Key Tasks of CSC or AE

The Consultant Team—either as Construction Supervision Consultant (CSC) or Authority’s Engineer (AE)—is responsible for managing and supervising the highway or expressway project on behalf of the client (NHAI or MoRTH). Below are the Key Tasks Managed by the Consultant Team:

Table of Contents

🔑 Key Tasks Managed by Consultant Team (CSC or AE)

1. Project Management & Supervision

  • Monitor overall construction progress against the project schedule.
  • Ensure timely mobilization of contractor resources.
  • Conduct regular site visits and progress review meetings.
  • Maintain detailed records, diaries, photographs, and documentation.

Reference: IRC\:SP:19, MoRTH Standard Data Book, Project Management Manual

2. Technical and Quality Control

  • Review and approve construction drawings and method statements.
  • Monitor material quality and workmanship through on-site testing and lab checks.
  • Enforce the Quality Assurance Plan (QAP) and Quality Control protocols.
  • Issue Non-Conformance Reports (NCRs) and ensure corrective action.

Reference: MoRTH Specifications, IRC\:SP:11, IRC\:SP:89

3. Contract & Claims Management

  • Interpret contract clauses and scope of work.
  • Process Interim Payment Certificates (IPCs) and variations.
  • Handle disputes, claims, and recommend Extension of Time (EOT) if needed.
  • Support in arbitration or litigation if required.

Reference: MoRTH Concession Agreements, FIDIC Conditions (if applicable)

4. Design & Drawing Review

  • Vet construction and shop drawings submitted by the contractor.
  • Approve design modifications based on site conditions.
  • Ensure conformity with GADs (General Arrangement Drawings) and BOQs.

Reference: MoRTH Bridge Code, IRC:6, IRC:21, IRC\:SP:113

5. Environmental and Social Safeguards Monitoring

  • Supervise implementation of the Environmental Management Plan (EMP).
  • Monitor compliance with pollution control, afforestation, and waste disposal norms.
  • Ensure contractor adheres to Resettlement Action Plans (if applicable).

Reference: MoEF Guidelines, World Bank/ADB Safeguards (if externally funded)

6. Road Safety Management

  • Conduct periodic Road Safety Audits (RSA) during construction.
  • Ensure safe traffic diversions and temporary signage as per IRC\:SP:55.
  • Recommend and monitor installation of permanent safety features.

Reference: IRC\:SP:88, IRC\:SP:55, IRC:99

7. Surveying and Measurement Verification

  • Check line, level, and layout control provided by the contractor.
  • Verify cross-sections, embankments, and finished road levels.
  • Certify measurements for contractor’s billing.

Reference: IRC\:SP:19, IS:3764, MoRTH Technical Circulars

8. MIS and Documentation

  • Maintain digital and physical records of all project communications.
  • Submit weekly/monthly progress reports, dashboards, and data logs.
  • Update NHAI’s Data Lake, PMS, and other portals.

Reference: NHAI MIS Guidelines, PMIS Protocols

9. Stakeholder Coordination

  • Coordinate between NHAI/MoRTH, contractors, state departments, and utility agencies.
  • Support in obtaining clearances and resolving public grievances.

Reference: MoRTH Manual for Consultants, Stakeholder Engagement Frameworks

10. Completion, Handover & DLP Monitoring

  • Assist in final inspections and punch list clearance.
  • Certify final bills and issue completion certificates.
  • Monitor defects liability period (DLP) obligations and performance.

Reference: Contract Conditions, MoRTH Completion Protocol

Here’s an expanded version of “1. Project Management & Supervision” for Highway/Expressway projects under CSC (Construction Supervision Consultant) or AE (Authority’s Engineer) roles, with relevant references to:

  • IRC Codes
  • EPC Contract Conditions
  • Concession Agreements (for PPP/BOT/DBFOT projects)

🔍 1. Project Management & Supervision – Expanded

🔸 1.1. Overall Supervision & Project Planning

The consultant team ensures that the construction is carried out as per approved Designs, Specifications, Drawings, and Contractual Conditions.

Key Responsibilities:

  • Supervise all project activities and contractor’s work plans.
  • Monitor physical and financial progress.
  • Compare project schedule with actual performance using Gantt Charts, S-Curves, Primavera/MSP reports.
  • Issue instructions for work sequencing, resources, and rectifications if needed.

References:

  • IRC\:SP:19-2001 – Manual for Survey, Investigation & Preparation of Road Projects (esp. Ch. 10 & 11)
  • MoRTH EPC Agreement:
  • Clause 2.1 to 2.3 – Obligations relating to commencement of work
  • Clause 5.1 to 5.4 – Project milestones and completion schedule
  • Schedule J – Project completion schedule
  • IRC\:SP:84-2019 – Guidelines for PPP Projects under Hybrid Annuity Model (HAM)

🔸 1.2. Monitoring of Contractor’s Resources

Ensure the contractor mobilizes adequate manpower, machinery, materials, and finance in accordance with the contract agreement.

Key Tasks:

  • Verify deployment of key and non-key personnel.
  • Check availability of critical equipment.
  • Review contractor’s monthly resource planning and productivity.

References:

  • MoRTH EPC Agreement:
  • Clause 9.1.1 & 9.2 – Deployment of personnel and equipment
  • Clause 10.1 – Obligations relating to quality assurance
  • IRC\:SP:47-1998 – Guidelines on Quality Systems for Road Construction

🔸 1.3. Review of Work Programme & Progress Reports

The consultant must verify and approve the Contractor’s Work Programme and review weekly/monthly reports.

Key Deliverables:

  • Review of baseline and revised work programmes (Primavera/MS Project).
  • Periodic progress reports (physical & financial).
  • Approve catch-up plans for delays.

References:

  • EPC Contract Conditions:
  • Clause 5.3 – Work programme
  • Clause 5.4 – Monthly reports
  • IRC\:SP:79-2008 – Manual for Project Preparation of Expressways

🔸 1.4. Issuance of Instructions & Site Orders

Issue daily or formal instructions to the contractor on work clarifications, safety, quality, and corrections.

