Environmental Management and Monitoring Plan. Project: Rural Renewable Energy Project

Transcription

1 ENVIRONMENTAL Operational excellence for results MANAGEMENT that matter AND MONITORING PLAN Project: Rural Renewable Energy Project Construction and electrical works at fifty (50) Community Healthcare Centres across Sierra Leone Environmental Management and Monitoring Plan

2 ENVIRONMENTAL MANAGEMENT AND MONITORING PLAN ENVIRONMENTAL MANAGEMENT AND MONITORING PLAN The Contractor shall comply with the following Environmental Management and Monitoring Plan (EMMP) specific for this project. This EMMP spells out all steps to be taken by the Contractor to protect the environment in accordance with provisions of regulations and guidelines of the Republic of Sierra Leone. The Contractor should get familiar with this EMMP and implement all measures necessary to avoid undesirable adverse environmental and social impacts wherever possible, restore work sites to acceptable standards, and abide by any environmental performance requirements specified in the EMMP. Project Phase and Activity Construction and operation of temporary small scale contractor camps Potential Environment Impact Construction and Handover Environmental degradation by improper disposal of solid wastes generated by the camp Mitigation Measure Provide waste collection bins which should be regularly emptied in a designated dump site Dispose of off wastes in approved disposal pits and recyclable materials to be recycled and organic wastes to be composted. Monitoring Indicators Presence of clearing labelled waste collection bins No accumulation of waste materials on site Monitoring Method Inspection of disposal systems in the camp When to monitor Routine Who is responsible for monitoring Contractor and UNOPS for monitoring Contamination of surface and ground water resources by improper disposal of human wastes Ensuring brown and grey water are not discharged into the environment by the construction of appropriate sanitary facilities Sanitation facilities to be sited 30 metres away from surface and ground water sources Compost pits Systems for brown an gray water in place Water quality of surface, ground water within 30m of the camp (E-coli). Inspection and test water quality Measure distance Prior to installation (site plans for camp) and after construction Quarterly (both monitoring and reporting) Contractor for implementation and UNOPS for monitoring Surface water and soil contamination by fuels, oils and lubricants Fueling bays, workshops/garages including storage facilities floors to be made of an impervious materials An impervious layer in all operational areas in place and Inspection storage facilities Frequently for storage facilities Contractor for mitigation implementation UNOPS

3 ENVIRONMENTAL MANAGEMENT AND MONITORING PLAN and wastes from such facilities to be fitted with oil interceptors. Design measures for handling spills Mechanisms for handling spills in place Test water for chemical and physical compositions Quarterly for water and UNOPS for monitoring Rehabilitation works activities Resource use conflicts especially for water resources Air and noise pollution disrupt nearby also lead to, eye / ear infection & respiratory related complications to workers Body injuries from falls, dropped objects,and tools and equipment; Ensure the camp does not compete for resources with the local community by providing alternatives. Camp workers to be provided with water that is treated. Prohibit contractor from hunting for game meat and logging Activities with intensive noise and air pollution to be undertaken during least disruptive times and holidays. Consultations with local affected persons, staff and patients to familiarize them with the work to be done. Provide construction workers with First Aids Kits, proper protective equipment. Incidence of Conflicts reported; Distance from camp site to human settlement Incidence of illegal logging reported Reported injuries and accidents Evidence of workers wearing protective equipment Number of sensitization meetings to workers Records of consultative meetings Community meetings Complaints register Review grievance register Reports from the community leaders Site inspection meetings Frequent Weekly and monthly during planning and design Daily during construction Contractor for mitigation implementation & UNOPS for monitoring UNOPS supervise Contractor implement to to Number of complaints from local residents and patients Dust levels UNOPS

