3.1. Structure3.2. Preparing and updating of EFK3.3. Preparing and updating of PK-P3.4. Implementation of EFK and PK-P3.5. Evaluation by the Contract Management

4. Organisation and liability4.1. Organisation of the Contract4.2. Education4.3. Roles, liability, authority and tasks

5. General management of the design-build Contract5.1. Document management5.2. Management tools

6. Managing the design phase6.1. The Contractor's management of the designers6.2. The Contractor's management of working environment during

the design phase6.3. Quality planning in the design phase6.4. Quality control in the design phase6.5. Process for comments on design packages

7. Handing over from the design phase to the construction phase7.1. Project review7.2. Handing over from working environment coordinator (P) to

working environment coordinator (B)

8. Managing the construction phase8.1. The Contractor's management8.2. The Contractor's management of subcontractors (UE) and

suppliers (LEV)8.3. The Contractor's management of working environment during

the construction phase8.4. The Contractor's management of environment during the

construction phase8.5. Quality planning in the construction phase (Work procedures,

control plans, supervision control plans)8.6. Quality control in the construction phase8.7. Process for notice of readiness and completion

9. Delivery and handing over to the Employer9.1. Planning delivery9.2. ‘As built’ documentation

10. Audits10.1. External audits - the Employer10.2. Internal audits in the Contract10.3. Audit plan - internal audits

11. Appendix


and below 5.2, it is stated which appendices the Contractor shall prepare for/ enclose EFK.

The time limits specified in < > are recommendations that ought to be observed, unless otherwise specified. Time limits etc. shall be agreed with FPL-SUPERVISION, FPL-DESIGN and, with the relevant employee working with quality and who will be following-up on the actual Contract.

Table of contents for EFK Details of requirements for managing the Contract, including requirements for the contents of EFK, as well as for the appendix to be prepared in connection with EFK.

Time limits

1 Introduction

1.1 The contents and scope of the ContractThe contents and scope of the Contract shall be described, as a minimum with a content corresponding to SC Re section 2(2). Start and closing dates for the Con-tract shall appear.

1.2 PresentationThe Contractor's organisation shall be introduced, making it clear which services the Contractor is carrying out as his own production and, which services are carried out by consultants, subcontractors and suppliers.

Requirements for an overview regarding servicesThe Contractor shall prepare and maintain an overview of parties as to their own production, subcontractors, suppliers, designers, technical supervision, as well as who carries out which parts of the Contract.

AppendixOverview of parties showing Contractors, their own production, subcontractors, suppliers and designers, technical supervision, as well as their services.

2 Purpose and target group

2.1 Purpose of EFK

The Contractor shall account for the purpose of EFK, which, i.a., is:

to describe the Contractor’s management of the total Contract – both in the design phase as well as the construction phase.

to summarize operational instructions for the implementation of the entire Contract

2.2 Target group of EFK

The Contractor shall specify the target group of EFK, which shall include at least:

the Contractor

the designers

own production

subcontractors

suppliers

technical supervision

the Employer.

2.3 Success criteria for the project

The Contractor shall present all relevant success criteria for the project, common to the Employer and the Contractor (from start-up meeting, cf. SWS - Management and Cooperation, section 2.2)

3 Structure for the quality management of the Contract


3.1 Structure

The Contractor shall specify the quality management of the Contract in all stages of the work and to all parties in the Contract, including the interaction with the Employer.

The specification shall state how the requirements in the EFK are passed on to subcontractors, suppliers, designers and the Contractor's own production as well as technical supervision.

Furthermore, the connection shall be described between EFK, PK-P and the party-specific quality planning documents for own production, subcontractors and suppli-ers, and illustrated in a figure (possibly as Figure 1 above).

EFK shall appear as a separate document, i.e. any contributions from existing qual-ity management systems shall be incorporated.

3.2 Preparation and updating of the EFK

The Contractor shall specify the procedure for preparation and updating of the EFK as well as submission to the Employer in accordance with the requirements below.

The Contractor shall – in the EFK – state who prepares and subsequently updates as well as controls and approves the EFK.

The person preparing and updating the EFK shall have a minimum of 2 years of documented competence within the quality management area.

The person responsible for quality shall control EFK (see section 4.3).

The person approving EFK shall have authority corresponding to contract signature.

Changes in the EFKAt any significant changes of the contents of the EFK, the EFK shall be immediately updated – e.g. when changing key personnel in the organisation, administrative procedures etc.

Whether a change is of significance shall be clarified with the Employer’s technical Project Manager for the project management.

In case of a significant change the Employer shall comment the EFK again.

In case of a change of the contents of the EFK otherwise, the EFK shall be updated no later than 3 weeks after the approval of the change by the Contractor. This does not acquire the comments of the Employer.

[No later than <30> work-ing days after the Con-tract date, the EFK shall be submitted to the Em-ployer for comment.]

The submitted EFK shall be approved by the Con-tractor.

[The Contractor shall allow for <10> working days for the Employer’s comments.]

Subsequent require-ments shall be assessed in relation to any penalty provisions in SC.[A clean EFK shall be available no later than <60> working days after the contract date.]