Types of Instructions:

  • Site memos and observations.
  • Work stoppage or rectification orders.
  • Safety and compliance orders.

References:

  • EPC Agreement:
  • Clause 5.6 – Instructions by Authority’s Engineer
  • Clause 19.2 – Suspension for Safety Reasons
  • IRC\:SP:55-2014 – Guidelines on Traffic Management during Construction

🔸 1.5. Conducting Site Meetings

The AE or CSC holds various site review meetings to track progress and resolve issues.

Meetings Include:

  • Kick-off meeting.
  • Weekly site meetings.
  • Monthly progress review with NHAI/MoRTH.
  • Special meetings with utility, forest, railway, or local authorities.

References:

  • MoRTH EPC Agreement:
  • Clause 5.7 – Site meetings and records
  • Clause 26.1 – Resolution of Disputes through Consultation
  • IRC\:SP:90-2010 – Guidelines on Road Safety Audit during Construction

🔸 1.6. Performance Evaluation & Non-Conformance Reporting

Evaluate the contractor’s compliance and performance using KPIs. Issue Non-Conformance Reports (NCRs) for deficiencies.

Key Areas:

  • Work quality, timeline adherence, and safety compliance.
  • Penalties and damages for delays or poor workmanship.

References:

  • EPC Agreement:
  • Clause 11.3 – Liquidated Damages for Delay
  • Clause 10.6 – Remedial Measures
  • Clause 24.1 – Performance Security
  • Schedule-K (EPC Contract) – Monitoring and Evaluation Parameters

🔸 1.7. Progress Certification and IPCs

Verify measurements and quantities executed. Certify the Interim Payment Certificates (IPCs) and recommend payment.

Duties Include:

  • Joint measurement and level checks.
  • Preparing IPCs and recommending to the Authority.

References:

  • MoRTH EPC Agreement:
  • Clause 19.1 to 19.5 – Payments
  • Schedule G – Payment Milestones
  • IRC\:SP:57 – Guidelines on Quality Control for Road Works

🔸 1.8. Risk & Issue Management

Identify and report construction risks—delays, technical errors, weather disruptions, labor disputes—and recommend mitigation.

Tasks Include:

  • Maintaining risk registers.
  • Issuing early warning notices to NHAI and contractor.

References:

  • EPC Contract:
  • Clause 26 – Dispute Resolution
  • Clause 19.6 – Suspension due to Force Majeure
  • IRC\:SP:102 – Risk Management Guidelines for Road Projects

🔍 2. Technical and Quality Control – Expanded

Quality Control (QC) is a core function of the CSC/AE team and ensures that all construction activities conform to the contractual specifications, design standards, and quality benchmarks defined in the project documents.

🔸 2.1. Review and Approval of Method Statements

Before executing any major construction activity (earthwork, GSB, WMM, concrete paving, structures, etc.), the contractor must submit a Method Statement. The consultant reviews and approves these for safety, constructability, and quality.

Key Tasks:

  • Ensure compliance with MoRTH Specifications and IRC Codes.
  • Approve work sequences, material use, mixing ratios, curing methods, safety plans.

References:

  • MoRTH Specifications (5th Revision)
  • IRC\:SP:89 – Guidelines on Use of Soil and Soil Stabilization
  • EPC Contract:
  • Clause 10.1(b) – Review of Work Plan and Method Statements

🔸 2.2. Quality Assurance Plan (QAP) Review & Monitoring

The contractor must submit a Quality Assurance Plan (QAP) covering testing frequencies, sampling protocols, internal quality systems, and lab setups.

Consultant Responsibilities:

  • Review and approve the QAP.
  • Ensure the contractor follows the QAP on site.
  • Audit internal quality checks periodically.

References:

  • MoRTH Circular RW/NH-33044/4/2019-S\&R(R) – Format for QAP submission
  • EPC Contract:
  • Clause 10.1(c) – Implementation of QAP
  • IRC\:SP:47 – Guidelines on Quality Systems for Road Construction

🔸 2.3. Field & Laboratory Testing Supervision

The consultant ensures that the contractor’s field and laboratory testing complies with the contract and relevant IS/IRC standards.

Scope Includes:

  • Witnessing tests for sub-grade, GSB, WMM, DBM, BC, concrete, steel.
  • Cross-verifying calibration of testing equipment.
  • Ensuring frequency of testing as per contract or MoRTH Table 900-1.

References:

  • MoRTH Section 900 – Quality Control Requirements
  • IRC\:SP:11 – Handling of Bituminous Mixes
  • IS Codes – IS 2720 (soil), IS 516 (concrete), IS 2386 (aggregates)

🔸 2.4. Site Quality Audits & Non-Conformance

The AE or CSC must carry out periodic Site Quality Audits and issue Non-Conformance Reports (NCRs) if materials or workmanship deviate from standards.

Consultant’s Role:

  • Identify and document NCRs (for compaction failure, material issues, improper execution, etc.).
  • Recommend corrective action and re-testing.
  • Ensure NCR closure with rework verification.

References:

  • EPC Contract:
  • Clause 10.6 – Remedial Measures
  • Clause 17.1 – Rejection of Defective Work
  • Schedule-L – Quality Monitoring Schedule

🔸 2.5. Third-Party Testing / Cross Verification

The consultant may recommend or witness third-party lab tests for validation, especially if there’s a dispute or major quality failure.

Key Points:

  • Coordinate with accredited NABL laboratories.
  • Validate samples drawn jointly with NHAI/contractor.
  • Recommend penalties if third-party results contradict site records.

References:

  • MoRTH Quality Manual
  • EPC Agreement:
  • Clause 10.5 – Independent Testing
  • Clause 19.8 – Defects Liability Period Tests

🔸 2.6. Workmanship Verification and Material Approval

Before execution, source approvals and material testing are done for items like aggregates, bitumen, cement, steel, admixtures, etc.

