Page 161 - Civil Engineering Project Management, Fourth Edition

Civil Engineering Project Management
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Under file 37/1 all claims should be numbered, usually in order of receipt. Each claim
and correspondence thereon (copied from file 31) should be filed as a separate
section with a tabbed index. All claims should be listed at the front of 37/1 and
marked with the Subject; and whether ‘Pending’, ‘Rejected’, or ‘Settled’ (in the last
case transferred to File 37/2).
The above list is only an example for guidance. If need be any file can be
broken down into sub-files, for example, 11/1, 11/2, etc. On a small job some
files can be merged; on a large job a more extensive system may be required.
It is best to file correspondence under the name of the addressee. This way
letters do not get mis-filed. Important letters that take time to deal with
should be photo-copied so that the original can go straight on file and be kept
there, and the copy can be used for working purposes.
Several files will be required for dayworks sheets. They pose a special prob-
lem which is dealt with in Section 13.9.

13.3 CVIs from contractor and instructions to contractor

CVIs are confirmation of verbal instructions (sometimes called ‘CVOs’ –
confirmation of verbal orders) sent by the contractor to the RE when some
verbal instruction has been given to the contractor as described in Section 17.6.
These CVIs raise a number of problems. They should be filed together with the
RE’s reply and subsequent correspondence. Usually the contractor will have
numbered the CVIs in order. If a dispute arises as to whether any payment
is due under a CVI, this should be given a claim number and transferred
to the Claims File 37/1.
As already mentioned all instructions to the contractor have to be given
in writing or, if given orally, confirmed in writing as soon as possible. Major
instructions will be by letter, copies being put on File 31; but there are many
other day-to-day instructions of a minor nature, such as supplying the general
foreman with a sketch of some levels, etc. To deal with these the RE should be
supplied with forms that can be used for such instructions. The forms should
be A4 size, simply headed thus:
A-B-C project
Site instruction No .......... Date ...................

To: The Agent, Messrs XYZ
From: Resident engineer
Subject ..........

You are requested…etc.
.........................
.........................
This instruction does/does not constitute a variation of the works.