[In case of a significant change, the Contractor shall allow for <5> work-ing days for the Em-ployer’s comments.]

3.3 Preparation and updating of PK-P

The Contractor shall ensure that the designer prepares “PK for Designing” (PK-P).

PK-P shall be prepared in accordance with the requirements in “Quality manage-ment requirements for consultancy services”.

The Contractor shall – in the PK-P – state who prepares and subsequently updates as well as controls and approves the PK-P.

The Contractor’s Design Coordinator shall review and approve the “PK for Design-ing” before forwarding to the Employer. The approval shall be documented.

[No later than <30> work-ing days after the Con-tract date, the PK – ap-proved by the Contractor – shall be submitted to the Employer for comment.]

Subsequent require-ments shall be assessed in that the Employer shall have the capacity to be able to follow-up[The Contractor shall


The PK-P shall, along with EFK, be forwarded to the Employer. allow for <10> working days for the Employer’s comments.]

[A clean "PK for Designing” shall be available no later than <60> working days after the contract date.]

[In case of a significant change of the PK-P, the Contractor shall allow for <5> working days for the Employer’s comments.]

3.4 Implementation of EFK and PK-P

The Contractor shall specify how it is ensured that work is carried out according to the guidelines stated in EFK and PK-P, as well as who is responsible for ensuring this.

The Contractor shall prepare and maintain a plan for implementation of EFK and PK-P in his own organisation as well as with his collaborators.

The plan shall include both initial implementation of EFK and PK-P as well as sub-sequent updates.

The implementation plan shall specify:

Who is responsible for the preparation of the plan

Which implementation activities are to be carried out

Who is responsible for the implementation of each activity

When each activity is to be carried out

AppendixImplementation plan

Initial implementation[Implementation of EFK and PK-P shall be com-pleted no later than <3 weeks> after presenta-tion of a clean EFK and PK-P.]

Initial implementationImplementation of EFK and PK-P shall be com-pleted before the need for usage

3.5 Evaluation by the Contract Management

The Contractor shall describe how the use of EFK will be evaluated as well as who is responsible for the evaluation. Furthermore, it shall be specified how improvement measures identified during evaluation are implemented in the organisation.

The evaluation shall include results from internal and external audits, non-conform-ance log and change log, supervision notes and reports, experience sharing meet-ings etc.

The evaluation and implementation of improvement measures shall be documented.

As a minimum, the evaluation shall take place every <9 months> as a preparation for an experience sharing meeting with the Employer, cf. GWS - Management and Cooperation, section 2.9, where the abovementioned documentation shall be provided.

4 Organisation

4.1 Organisation of the Contract

The Contractor shall prepare and maintain an organisation plan comprising:

Overall responsible (Executive Board)


Steering Committee

Project Management*

The Contractor's Design Coordinator

Project Manager and Design Manager for the Designers

Scaffolding and Formwork Coordinator

Person responsible for quality*

Auditor

Person responsible for working environment

Working environment coordinators for design and execution*

Person environmentally responsible*

Technical supervision*

Any quality function in the production

ICT Coordinator*

Projectweb Administrator

Contract Management*

Own production headed by foremen/ production managers/ laboratory technicians

Subcontractors

Suppliers

Laboratories

Coherence with the Employer’s organisation

Organisation plan shall be prepared in accordance with the requirements in paradigm for “Quality Management Requirements for Design-Build Contracts, Ap-pendix”.

From the organisation plan it shall appear:

Functions/titles of the abovementioned persons

Input concerning the Employer’s organisation which is provided by the Em-ployer’s technical supervision manager for contract management.

Routes of communication – internal as well as external – are to be displayed graphically.

Names, functions, telephone numbers, e-mail addresses as well as appointed key persons shall appear from a separate contact list. Minimum requirements for key persons are marked with * above – as well as below at “Consultants/Designers” .

If key employees are replaced in the process by agreement with the Employer (cf. SC, Re section 18), EFK shall be updated and it shall be registered in the minutes of the meetings with the Employer.

CVs for key persons shall, along with EFK, be forwarded. The CVs shall establish the key persons meeting the requirements of the tender documents. The CVs shall be forwarded in a separate e-mail and must not be uploaded to projectweb due to confidentiality.

AppendixOrganisation planContact list with names, functions, telephone numbers, e-mail addresses as well as appointed key persons.

4.2 Education


If GWS, respectively, SWS, Inspection Handbooks, include requirements that the Contractor's employees shall have specific vocational training, the planning or com-pletion of the education shall be documented by an education plan. This also applies to requirements from the authorities on the conduct of courses/training programs, including Danish Working Environment Authority.

Organisation plan shall be prepared in accordance with the requirements of the paradigm, cf. “Quality Management Requirements for Build-In Contracts, Appendix”.

Prior to commencing the actual work, courses/educations shall be completed. It applies to all courses that certificates of participation in other courses with similar contents and quality will be accepted.

AppendixEducation plan

4.3 Roles, liability, authority and tasks

With a point of departure in the organisation plan, the Contractor shall prepare func-tional descriptions for persons managing, planning, executing, controlling and carry-ing through technical supervisions of work with implications on the quality of the performance of the Contract.