Consultant Duties:

  • Approve material sources (quarry, borrow areas).
  • Ensure IS-marked and certified material only.
  • Monitor batching, mixing, compaction, and finishing techniques.

References:

  • IRC\:SP:53 – Guidelines on Construction of Cement Concrete Pavement
  • MoRTH Sections 1000–2500 – Material and Workmanship Requirements
  • EPC Contract:
  • Clause 10.2 – Material Approval
  • Schedule-G – Payment Milestones linked to item-wise execution

🔸 2.7. Quality Records and Documentation

Consultants must maintain all QC records—checklists, site memos, test results, photographic evidence—on a daily and monthly basis.

Documents Include:

  • Daily Site Inspection Reports
  • Monthly Quality Reports
  • Material Register & Calibration Records

References:

  • EPC Agreement:
  • Clause 10.7 – Maintenance of Records
  • IRC\:SP:19 – Project Supervision Guidelines

🔸 2.8. Final Quality Certification

Before issuing completion certificates or final IPCs, the consultant must certify that work meets quality standards and project specifications.

Key Items:

  • Verify road roughness, surface evenness (IRI), compaction, and strength parameters.
  • Prepare Quality Clearance Reports for NHAI approval.

References:

  • MoRTH Section 900, Tables 900-4 to 900-8
  • Clause 11.1 – Completion Tests
  • Schedule-K (EPC Agreement) – Performance Parameters and Penalties

✅ Summary Table of Key Codes & References:

AspectRelevant Codes & Clauses
Method StatementsEPC Cl. 10.1(b), IRC\:SP:89
QAPMoRTH QAP Circular, EPC Cl. 10.1(c)
TestingMoRTH Sec. 900, IRC\:SP:11, IS Codes
NCREPC Cl. 10.6, Cl. 17.1
Third-Party TestingEPC Cl. 10.5
Material ApprovalEPC Cl. 10.2, MoRTH Sec. 1000–2500
Final Quality Cert.EPC Cl. 11.1, MoRTH Tables 900-4 to 900-8

📘 3. Contract & Claims Management – Expanded

Contract & Claims Management is a critical responsibility of the Consultant to ensure the project is executed in compliance with contractual obligations, minimize disputes, and protect the interest of the Authority (NHAI/MoRTH).

🔹 3.1 Contract Administration

Consultants are responsible for interpreting the contract provisions, ensuring that both the Contractor and the Authority understand and adhere to their respective roles and obligations.

Responsibilities:

  • Interpret contractual clauses and schedules.
  • Monitor key dates, obligations, and deliverables.
  • Maintain a contract correspondence register.
  • Ensure timely submission of reports, insurance, bank guarantees, mobilization advances, etc.

Key References:

  • EPC Agreement:
  • Clause 2.1 – Scope of the Project
  • Clause 3.1–3.6 – Obligations of the Authority
  • Clause 4.1–4.4 – Obligations of the Contractor
  • Schedule-C – Conditions Precedent
  • Schedule-E – Project Completion Schedule

🔹 3.2 Change of Scope (CoS) Management

Consultants assist in identifying and evaluating legitimate Change of Scope items such as utility shifting, land acquisition delays, design modifications, or additional works.

Tasks:

  • Assess technical necessity and cost implication.
  • Review contractor’s proposal or initiate Authority’s change order.
  • Recommend rates based on MoRTH Schedule of Rates (SOR) or market rate analysis.
  • Ensure prior approval from NHAI HQ (where applicable).

References:

  • EPC Contract Clause 13.1–13.5 – Change of Scope
  • IRC\:SP:19 – Supervision Guidelines
  • MoRTH SOR 2023 – Rate Analysis Reference

🔹 3.3 Extension of Time (EOT) Assessment

Consultant must assess any delays and determine whether the contractor is entitled to Extension of Time (EOT) with or without cost implication.

Activities:

  • Analyze construction schedules vs. actual progress (using Primavera/MSP).
  • Identify excusable delays (rainfall, utility, forest clearance, etc.).
  • Recommend approval or rejection of EOT request.

References:

  • EPC Contract Clause 10.4 – Delays and Extension of Time
  • Clause 20.1 – Force Majeure Events
  • Schedule-F – Construction Schedule & Completion Milestones

🔹 3.4 Claims Evaluation

Consultants examine contractor’s claims for cost or time, including escalation, force majeure, change of law, and delayed approvals.

Consultant Role:

  • Vet supporting documentation and logic of the claim.
  • Analyze compliance with Notice Procedures (within timelines).
  • Recommend for acceptance, negotiation, or rejection.

References:

  • EPC Clause 26.1–26.4 – Dispute Resolution
  • Clause 25.1 – Contractor Claims
  • Schedule-M – Proforma for Claims

🔹 3.5 Price Adjustment / Escalation

Consultants verify the contractor’s price adjustment claims for inputs like bitumen, fuel, cement, and steel based on WPI indices.

Key Tasks:

  • Verify quantities executed and price indices.
  • Check against formula in Schedule-H (Price Adjustment Formula).
  • Issue recommendations for payment in Interim Payment Certificates (IPCs).

References:

  • EPC Clause 18.1–18.5 – Price Adjustment
  • Schedule-H – Index-Based Escalation Formula

🔹 3.6 Contractual Notices and Record Keeping

Consultants maintain a contractual record of events such as hindrances, delays, and NCRs that may later affect claims or arbitration.

Documents to Maintain:

  • Daily site instructions and communication.
  • Delay event logs and joint records.
  • Notices under EPC Clause 25 and 26.

🔹 3.7 Interim and Final Payment Certifications (IPC/FPC)

Consultants verify and certify contractor’s monthly payments as per work progress and DLP obligations.

Tasks:

  • Verify executed quantities vs. BOQ & drawings.
  • Ensure materials conform to specifications.
  • Apply penalties or deductions for delays or quality failures.

