Page 174 - Civil Engineering Project Management, Fourth Edition

Civil Engineering Project Management
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13.12 Supply contract records
On some projects separate contracts are let for the supply of pipes and valves,
and other types of material to be incorporated in the works by the civil engin-
eering contractor. Some of the materials, especially large pipes and valves,
may be on long delivery so contracts for their supply have to be let before the
construction contract commences. When this occurs it is essential to set up a
stock-book in which a record is kept of all items ordered, and those delivered.
A typical stockbook page is shown in Fig. 13.7. It lists items ordered, where
they are to be used, items delivered and where stored, and how finally used.
The last three columns are useful to record a number of matters which, if not
recorded, can cause confusion, such as pipes cut and the unused portion
returned to stock, or a bend taken out but not used and returned to stock, etc.
For the financial book-keeping a Pipe (or Valve, etc.) Delivery Schedule
should be kept in the style shown in Fig. 13.8. Under the columns headed
‘Deliveries’ the delivery position at any time can be known, and the tonnage
weights entered can be used to calculate payments to the contractor for
haulage on a tonnage rate basis. Under ‘Payments’ the checked invoice prices
are inserted, and the date when the invoice is included in a certificate for pay-
ment. A transmission letter should always accompany transfer of invoices to
the engineer, listing them by their reference and invoiced price. This acts as a
check if an invoice goes astray.
The items when delivered would be stored in stockyards, from whence they
need to be issued and accounted for in various parts of the work. Even if pipes
are strung along the route of the pipeline, their location needs to be logged.
Factors needing to be taken into account when setting up a system may be
the following:

• Items need to be inspected for damage as they are offloaded.
• Some items may be delivered before the main contract starts, and some after.
• Some items may be supplied by the employer from his own stocks, but
have to be collected by the contractor.
• Some further items may have to be ordered and delivered.
• Jointing materials, bolts and other small items will need storage under
cover.
The RE should supply the contractor with a list showing where all items
delivered are stored; and keep the list updated as more materials come in. He
must make arrangements with the agent as to how materials are to be taken
from stock. Usually the RE’s pipeline inspector will take charge, he will tell
the pipeline foreman where the appropriate pipes and specials are and will
see that the right ones are taken.
If no proper stock-book is kept, there may be considerable wastage due to
failure to make economic use of pipes and specials; or delay and extra cost
can be caused by failure to use specials in the right place, so more have to be
ordered.