Functional descriptions shall be prepared by completing the Employer's paradigm for the task matrix in “Quality Management Requirements for Design-Build Con-tracts, Appendix”.

If, in the process, any delegation of tasks or responsibility occurs, the functional descriptions shall be updated.

AppendixTask matrix with functional descriptions

Requirements for functions

Design CoordinatorThe Contractor shall appoint a Project Coordinator who shall plan, coordinate and manage the design process across the Contract as well as ensure the quality of the design packages.

The Project Coordinator shall be a key person in the commentary process of the design packages towards the Employer.

Furthermore, the Contractor's Design Coordinator shall:

ensure the division of the design into appropriate design packages

ensure that design packages are quality assured and approved prior to submit-ting to the Employer

keep record on the status of design packages

ensure that the commentary process is terminated for each design package prior to construction

ensure that project review meetings are carried through prior to construction

ensure that working environment for the employees attached to the Contract is included in the Design-Build Contractor’s planning, designing and execution


The Project Coordinator shall perform any other task stated in the abovementioned task matrix.

The Contractor's Design Coordinator shall have at least 5 years of experience with management of design tasks.Or – in case of major, complex projects:The Contractor's Design Coordinator shall have at least 5 years of experience with design management with similar projects as to contents and size and, he or she shall have the competences needed as well as relevant experience with designing.

Person responsible for qualityThe Contractor shall appoint a person responsible for quality who shall be independ-ent of the production.

The Contractor’s person responsible for quality shall: Ensure that EFK is prepared and control this

Ensure that the respective Level 2 documents are drawn up, cf. “Levels of the Quality Management System”

Ensure that a quality management system is established in the organisation in accordance with EFK's guidelines

Ensure that the quality management system is maintained

Monitor that quality management and quality control are carried out throughout the organisation

Ensure that the quality management system and the use of it are evaluated.

The person responsible for quality shall perform any other task stated in the above-mentioned task matrix.

The person responsible for quality shall refer to the Project Management and is obliged to inform about significant defects in quality.

The person responsible for quality shall hold experience with quality management in design-build contract and shall have at least 5 years of experience with quality man-agement in general.

AuditorPersons performing audit for the Contractor shall have completed an education as examined lead auditor or similar.

Person responsible for working environmentThe Contractor shall appoint a person responsible for working environment for the design phase as well as the construction phase.

The person responsible for working environment has the general responsibility to ensure that the Contractor’s coordination tasks for the environment are performed concerning working.

The person sustaining the function as responsible for working environment shall be part of the Project Management.

The Contractor's technical supervisionThe Contractor shall appoint persons to perform technical supervisions.

The technical supervision shall be independent from the production and shall refer to the Project Management or the person responsible for quality.


Technical supervision shall be performed for all specialist fields within the Contract, cf. requirements in the tender documents.

The Contractor's technical supervision shall ensure that:

control plans and supervision control plans are prepared and that they meet the req-uirements in the tender documents and project material approved by the Contractor

the separate controls by the technical supervision – as established in supervi-sion control plans – are performed and documented in review reports/ notes

controls established in supervision control plans are performed, that they meet the requirements and that they are documented

notices of readiness concerning control sections are processed

notices of readiness are performed for all tasks listed in section 8.7, i.e. that check lists are filled in and control sections are reported as completed to the Employer

the Work is performed in accordance with the project

any follow-up necessary for the project is ordered

non-conformances are handled correctly

The technical supervision shall perform any other task stated in the abovementioned task matrix.

In case the Contract contains structures, the following sections are included:For structures documentation shall be performed by a visual technical supervision as stated in section 8.7.

The Contractor's technical supervision shall have the competences needed and experience with relevant supervision work – either a technical higher education and a minimum of 5 years of experience with supervision work or, a technical education with a minimum of 10 years of experience with supervision work.

Technical supervision with earthwork and foundation work shall be performed by persons with a geotechnical education and a minimum of 5 years of experience with geotechnical supervision.

In case of very large bridges, river valleys etc., this section is to be included, which particularly focuses on nature and environment:

The Contractor's nature and environmental technical supervisionIn addition to the tasks above of the technical supervision, the Contractor shall ap-point a supervision for nature and environment to ensure that:

nature and environmental measures are performed in accordance with tender documents and public authority requirements as well as any related conditions

any waste shall be handled correctly in accordance with the emergency plan

hazardous materials and products shall be stored safely and in such a way that it does not pose any hazard to earth, surface water, groundwater and natural habitats

The nature and environmental technical supervision shall perform any other task stated in the abovementioned task matrix.

The Contractor’s environmental supervision shall have the competences needed and experience with relevant supervision work – and have a scientific higher educa-tion (biologist, environmental engineer, engineer with additional choices of environ-mental subjects) and a minimum of <5> years of experience with environmental supervision work.


Consultants/DesignersCompetence requirements as stated in “Quality management requirements for con-sultancy services” section 3.1.1 are applied for the persons below regarding design services:

The consultant’s person responsible for quality*

The consultant’s inspectors and scrutineers*

5 General management of the design-build contract

5.1 Document management

Exchanging of documents and data with the Employer shall be done via the project’s projectweb, cf. ICT Basis and Requirements.