References:

  • EPC Clause 19.1–19.8 – Payment Terms
  • Schedule-G – Payment Schedule
  • IRC\:SP:57 – Guidelines for Payment Certification

🔹 3.8 Dispute Avoidance and Arbitration Support

Consultants act as the first line of dispute avoidance by maintaining clear documentation and objective recommendations. They also support the Authority during Dispute Resolution Board (DRB) or arbitration hearings.

Key Points:

  • Support preparation of Authority’s defense.
  • Provide factual clarifications, site records, and opinions.
  • Act as witness or expert where needed.

References:

  • EPC Clause 26.3 – Arbitration
  • Schedule-N – DRB Constitution and Functions

✅ Summary Table of Key Clauses & Codes

ActivityReference
Contract AdminEPC Cl. 2–4, Sched-C, E
Change of ScopeEPC Cl. 13, MoRTH SOR
EOTEPC Cl. 10.4, Cl. 20.1
ClaimsEPC Cl. 25–26, Sched-M
Price EscalationEPC Cl. 18, Sched-H
PaymentEPC Cl. 19, Sched-G
ArbitrationEPC Cl. 26, Sched-N

📘 4. Design & Drawing Review

Design and Drawing Review is a fundamental responsibility of the Authority’s Engineer or Construction Supervision Consultant (CSC), especially in EPC mode projects where the contractor undertakes design responsibilities (Design-Build approach). The Consultant must ensure that all designs comply with statutory, safety, technical, and performance requirements as stipulated by IRC, MoRTH, and BIS.

🔹 4.1 Review of Contractor’s Design Submissions

Under the EPC mode, the contractor is obligated to submit designs, drawings, and technical reports for review and approval by the AE/CSC before execution.

Tasks of the Consultant:

  • Review General Arrangement Drawings (GAD), structural drawings, drainage designs, and geometric designs.
  • Ensure all submissions conform to prescribed technical standards, safety norms, and performance specifications.
  • Conduct iterative design review cycles (with comments, revisions, and approvals).

EPC Contract References:

  • Clause 2.5 – Review and Approval of Design
  • Clause 6.1–6.5 – Design Obligations of the Contractor
  • Schedule-D – Technical Specifications and Design Standards

🔹 4.2 Conformance to IRC, MoRTH, and BIS Standards

Consultants must ensure the designs meet the minimum prescribed codes and manuals, including:

Key References:

  • IRC\:SP:84-2019 – Manual of Specifications & Standards for Highway Projects (EPC)
  • MoRTH Specifications (5th Revision) – For construction and materials
  • IRC:6-2017 – Code of Practice for Road Bridges (General Features)
  • IRC:112-2011 – Concrete Road Bridges
  • IRC:37-2018 – Design of Flexible Pavements
  • IRC:58-2015 – Design of Rigid Pavements
  • IS:456 – General RCC Design
  • IS:800 – Steel Structures Design

🔹 4.3 Geometric Design and Safety Compliance

Consultants must scrutinize:

  • Horizontal & vertical alignments, super-elevations, transition curves.
  • Sight distances, stopping sight distance (SSD), overtaking sight distance (OSD).
  • Cross-sectional elements, including lane widths, shoulders, medians, and side slopes.

References:

  • IRC:73-1980 – Geometric Design of Rural Roads
  • IRC:86-2018 – Geometric Design Standards for Urban Roads in Plains
  • MoRTH Circulars & Design Guidelines

🔹 4.4 Structural Design Vetting

Review and certify the adequacy of:

  • Culverts, bridges, flyovers, RE walls, and ROB/RUB structures.
  • Loading as per IRC:6 and IRS loading classes.
  • Soil-structure interaction for foundations and embankments.

Key Tasks:

  • Ensure proper application of STAAD/Bridge design models.
  • Conduct peer reviews (if required by Authority).
  • Ensure serviceability and durability.

Relevant Codes:

  • IRC\:SP:13, IRC\:SP:64, IRC:78 – For various bridge types.
  • IRC\:SP:87 – RE wall and soil nail structures.

🔹 4.5 Drainage and Hydrology Review

Consultant must validate the hydraulic design of:

  • Longitudinal & cross-drainage systems
  • Embankment protection
  • Flood level assessments, HFL marking, and hydrological models

References:

  • IRC\:SP:42-2014 – Guidelines for Road Drainage
  • IRC\:SP:50 – Guidelines on Urban Drainage
  • MoRTH Circulars on Stormwater Management

🔹 4.6 Pavement Design Approval

Check adequacy of flexible and rigid pavement design with respect to:

  • Traffic loading (MSA)
  • CBR values, subgrade strength
  • Material layers and thickness

References:

  • IRC:37-2018 – Flexible Pavements
  • IRC:58-2015 – Rigid Pavements
  • IRC\:SP:89, IRC\:SP:76 – PQC & DLC

🔹 4.7 Construction Drawings and As-Built Review

  • Approve “Good for Construction” (GFC) drawings prior to execution.
  • Post-completion, verify As-Built Drawings submitted by the contractor.
  • Ensure drawings reflect changes during construction and are digitally archived.

🔹 4.8 Integration with GAD and Utility Drawings

  • Ensure compatibility between GAD, utility diversion plans, and highway profile.
  • Confirm approval of affected utility agencies (railways, irrigation, telecom).

🔹 4.9 Safety Features Design Review

  • Scrutinize crash barrier layouts, pedestrian facilities, road signs, markings, and lighting.
  • Confirm conformance with:
  • IRC\:SP:55 – Traffic Safety Barriers
  • IRC\:SP:99, IRC:67 – Road Signage
  • IRC\:SP:87 – Lighting & Electrical Features

🔹 4.10 Design Review Reporting and Logs

  • Maintain a Design Review Register with submission dates, review comments, approvals, and revisions.
  • Submit Monthly Design Review Reports to NHAI HQ and Regional Office.

✅ Key Clauses and Documents Summary

Design Review ItemReference Document / Clause
Review ObligationsEPC Cl. 2.5, Cl. 6.1–6.5
Road GeometryIRC:73, IRC:86
Pavement DesignIRC:37, IRC:58
Structural DesignIRC:6, IRC:112, IRC:78
Drainage DesignIRC\:SP:42, IRC\:SP:50
Safety FeaturesIRC\:SP:55, IRC:67, IRC\:SP:99
Drawings ApprovalSchedule-D (EPC), GFC/As-Built
ReportingMoRTH Supervision Guidelines

Here is an expanded version of Point 5: Progress Monitoring & Reporting for inclusion in your handbook for Authority’s Engineer (AE) or Construction Supervision Consultant (CSC) teams on NHAI/MoRTH highway projects, with references to relevant IRC codes, MoRTH circulars, and EPC Contract clauses.

5. Progress Monitoring & Reporting

5.1 Scope & Purpose

Progress monitoring is a critical responsibility of the Consultant team to ensure timely execution of works as per contract milestones, work program, and critical path schedules. The aim is to:

  • Identify and mitigate delays proactively.
  • Ensure transparency and accountability in construction progress.
  • Provide timely updates to the Authority (NHAI/MoRTH) for decision-making.

5.2 Reference Documents

  • EPC Contract:
  • Clause 10.1: Construction Period & Time for Completion
  • Clause 18: Progress Reports
  • Schedule-J: Project Completion Schedule
  • Schedule-M: Reporting Requirements
  • Schedule-K: Key Dates and Milestones
  • IRC Codes:
  • IRC\:SP:84-2019 – Manual for EPC projects
  • IRC\:SP:92 – Manual for Quality Control and Supervision
  • MoRTH Circulars – Related to project monitoring and dashboard integration.

5.3 Key Activities in Progress Monitoring

  1. Baseline Schedule Review
  • Examine and approve the contractor’s construction schedule in Primavera/MS Project or equivalent.
  • Check for alignment with key dates in Schedule-K.
  • Ensure the schedule includes resource allocation, float, and sequence logic.
  1. Daily/Weekly Site Monitoring
  • Deploy site engineers to monitor progress in real-time.
  • Record actual vs planned quantities, activities, and resource deployment.
  • Maintain Daily Progress Reports (DPRs) and Weekly Site Progress Logs.
  1. Monthly Progress Report (MPR)
  • Compile comprehensive reports including:
    • Progress % (physical and financial)
    • Photos with date-stamps and geotags
    • Bar charts, S-curves, and variance analyses
    • Site issues, bottlenecks, weather reports, and delays
    • Resource deployment (labour, equipment)
    • Compliance with Environmental Management Plans (EMP)
  • Submit to NHAI as per Schedule-M.
  1. Milestone Tracking
  • Monitor Key Dates (KD1–KDn) and Scheduled Completion in line with Schedule-K.
  • Evaluate reasons for deviations and propose mitigation.
  1. Critical Path Method (CPM) Analysis
  • Use software tools to monitor float and identify critical activities that could delay the project.
  • Propose adjustments to recover delays.
  1. EOT and Delay Analysis Support
  • Provide independent delay analysis to support decisions on Extension of Time (EOT) requests under Clause 10.4.
  • Maintain documentation and contemporaneous records of events causing delay.
  1. Integration with NHAI Dashboard
  • Feed data into NHAI’s real-time project monitoring portals (e.g., Gati Shakti, INFRACON).
  • Ensure GPS-based progress data from mobile apps is updated in digital dashboards.
  1. Work Zone Safety Monitoring
  • Include observations related to traffic management, signage, night-time visibility, etc., in the reports.
  • Refer to IRC\:SP:55 and IRC\:SP:94 for temporary traffic management.

5.4 Tools & Templates

  • Primavera/MSP Project Schedule Template
  • S-Curve and Earned Value Chart formats
  • DPR and MPR template (as per MoRTH guidelines)
  • Site photo and GPS log sheets
  • Delay Analysis Format (Time Impact Analysis, Window Analysis)

5.5 Non-Conformance & Alert Reporting

  • Identify schedule slippages, deviations from planned sequence, or resource shortfalls.
  • Issue alerts to contractor with request for corrective measures.
  • Escalate unresolved issues in Monthly Review Meetings (MRMs) with NHAI.

6. Road Safety Management

6.1 Objective

Road Safety Management involves continuous assessment, auditing, and enforcement of design and construction stage safety protocols to minimize crash risks, protect road users and workers, and comply with applicable standards. It is both a pre-construction and during-construction responsibility of the Consultant (AE/CSC).

6.2 Relevant Documents & Codes

Contractual Provisions

  • EPC Contract Clauses:
  • Clause 2.5.1(f): Review of Safety Measures in Designs
  • Clause 10.9: Traffic Management During Construction
  • Clause 17.3: Safety Provisions
  • Schedule-L: Safety Requirements
  • Schedule-D: Design and Performance Standards

Key IRC/MoRTH References

  • IRC\:SP:55 – Guidelines on Safety in Construction Zones
  • IRC\:SP:88 – Manual on Road Safety Audit
  • IRC\:SP:99 – Guidelines for Traffic Safety Barriers
  • IRC:67 – Code for Road Signs
  • MoRTH Specifications Section 800 (Clause 810–816)
  • MoRTH Circulars on speed calming measures, rumble strips, and crash data reporting

6.3 Responsibilities of Consultant Team

(A) Design-Stage Safety Audits

  • Review of DPR/GFC drawings for:
  • Horizontal and vertical alignment consistency
  • Sight distance and safe stopping distance
  • Median openings and junction locations
  • Pedestrian crossings and underpasses
  • Provision of safety appurtenances (barriers, signs, markings)
  • Validate contractor’s compliance with Schedule-D and IRC\:SP:88 requirements.