Requirements for Document Management PlanThe Contractor shall prepare and maintain a document management plan.

The document management plan shall, as a minimum, comprise the following docu-ments:

Quality plans (EFK and PK-P) with all appendices

Working environment: Preliminary mapping, follow-up mapping, working environ-ment plan, health and safety plan, including plan for emergency.

Working procedures

Control plans

Supervision control plans

Document control plan for designing

Control and review forms

Checklists for designing

From the document management plan the date expected for preparation and sub-mission for the Employer’s comment shall appear.

For every type of document the Contractor shall plan who is going to be in charge of preparation, control, reviewing and approval, as well as what type of control/review-ing will be planned.

When each document is being prepared, from the document management plan it shall appear, with initials, who has prepared, executed control, reviewed and approved.From the document management plan it shall appear to whom the documents are being distributed.

AppendixDocument management plan

5.2 Management tools

The Contractor shall describe the management tools being used for the managing of the Contract.

The description shall comprise the Employer’s minimum requirements for manage-ment tools:


Management tools= appendix to EFK

Requirements for basis

Ready when clean EFK

After EFK

Party overview The Contractor's paradigm

Enclosed and filled in with all known parties, cf. 1.2

To be updated in case of changes

Implementation plan The Contractor's paradigm

Enclosed and filled in, cf. 3.4


Organisation plan The Employer's paradigm

Enclosed and filled in with all known functions, cf. 4.1


Contact list The Contractor's paradigm

Enclosed and filled in with all known functions, cf. 4.1

To be updated on an ongoing basis

Education plan The Employer's paradigm

Enclosed and filled in with all known information, cf. 4.2


Task matrix The Employer's paradigm

Enclosed and filled in with all known information, cf. 4.3


Document manage-ment plan

The Contractor's paradigm

Enclosed and filled in with all known documents, cf. 5.1


Meeting plan The Employer's paradigm

Enclosed and filled in with all meetings


Communications plan

The Employer's paradigm

Enclosed and filled in with all known external communic-ation

To be updated in case of any changes

Public authority plan The Employer's paradigm

Enclosed and filled in with all of the Contractor’s plans for handling public authority.

To be updated on an ongoing basis with status for hand-ling public authority

Interface plan The Employer's paradigm

Paradigm enclosed To be updated on an ongoing basis

Technical enquiries The Employer's paradigm

Paradigm enclosed To be filled in with enquiries

Log for Technical enquiries


Paradigm enclosed To be filled in at all enquiries

Procedure for the managing of changes (including Modification form)


Procedure enclosed and filled in with the Contractor’s func-tional designations

Modification form to be updated on an ongoing basis

Log for changes The Contractor's paradigm

Paradigm enclosed To be filled in at all changes

Procedures for non-conformances (incl-uding Non-conform-ances report)


Procedure enclosed and filled in with the Contractor’s func-tional designations

Deviations report to be updated on an ongoing basis

Log for non-con-formances


Paradigm enclosed To be filled in at all non-conformances

Procedure for im-provements and amending acts

The Contractor's procedure

Paradigm enclosed

Risk plan The Contractor's paradigm

Paradigm enclosed To be updated on an ongoing basis


prior to design and site meetings

The Contractor's sheet of comments


Paradigm enclosed To be filled in when submitting all design packages, cf. 6.3

Working procedure The Employer's paradigm

Paradigm enclosed To be used for all working procedures, cf. 8.5

Control plan The Employer's paradigm, cf. 8.5

Paradigm enclosed To be used for all control plans, cf. 8.5

Supervision control plan


Paradigm enclosed To be used for all supervision control plans, cf. 8.5

Checklists for noti-fication of comple-tion

The Employer's paradigms

Paradigms enclosed To be used for all notifications of completion, cf. 8.7

Audit plan The Employer's paradigm, cf. 10.3

Enclosed paradigm filled in with audits for the first 6 months


Note: The Employer's paradigms are found in “Quality Management Requirements for Design-Build Contracts, Appendix”.

The management tools shall – at any time – be updated and available on Project-web for the Employer and other relevant parties.

In addition, the Contractor shall describe:

How reception and treatment of claims for compensation from third parties are handled and documented, pursuant to GWS - Management and Cooperation, sec-tion 10

How agreements with third parties are documented

How reception and treatment of complaints from plot owners, neighbours etc. are handled and documented

The Employer shall always receive a copy of the abovementioned document regard-ing complaints and agreements.

Further requirements for the contents of management tools:

Meeting planThe Contractor shall identify and plan any meetings necessary for managing and coordinating the Contract.

If, in GWS / SWS / Supervision Handbooks, respectively, demands are made that the Contractor shall participate in or conduct meetings, such meetings shall appear from the meeting plan (e.g. design and site meetings, meetings with museums etc.).

For an overview of the meetings, reference is made to GWS - Management and Cooperation, section 2.

Communications planThe Contractor shall ensure that – in accordance with the requirements in the tender documents – an effective communication and coordination are established and maintained with external parties (Employer, plot owners, citizens, public authorities, neighbours, press etc.).

Public authority planThe Contractor shall identify any authorities processing which should be carried


through during the Contract. Reference is made to the requirements in SWS – Management and Cooperation, section 9.

DRD may choose to issue its own public authorities plan that gives a survey of obtained and planned regulatory permissions for the actual Contract, which the Contractor may use as a point of departure. If this is the choice, the blue text below shall be included.The Employer’s public authorities plan is enclosed the Tender and shall form the point of departure when preparing any public authorities plan.

Interface plan

Interfaces towards internal parties – inside the ContractThe Contractor shall identify and manage technical interfaces between the parties providing various services under the Contract.

Interfaces towards external parties – outside the ContractThe Contractor shall identify and manage external interfaces, i.e. Employer, other Contractors, public authorities, utility owners, plot owners, citizens, etc.

Procedure for improvements and amending actsThe Contractor's procedure shall set out the acts that are to be initiated for the re-moval of the causes for potential and established non-conformances.

Risk planIn case of very large and complex projects, the following may be included:The Contractor shall – during the design and execution of the project – establish and maintain a system for controlling the risks of the project, including a dynamic register of risks. This is to be described in the Contractor’s risk plan and shall be in line with best practice (e.g. ISO 31000).

The Contractor shall – throughout the project – carry out a systematic risk manage-ment for the purpose of reducing the risk for budget overrun and delays, this com-prises direct as well as indirect risks for the Employer.

Risk management should be an item on the Design and site meetings, where presentation and discussion shall take place as to the status for identified risks, as-sessment and plans for the handling of risks that are of relevance for the Employer.

6 Managing the design phase

6.1 The Contractor's management of the designers

The Contractor shall, in the EFK, describe the management of the design services, and as a minimum:

How to order the services that the designers shall provide

How, on an ongoing basis, to follow up on the progress of the design

How to follow-up on and making sure that the design is in accordance with the specified requirements

How to follow-up on the project being documented pursuant to the tender documents

How to carry through the handing over of the project, including project review

The Contractor’s description shall comprise the Contractor’s use of management tools, as a minimum those stated in section 5

6.2 The Contractor's management of the working environment during the design phase

Ensuring that the working environment for the employees in the design phase shall be a natural part of the planning and design, including planning, designing, execu-tion and documentation being in line with:

Executive order on the designers’ and consultants’ duties etc. under law on


working environment (in pursuance of the Executive Order of the Danish Work-ing Environment Authority No. 110 of 5 February 2013 or, possibly later legisla-tion on the same subject matter).

Executive order on the Employer’s duties etc. under law on working environment (in pursuance of the Executive Order of the Danish Working Environment Authority No. 117 of 5 February 2013 or, possibly later legislation on the same subject matter).

The Contractor shall describe how to ensure the following:

The generating of understanding for the work of the working environment coordin-ator(s) employed by the Contractor, as these – on behalf of the Employer – are safeguarding the working environment coordination during planning and designing.

The generating of understanding for making the project buildable, including en-suring that health and safety are treated during planning and designing.

The generating of time for the inclusion of the working environment coordinator’s comments and instructions during planning and designing.

6.3 Quality planning in the design phase

The Contractor shall carry out planning of quality pursuant to ”Quality management requirements for consultancy services”.The Contractor shall prepare a paradigm for the sheet of comments being used by the Contractor at the review and approval of the consultant’s Project Documents, prior to this being submitted for the Employer’s comments.

All checklists for designing shall appear from the document management plan.

Appendix: The Contractor's sheet of comments

Checklists for design-ing:The Contractor shall allow for the following working days for the Employer’s comments:

[First round of com-ments: <10 workdays>

Subsequent rounds of comments: <5 work-days>]

All checklists for design-ing shall appear from the document management plan in order to obtain a clean EFK.

6.4 Quality control in the design phase

Reference is made to GWS - Management and Cooperation, section 4.1.


that the Employer’s requirement for quality insurance are observed

that documentation on an ongoing basis is prepared for the agreed quality insurance

that quality control is carried out by employees holding the proper qualifications

The Employer’s requirements are stated in ”Quality management requirements for consultancy services”.

6.5 Process for comments on design packages

The Contractor shall describe the division of roles in connection with the process of comments for design packages.

As a point of departure the description shall use the process of comments stated in “Service Description - Common to Design” and “Quality management requirements for consultancy services”.

The Contractor shall – for each of the phases/ rounds of comments – allocate time for the Em-ployer’s comments, cf. Service Description - Common to Design.

7 Handing over from the design phase to the construction phase

7.1 Project review

The Contractor shall, in the EFK, describe:


How it is ensured that project review meetings are carried out prior to construc-tion, pursuant to GWS - Management and Cooperation, section 2

How knowledge from the project review meetings is passed on, into one’s own organisation to UE and LEV.

7.2 Handing over from working environment coordinator P to working environment co-ordinator B

Safeguarding that the working environment from planning and designing is trans-ferred to executing, including mapping of the working environment and Health and Safety Plan (PSS).


The generating of understanding for the transferring of the mapping of the work-ing environment from planning and designing to execution.