(B) Construction Stage Road Safety

  • Monitor and enforce:
  • Proper barricading, signages, and delineators
  • Adequate lighting in work zones (especially at night)
  • Temporary traffic diversions and flagmen deployment
  • Emergency response protocols (ambulance, breakdown recovery)
  • Enforce lane discipline and speed calming at temporary diversions.
  • Use tools such as the Work Zone Safety Checklist per IRC\:SP:55.

(C) Safety Appurtenance Verification

Ensure that all mandatory features are implemented as per:

  • Crash Barriers – Type, location, anchorage (per IRC\:SP:99)
  • Traffic Signs & Pavement Markings – Type, reflectivity, size, and placement (per IRC:67)
  • Pedestrian Facilities – Footpaths, railings, underpasses, and signage

(D) Accident/Crash Data Monitoring

  • Collect and maintain data of accidents within project influence area.
  • Analyze crash-prone locations (Black Spots) and recommend interventions.
  • Coordinate with local traffic police for verification of fatality records.
  • Report findings in Monthly Progress Reports (MPR).

(E) Third-Party Safety Audits

  • Facilitate Independent Safety Audits at key stages:
  • Stage-1: During Conceptual Design
  • Stage-2: Detailed Design
  • Stage-3: Pre-Opening
  • Stage-4: Post-Construction
  • Document compliance and rectification through audit reports.

6.4 Safety during Operation & Maintenance (Defect Liability Period)

  • Monitor safety performance and complaint redressal.
  • Ensure contractors maintain:
  • Clean and visible road signs
  • Replacement of damaged safety installations
  • Debris clearance and night visibility

6.5 Tools and Checklists

  • Road Safety Audit Templates (IRC\:SP:88)
  • Temporary Traffic Control Checklist (IRC\:SP:55)
  • Speed data log templates
  • Photo documentation of safety installations
  • Safety compliance checklists (as per Schedule-L of EPC)

6.6 Reporting & Escalation

  • Submit monthly safety compliance reports with photos and incident logs.
  • Highlight non-compliance through Non-Conformance Reports (NCRs).
  • Raise high-risk safety concerns immediately in Weekly and Monthly Review Meetings.

7. Surveying and Measurement Verification

7.1 Objective

Accurate surveying and measurement verification are fundamental to ensuring:

  • Proper execution of works as per alignment, levels, and dimensions.
  • Transparent and verifiable contractor payments.
  • Accountability for materials, quantities, and work done.

Consultants are mandated to verify, certify, and maintain records related to all field surveys and quantity measurements throughout the project lifecycle.

7.2 Applicable Codes, Standards, and Contractual References

IRC and MoRTH References:

  • IRC\:SP:19 – Manual for Survey, Investigation and Preparation of Road Projects
  • IRC\:SP:84-2019 – Manual for EPC Projects
  • IRC\:SP:113 – Guidelines on Preparation of Bill of Quantities
  • MoRTH Specifications – Section 100 to 900 (as applicable for works)
  • MoRTH Circulars on digital survey data and measurement books

EPC Contract Provisions:

  • Clause 14.2: Measurement and Payment
  • Clause 14.3: Interim Payment Certificate
  • Clause 19.3: Monthly Statements
  • Schedule-H: Payment Schedule and Milestones
  • Schedule-D: Design Standards

7.3 Key Responsibilities of Consultant Team

A. Pre-Construction Survey Verification

  • Verification of Contractor’s Joint Verification Survey:
  • Horizontal & vertical alignment
  • Benchmarks, control points, and centerlines
  • Finalization of cross-sections and longitudinal profiles
  • Confirm accuracy and integrity of GPS/GNSS, Total Station, and Auto Level data.

B. Construction Layout Verification

  • Check and approve:
  • Layout of centerline, subgrade widths, camber, super-elevation
  • Real-time field data for curves, vertical profiles, structure locations
  • Ensure compliance with the approved alignment and Schedule-D design standards.

C. Measurement Verification for Payment

  • Conduct joint measurements with contractor’s team for:
  • Earthwork, subgrade, GSB/WMM, DBM/BC layers
  • Structures: Foundations, abutments, deck slabs, RE walls
  • Utilities: Drainage, ducts, signages, road furniture
  • Maintain and verify:
  • Level Books
  • Cross-section Sheets
  • Daily Measurement Sheets (DMS)
  • GPS-tagged photo records
  • Use AutoCAD or similar tools to generate as-built drawings for each work component.

D. Digital Survey Data & e-MB

  • Promote use of:
  • Electronic Measurement Books (e-MB)
  • Drone/UAV-based photogrammetry
  • Mobile apps and GPS tagging for verification
  • All records should be geo-tagged, timestamped, and signed jointly.

7.4 Accuracy & Tolerances

  • As per MoRTH Specifications, acceptable tolerances are defined for:
  • Embankment levels, width, thickness
  • Pavement layers (±10 mm for thickness, ±25 mm for width)
  • Gradient and cross-slope variations (±0.1–0.2%)
  • Ensure that the contractor complies with IRC & MoRTH tolerances for every layer before allowing next stage.

7.5 Checklist for Verification

ItemVerification ParametersTools
EarthworkDepth, width, cross-sectionsAuto Level, Total Station
Pavement layersThickness, width, rollingCore cutter, tapes, DCP
StructuresReinforcement quantity, dimensions, levelsRebar meters, digital cameras
Road furniturePlacement, size, spacingTemplates, field books

7.6 Documentation & Reporting

  • Maintain complete chain of signed measurement sheets.
  • Submit Monthly Measurement Books (MMBs) and update Annexure in IPCs.
  • Record disputes in measurements, if any, with photo/video evidence.
  • Prepare As-Built Drawings at project closeout.

7.7 Deviations & Rectifications

  • Identify over-excavation, deficient layers, or deviations.
  • Recommend penalties/reductions or rework in line with:
  • Clause 10.6 of EPC Contract – Defective Work
  • Clause 14.7 – Withholding Payment for Unverified Quantities

8. Management Information System (MIS) and Documentation

8.1 Objective

Effective MIS and Documentation is central to the project’s success as it ensures:

  • Systematic recordkeeping of all project data
  • Transparent decision-making and audits
  • Accurate billing and milestone tracking
  • Smooth contract enforcement and future reference

Consultants are responsible for setting up and maintaining a robust MIS system in coordination with the Authority and the contractor.

8.2 Relevant Codes, Standards & Guidelines

  • EPC Contract Clauses:
  • Clause 9.4: Project Management System
  • Clause 10.4: Records and Reports
  • Clause 14.2–14.4: Measurement and Payment
  • Schedule-H: Project Milestones and Payment Schedule
  • Schedule-Q: Reporting Requirements
  • MoRTH Guidelines:
  • MoRTH Circular on e-MB (Electronic Measurement Book)
  • MoRTH SOPs for Digital Documentation and Data Archiving
  • IRC\:SP:84 – Guidelines for MIS, Recordkeeping, Reporting
  • Digital Tools Used:
  • Project Management Software (e.g., Primavera/MSP)
  • GIS-enabled dashboards
  • e-MB and e-Measurement portals
  • Drone and satellite image documentation

8.3 Key Responsibilities of Consultant

A. MIS Setup & Maintenance

  • Develop a digital project dashboard covering:
  • Progress monitoring
  • Financial tracking (IPC payments, mobilization advance)
  • Safety and quality non-conformities
  • Design and drawing approvals
  • Use project management software (Primavera/MS Project) to prepare:
  • Work schedules
  • Resource histograms
  • Baseline vs. actual progress tracking

B. Documentation & Filing System

Maintain a centralized documentation system (both hard and soft copy) with the following indexed folders:

  1. Contractual Documents – EPC agreement, LoA, Performance Security
  2. Design & Drawings – GFC drawings, revised drawings, approved shop drawings
  3. Quality Records – Test results, NCRs, QCRs, QA-QC reports
  4. Measurement Records – Level books, joint measurement sheets, e-MBs
  5. Correspondence – Letters, emails, minutes of meetings (MoMs)
  6. Site Instructions – Daily instructions, inspection records
  7. Safety Records – Inductions, audits, incident reports
  8. Monthly/Weekly Reports – Formats as per Schedule-Q of EPC Contract

C. Reporting

  • Submit reports as per Schedule-Q of EPC Contract:
  • Daily Progress Report (DPR)
  • Weekly Reports with lookahead programs
  • Monthly Progress Reports (MPRs) with photos, earned value analysis
  • Quarterly and Annual Review Reports
  • Include tabulated and graphical data on:
  • Financial progress (cumulative and monthly)
  • Physical progress (milestone-wise)
  • Safety, Quality, Environment statistics

D. e-MB and GIS Tagging

  • Promote electronic measurement with:
  • Real-time data upload
  • Geo-tagged photos
  • Role-based access for contractor, consultant, and Authority
  • Ensure e-MB is synced with physical measurement books and certified drawings.

E. Archiving & Handover

  • At project close-out:
  • Compile As-built Documentation – drawings, approvals, deviations
  • Prepare Completion Report with financial closure and defect records
  • Submit full archive to Authority in digital and physical form
  • Ensure handover of data on external drives/cloud (with index and metadata)

8.4 Annexures & Formats (for Handbook)

  1. Annexure-8A: Sample Folder Index Structure
  2. Annexure-8B: Template – Monthly Progress Report (with photos, graphs)
  3. Annexure-8C: Template – Non-Conformance Register
  4. Annexure-8D: e-MB Certification Flowchart
  5. Annexure-8E: Checklist for Final Documentation Handover

8.5 Best Practices

  • Adopt cloud-based backups for daily reports and drawings.
  • Use QR-coded document tracking (for safety permits, lab results).
  • Ensure metadata tagging (name, date, subject, status) for all scanned files.
  • Maintain a log of all revisions with version control.

9. Stakeholder Coordination

9.1 Objective

Stakeholder coordination is crucial for ensuring smooth project execution, conflict resolution, timely clearances, and alignment between all participating entities. As the key interface between the Authority, Contractor, local bodies, and regulatory agencies, the Consultant plays a central role in managing communication and coordination.

9.2 Relevant References

  • EPC Agreement Clauses:
  • Clause 3.1 – Role and obligations of Authority’s Engineer
  • Clause 11.2 to 11.4 – Interface and coordination obligations
  • Schedule-Q – Communication, reports, and meeting formats
  • IRC Codes and Manuals:
  • IRC\:SP:84-2019, Sections on Coordination and Review Mechanism
  • MoRTH Circulars on Stakeholder engagement, Land Acquisition, Utility Shifting

9.3 Key Stakeholders Involved

StakeholderNature of Interaction
NHAI/MoRTH Regional OfficeOversight, compliance, approvals
Contractor (EPC Entity)Day-to-day construction activities, reporting
Independent Quality Monitors (IQMs)Audits and external QA/QC checks
District AuthoritiesLaw & order, clearances, local support
Forest/Wildlife DepartmentsEnvironmental and forest land clearances
Utility Departments (Water, Electricity, Telecom, Gas, etc.)Coordination for shifting and approvals
Railway AuthoritiesFor ROBs/RUBs and rail coordination
Local CommunitiesGrievance redressal and public consultation
Police & Traffic AuthoritiesTraffic management, diversions, safety
PIU (Project Implementation Unit)Technical and financial review, communication with HQ

9.4 Responsibilities of the Consultant

A. Communication Management

  • Develop and maintain a Stakeholder Communication Plan with:
  • Contact list of all relevant agencies
  • Defined communication channels and frequency
  • Escalation matrix for conflict resolution
  • Maintain records of all meetings, approvals, and agreements (digitally indexed).