The generating of time for the transferring of the mapping of the working environ-ment from planning and designing to execution.

8 Managing the construction phase

8.1 The Contractor's management of his own production

The Contractor shall, in the EFK, describe the management of his own production. As a minimum, the description shall comprise:

How to specify the services that the own production shall provide

How to follow up on the progress of the services

How to ensure that quality management is carried out for the own production, including checking and monitoring of this work as well as technical supervision.

How to follow-up on and making sure that the services provided, including ap-propriate documentation, are in accordance with the requirements of the tender documents


The Contractor shall ensure that, for the own production, work procedures are pre-pared , as well as control plans, technical supervision control plans and document forms, pursuant to section 8.5

8.2 The Contractor's management of subcontractors (UE) and suppliers (LEV)

The Contractor shall, in the EFK, describe the management of subcontractors and suppliers. As a minimum, the description shall comprise:

How to specify the services that UE and LEV shall provide

How to follow up on the progress of the services

How to ensure that quality management is carried out for UE and LEV, including checking and monitoring of this work as well as technical supervision

How to follow-up on and making sure that the services provided, including ap-propriate documentation, are in accordance with the requirements of the tender documents

How to ensure that transfer of the services is taking place upon notices of readi-ness – as a basis for the Contractor’s notifications of completion of the services.


The Contractor shall ensure that, for all services from UE and LEV, work procedures are prepared, as well as control plans, technical supervision control plans and docu-ment forms, pursuant to section 8.5


8.3 The Contractor's management of working environment during the construction phase

Ensuring that the working environment for the employees of the Contract shall be a natural part of the work, including planning, execution and documentation being in line with the Executive order on the Employer’s duties etc. under law on working environ-ment (in pursuance of the Executive Order of the Danish Working Environment Author-ity No. 117 of 5 February 2013 or, possibly later legislation on the same subject matter).


The generating of understanding for the work of the working environment co-ordinator(s) employed by the Contractor, as these – on behalf of the Employer – are safeguarding the working environment coordination during execution

The generating of time for the inclusion of the working environment coordinator’s comments and instructions during execution.

8.4 Management of environment during the construction phase


The generating of understanding for the consideration of the working environ-ment pursuant to the requirements stated in the tender documents as well as public authority requirements.

Environmental measures are to be planned and initiated in due time.

Follow-up is to be carried out ensuring that the abovementioned requirements of working environment are observed.

The Contractor shall ensure that working procedures are prepared pursuant to SWS – Work Site, section 7. Furthermore, control plans and documentation forms are to be prepared, cf. section 8.5.

8.5 Quality planning in the construction phase (Work procedures, control plans, supervi-sion control plans)

The Contractor shall prepare all the working procedures, control plans and supervi-sion control plans as required below.

All working procedures, control plans and supervision control plans shall be controlled prior to the submission for the Employer’s comments.

Working procedures, control plans and supervision control plans are to be sub-mitted simultaneously for the Employer’s comments for each specialist field.

No work may take place prior to the completion of the Employer’s comments as to working procedures, control plans and supervision control plans. Reference is made to the terms of penalty, No. 4 in SC, Re section (11)1. By completion of comments it is understood that the Employer does not have further comments.

All working procedures, control plans and supervision control plans shall appear from the document management plan.

Working proceduresThe Contractor shall prepare all working procedures required in the tender documents.

Where, in the GWS and SWS respectively, a requirement appears of an explanation or description of the approach to the execution, this shall be regarded as a demand for a working procedure.

Control plansThe Contractor shall prepare detailed contract-specific control plans and associated control forms pursuant to requirements in GWSs and SWSs as well as the Con-tractor’s own experiment.

The preparing of control forms shall be done in pursuance of the following:

Working procedures, control plans and su-pervision control plans:The Contractor shall allow for the following working days for the Employer’s comments:

[First round of com-ments: <10 workdays>

Subsequent rounds of comments: <5 work-days>]

All working procedures, control plans and super-vision control plans shall appear from the docu-ment management plan in order to obtain a clean EFK.


Control plans shall be prepared for all subject areas corresponding to all GWS/SWSs.

Control plans shall also comprise nature and environment measures.

Control plans shall comprise inspections at the stages of incoming, processing and finalising, as well as performance control/ testing.

Control plans shall also comprise interim constructions as well as incoming in-spection of Employer's own supplies, if any.

Control plans shall be prepared with form and contents in accordance with the current guidance of the Road Standards, “Control Plan”.

From the control plans shall appear the actual acceptance criteria according to requirements in GWS/SWS – and not just references to GWS/SWS.

Control plans shall be kept updated with supplementary control activities if any changes occur during the project.

For Work for which Supervision Handbooks are available, cf. Road Standards, guidelines shall be applied as stated in the Supervision Handbooks.

If the Work comprises railway technical work, it may be stated:

Control and documentation of railway work shall meet the requirements in the railway codes, cf. www.bane.dk.

The Employer does not prepare contract-specific tender control plans.

Supervision control plansTo be used when planning and managing technical supervisions and associated documentation, the Contractor shall prepare contract-specific supervision control plans.