B. Meeting Facilitation & Coordination

  • Organize and moderate:
  • Weekly Progress Meetings (Contractor, AE, PIU)
  • Monthly Review Meetings (PIU, RO, HO)
  • Utility Coordination Meetings
  • Safety & Traffic Management Coordination Meetings
  • Prepare detailed Minutes of Meetings (MoM) with clear action items, responsibilities, and deadlines.

C. Liaison for Approvals

  • Facilitate:
  • Environmental & Forest Clearances (EC & FC)
  • Utility Shifting Proposals – submit proposals, drawings, estimates
  • Railway NOCs for ROB/RUB execution
  • Police Approvals for traffic diversion, construction zone safety

D. Grievance Redressal Support

  • Support NHAI in handling complaints related to:
  • Dust, noise, pollution, access blocks
  • Land acquisition or rehabilitation delays
  • Public safety or accidents
  • Maintain a Grievance Register and update action-taken reports

E. Community & Local Coordination

  • Conduct Periodic Awareness Programs in affected areas
  • Road safety, detour plans, blasting schedule
  • Ensure contractor provides:
  • Access roads, signage, barricading, grievance officer

9.5 Tools and Formats

  • Annexure-9A: Stakeholder Contact Directory Template
  • Annexure-9B: Sample Stakeholder Communication Plan
  • Annexure-9C: MoM Format with Action Tracker
  • Annexure-9D: Utility Shifting Status Tracker
  • Annexure-9E: Grievance Redressal Log Template

9.6 Best Practices

  • Use GIS-based dashboards to show utility shifting and land acquisition status in real-time.
  • Assign a Stakeholder Liaison Officer from the Consultant’s team.
  • Maintain a shared digital drive (Google Drive/SharePoint) accessible to stakeholders with version-controlled documentation.
  • Conduct Pre-construction interface workshops for utility and local bodies to streamline handover and shutdown procedures.

Here is a detailed expansion of Point 10: Completion, Handover & DLP (Defect Liability Period) Monitoring for inclusion in the Consultant’s Handbook (for CSC or Authority’s Engineer) applicable to NHAI/MoRTH highway and expressway projects under EPC mode:

10. Completion, Handover & DLP Monitoring

10.1 Objective

To ensure that the highway project is completed as per the approved design, specifications, and contractual obligations; handed over in a fit-for-purpose condition; and systematically monitored during the Defect Liability Period (DLP) for any deficiencies or non-compliance with performance standards.

10.2 Applicable References

  • EPC Agreement Clauses:
  • Clause 17.1 to 17.9 – Completion Certificate and Provisional Certificate
  • Clause 14.1 to 14.4 – Tests on Completion
  • Clause 18.1 to 18.4 – Defects Liability Period
  • Schedule K – Performance and Quality Standards
  • Schedule L – Tests on Completion
  • IRC Codes/Manuals:
  • IRC\:SP:84-2019 – Guidelines for EPC Projects
  • MoRTH Specifications (5th Revision) – Section 900 for Quality Assurance
  • IRC\:SP:55 – Guidelines for Maintenance of Roads

10.3 Key Activities in Completion and Handover

A. Final Construction Review

  • Review of as-built drawings and completion documents from the contractor
  • Final inspection of:
  • Roadway, shoulders, medians
  • Structures (bridges, culverts, ROBs/RUBs)
  • Road furniture and safety devices (signage, markings, crash barriers)
  • Utilities and environmental mitigation measures
  • Ensure all punch-list items from earlier inspections are resolved

B. Testing and Validation

  • Conduct Tests on Completion as per Schedule-L of EPC Agreement:
  • Pavement strength and surface evenness
  • Riding quality and texture depth
  • Structural tests for bridges and culverts
  • Submit Completion Test Reports signed by Contractor and AE/CSC

C. Issuance of Certificates

  • Recommend Provisional Certificate upon substantial completion (Clause 17.3)
  • Recommend Completion Certificate after resolution of punch-list (Clause 17.4)
  • Submit checklist and signed handover certificate to Authority/NHAI PIU

10.4 As-Built Documentation

The Consultant must ensure the Contractor submits complete and accurate as-built records, including:

  • As-Built Drawings – Geometric, structural, and utility layouts
  • Quality Control Records – All QA/QC test reports
  • Maintenance Manual – Preventive and periodic maintenance guidelines
  • O\&M Manuals – For electricals, toll equipment, ITS, etc. (if applicable)
  • Environmental Compliance Documents

Use of digital tools like BIM or GIS platforms is encouraged for asset mapping.

10.5 Defect Liability Period (DLP) Monitoring

A. Duration and Scope

  • DLP is typically 730 days (2 years) post Completion Certificate (Clause 18.1)
  • Contractor is liable to repair, rectify or replace any defective work

B. Monitoring During DLP

  • Conduct Quarterly Inspections during DLP:
  • Pavement distresses (cracks, potholes, rutting)
  • Drainage system performance
  • Bridge/structure maintenance
  • Safety installations and signage condition
  • Maintain a DLP Monitoring Log with geo-tagged photos and GPS-based mapping

C. Reporting and Rectification

  • Raise Non-Conformance Reports (NCRs) to the Contractor
  • Track rectification timelines and closures
  • Submit DLP Status Reports to NHAI/PIU every quarter

10.6 Final Closure

Upon successful completion of DLP:

  • Verify all defects rectified
  • Recommend issuance of Final Handback Certificate by the Authority
  • Release of Performance Security (Clause 10.4) upon satisfactory closure

10.7 Formats & Annexures

  • Annexure 10A: Completion Checklist (Structure-wise & Segment-wise)
  • Annexure 10B: Sample Format for Provisional/Completion Certificate
  • Annexure 10C: DLP Inspection Log Template
  • Annexure 10D: Final Handover Format to PIU
  • Annexure 10E: Flowchart – Certificate Issuance Process

10.8 Best Practices

  • Implement Mobile-based Inspection Apps for DLP tracking
  • Conduct Joint Field Inspections with PIU and Contractor every quarter
  • Include Video Documentation of final completion and DLP rectifications
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