The preparing of control forms shall be done in pursuance of the following:

Supervision control plans shall be prepared for all subject areas equivalent to all GWS/SWSs.

Supervision control plans shall also comprise nature and environment measures.

The supervision control plans shall comprise technical supervisions which in-clude both own production as well as subcontractors’ and suppliers’ own control and documentation in connection with control sections reported ready.

Technical supervision shall focus on areas in connection with construction work where, from a risk assessment point of view, the greater potential for errors and consequences are expected.

Supervision control plans shall be prepared in accordance with the principles shown in “Quality Management Requirements for Design-Build Contracts, Ap-pendix”

For Work for which Supervision Handbooks are available (cf. www.vejregler.dk), guidelines shall be applied as stated in the Supervision Handbooks. The Super-vision Handbooks are basically written for design-build contracts. For this reason, the Contractor shall note that he, in this Design-Build Contract, shall perform the role as technical supervisor, and that references to AB92 shall be regarded as to ABT93.

Supervision control plans shall be kept updated with supplementary control activities if any changes occur during the project.

AppendixParadigm for Working ProcedureParadigm for Control PlanParadigm for Supervision Control Plan

8.6 Quality control in the construction phase


Reference is made to GWS - Management and Cooperation, section 4.1.


the Work is divided into stages and control sections

all control is based on defined control sections, cf. GWS and SWS

the Contractor's control documentation is prepared on an ongoing basis in ac-cordance with the progress of the Work, and in line with the issuing of data and records

all documentation recording the quality performed, including documentation for technical supervision, shall be uploaded on projectweb on an ongoing basis, unless otherwise agreed with the Employer

other documentation for controls and records shall be collected at the Con-tractor’s in an organised way. The Employer shall have access to the document-ation, just like the documentation shall be handed over to the Employer

‘As built’ documentation is submitted to the Employer on an ongoing basis in line with the preparation

that part of the documentation, which shall not be handed over to the Employer at the completion of the Work, shall be filed and, upon request, be issued in the period where the Contractor has remedial rights and obligations.

Rigorous inspectionIf the Employer – as a consequence of the Contractor’s errors and omissions during design and execution – estimates that control and/or documentation should be ex-tended, the Contractor shall carry out rigorous inspection and documentation for the Employer free of charge.

In cases where the Employer demands rigorous inspections to be carried out, this entails that:

the scope of the inspection should be increased

the rigorous inspection shall be carried out by the Contractor's technical supervi-sion or – by agreement with the Employer – some other part which is independ-ent of the production on site.

SamplingThe Employer shall have the possibility of attending all sampling and materials test-ing at the Contractor's works site, laboratory or at some other place. For non-routine samplings and materials testing the Contractor shall notify the Employer.

CE markingWhere, in the GWS and SWS respectively, a requirement appears of CE marking being provided by the Contractor, this shall be regarded as a demand for document-ation which shall be submitted to the Employer.

Documentation for controls and records etc.Where, in the GWS and SWS respectively, there is a demand for the Contractor to provide documentation, this is to be regarded as a demand for the fact that control documentation shall be submitted to the Employer.

In the control documentation a clear reference shall be made to the specific item on the control plan, at which the control/ measurement has been carried out. Further-more, it shall be stated on the documentation, precisely where in the project, the control/ measurement has been carried out.

From the documentation it shall appear whether the controlled/ measured part meets tolerances and requirements. Any non-conformances shall appear from a deviation report, pursuant to section 5.

8.7 Process for notice of readiness and completion


Reference is made to “Terminology” in SWS – Management and Cooperation, section 4.

In EFK, the Contractor shall incorporate the requirements below for the process:

The Contractor's quality control shall be based on a principle for notice of readi-ness, where the executing unit (own production/ subcontractor/ supplier) makes notice for readiness for a control section to the Contractor's technical supervision.

If, upon the Contractor’s checking and monitoring of his work, any errors or non-conformances are established, the actual control section is regarded as “not accepted” and, the Work shall be reversed, if possible, or treated in a deviation report, which shall be approved by the Employer prior to proceeding.

The technical supervision shall ensure that the control is carried out pursuant to control plans, that the control is documented and meets the requirements, as well as documentation is uploaded to projectweb prior to notice of readiness. The technical supervision is obliged to discard non-compliant work or to submit a deviation report for the Employer’s approval.

After the technical supervision has approved a control section, this should be reported ready for the Employer's supervision, which then should have the pos-sibility to carry out sampling prior to the covering of the control section. Several control sections may be reported ready at the same time within the same report.

The technical supervision shall, upon reporting ready to the Employer, complete and submit checklists within each work listed below. All control sections within the Work listed shall be covered by checklists. All other work shall be reported ready, but may be reported ready without checklists by agreement with the Em-ployer's Supervision.

The Employer's paradigms for checklists shall be employed, cf. “Quality Man-agement Requirements for Design-Build Contracts, Appendix". All control sec-tions in the Contract shall be covered by checklists.

To ensure a flexible and optimal procedure for the notifications of completion, the technical supervision shall give notice to the Employer's supervision well in advance prior to the submission of the notification of completion.

The Employer's supervision inform, as soon as possible, whether any sampling will take place in the control section notified ready and the associated control documentation.

[The Employer reserves a maximum of <24> hours for the carrying out of the sampling prior to a written notification about approval, respectively non-approval, of the control section reported ready. It lies with the Contractor to plan the Work in such a way that this review does not affect the progress of the Work.]

The status of notifications of readiness and completion for all relevant control sections shall, on an ongoing basis, be documented for all work listed below.

For the status of approved notifications of completion, a report of progress shall be attached, cf. SC Re section 22.

Workflow for notifications of readiness and completion appears from “Quality Man-agement Requirements for Design-Build Contracts, Appendix”.

Work which shall be reported ready with checklists completed: Mitigation measures

Earthworks:

o Complete surface of subsoil prior to filling of intact soil

o Formation after excavation

o Formation after filling


o Complete surface subbase

o Complete surface of base course of gravel

o Complete surface of hydraulically bound base courses (HBB)

Drainage work:

o Drainage, external

o Drainage, internal

Hot mix asphalt:

o Base course

o Binder course

o Wearing course

Paving work

Structures:

o Groundwater lowering

o Foundation (including geotechnics)

o Before casting: Formwork, reinforcement, prestressed reinforcement, con-crete and drainage in structures

o After casting: Formwork, reinforcement, prestressed reinforcement, concrete and drainage in structures

o Waterproofing and soft joints

o Bridge surfacing

o <Other work (to be specified)>

Road equipment (including road marking, road signs, marker posts, road safety barriers, street lighting equipment, fences)

In case the Contract contains structures, the following sections are included:“Quality Management Requirements for Design-Build Contracts, Appendix” contains examples and guide to documentation of visual technical supervision of structures. The method described in the guidance shall be applied – or a similar system in line with this principle.

AppendixThe Employer's paradigms for Checklists for notification of completion

9 Delivery and handing over to the Employer

9.1 Planning delivery

The Contractor shall describe his preparations for handing over of the work and any review of commissioning

The description shall make allowance for the Contractor to, initially, go through the construction himself as a preparation. The result of the Con-tractor’s own review(s) shall be documented in a draft of a list of defects which is to be presented to the Employer prior to his review of the construction.

The description shall comprise the Contractor’s preparation together with the own production, the designers, UE and LEV.

The description shall be in accordance with the Employer’s tasks as stated in the specification: Handing over of the Work and Remedial Defects.

The instruction may be found at: The Supplier’s Portal - Quality Management Sys-tem - Procurement: Contract Management – Contract Management Construction –


Handing over of the Work and Remedial Defects.

9.2 ‘As built’ documentation

The Contractor shall describe how the task of gathering, drawing up and submission of ‘as built’ documentation shall pass, including who is responsible for the task.

It shall be ensured that ‘As built’ documentation is prepared in keeping with the execu-tion of the Work and is provided in pursuance of the requirements of the tender docu-ments, especially SS – Common to Designing and ICT – Basis and Requirements.

For the management of the task, the Employer's paradigm shall be used for the “List of Appendices” attached to the specification: “Design-Build Contracts”, ‘As built’ documentation and handing over to operations.

10 Audits

10.1 External audits - the Employer

The Contractor shall – in his description of external audits conducted by the Em-ployer – incorporate text from SC, Re section 17.

10.2 Internal audits in the Contract

When establishing the scope of the audit, assistance shall be applied for at the DRD Lead Auditor.The Contractor shall account for the carrying out of the Contractor’s audit in his own organisation as well as in the organisations of business partners.

The Contractor’s audit shall be carried out, on a regular basis, throughout the con-tract period.The Employer shall receive notice 2 weeks prior to audit for the possibility of attend-ing the Contractor’s audit.

Audit at the designersThe first audit shall take place no later than 8 weeks after the beginning of the design phase and, it is mandatory to carry out <at least 2 audits a year> during the design period.

Audit at the Contract Management (managing the Contract)Audit shall be carried out in a representative way with regard to period of time as well as importance to the management of the Contract.

The first audit shall take place no later than 8 weeks after the beginning of the Contract period. It is mandatory to carry out <at least 2 audits a year> during the Contract period.

Audit at subcontractors and the Contractor’s own productionAudit shall be carried out at subcontractors as well as in own production.

Audit shall be carried out in a representative way with regard to period of time as well as importance. It is mandatory to carry out <at least 2 audits a year> during the Contract period.

Audit at the suppliersWhere it is cost-intensive to change what has been delivered and/or the Work is complex, audit is to be carried out at the suppliers (who prepare Contract specific working procedures).

Audit shall be carried out in a representative way with regard to period of time as well as importance.It is mandatory to carry out <at least 1 audit> during the Contract period.

Audit reports from the audit of the Contractor shall be made available for the Employer on pro-jectweb no later than 1 week after the publication of the report internally in the Contractor’s organ-isation.

10.3 Audit plan - internal audits

The Contractor shall prepare and maintain an audit plan which shows time and date,


participants, audit subjects, person responsible etc., in connection with audit.

On an ongoing basis throughout the time of the project, the plan shall be updated and shall reflect audits planned as well as completed.

AppendixAudit plan

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