4 ENVIRONMENTAL MANAGEMENT AND MONITORING PLAN Removal of vegetation leading to soil erosion & loss of bio-diversity and contaminate surface and ground water contamination Negative health and safety impacts of borrow areas including water-borne diseases and injuries and death Promote labour based methods with light machinery as opposed to heavy ones Prohibit illegal logging and poaching Ensure that soils and other construction wastes are not pushed into streams and rivers Restore and re-vegetate borrow areas as soon as possible, and inform communities about the dangers associated with using water from borrow areas Evidence of soil erosion Presence of transported soil sediment and debris in nearby surface water Incidence of illegal logging and poaching Borrow pits restored and a vegetative cover is established Inspect water bodies and borrow sites Complaint register Inspect borrow areas Monitor the status of borrow areas Frequent Frequent UNOPS to supervise Contractor to implement UNOPS to supervise Contractor to implement Water supply & Sanitation If not properly designed and maintained may contaminate water and provide a breeding habit for disease vectors Site plan to make provision for adequate space for WASH and solid waste disposal systems. Implement water quality assurance and capacity building plan to undertake periodically arsenic and faecal coliforms tests Injuries reported Monitor water quality and handling of wastes Water testing Arsenic and faecal coliforms tests Quarterly water monitoring UNOPS to supervise Contractor implement to Failure to decommission contractor camps and to remove construction and hazardous materials during closure of the camp and the project Decommissioning Accumulation of Contractors will implement site rubble, loss of restoration and clean up plans. aesthetic value of the including clear all temporary landscape; pose structures; dispose all garbage, health and safety risks night soils and POL (Petroleum) to community for instance injuries and Confirm that all construction rubble has been disposed of properly. Daily inspection of decommission activities Daily Contractor to decommission a UNOPS to supervise and verify UNOPS

5 ENVIRONMENTAL MANAGEMENT AND MONITORING PLAN death in case of falling in latrines Eroded soils in the vicinity of abandoned rubble may cause gulleying and siltation of surface water and damage to aesthetics Remove or bury all abandoned construction materials and rubble Fill in and close all latrines and septic systems Conform that excluded materials have been discarded in the constructiondebris disposal site. Verify that the disposal site has been adequately capped with soil material UNOPS

6 Project: Rural Renewable Energy Project Construction and electrical works at fifty (50) Community Healthcare Centres across Sierra Leone Annex D: (Plan)

7 CONTENTS 1. PROJECT HEALTH AND SAFETY PLAN HEALTH & SAFETY FORMS Project Health & Safety Task and Responsibility Checklist 002 Site Emergency and Evacuation Plan 003 Site Induction and Safety Rules 004 Site Induction and Safety Rules Register 005 Visitor Health & Safety Briefing 006 Visitor Health & Safety Register 007 Hazard and Risk Assessment 008 Hazard Prompt Checklist 009 Health & Safety Task and Activity Guidelines Confined Space Electrics Excavation Fire Safety Noise Scaffold UNOPS Project Management Safety Meeting Agenda UNOPS Work Permit System Confined Space Entry Hot Works Excavation 012 Accident / Incident Report 013 Response Guide to a Significant Accident or Incident 014 Significant Accident / Incident Report 015 Site Safety Inspection Report UNOPS 2011 i

8 PROJECT HEALTH & SAFETY PLAN Project Title: Project Location: UNOPS Project Manager: Date of Issue of Plan: To Be Used Forms /No 1. Introduction/Purpose Health and safety is integral to the responsibilities of all parties on the project with the health and safety of all workers, employees, consultants, public and visitors to the site fundamental to the success of the project. The UNOPS Project Health and Safety Plan is a management framework to encourage and ensure safer construction practices and to prevent dangerous acts that could lead to accidents on site. 2. Local law and Regulations The Contractor shall identify any specific health and safety law, regulations and relevant authorities policies and procedures relating to the execution, completion and remedying of the works. The Contractor with the assistance of UNOPS will identify and incorporate any requirements identified above into the relevant sections of this project health & safety plan to assist with implementation and control. 3. Project Health and Safety Responsibilities In additional to the formal responsibilities detailed within the general conditions of contract; all persons on the project site have a responsibility to take reasonable care for the health and safety of themselves and others who may be affected by their actions, co-operate with the employer on health and safety matters and not to interfere with, remove or alter anything provided on site for health, safety and welfare. The project health and safety task and responsibility check list assists in identifying specific activities to be implemented on the project along with the position/person responsible for implementation and the associated documentation. 4. Project Site Emergency and Evacuation Plan A site specific emergency and evacuation plan is to be developed by the site management team detailing required actions in an emergency, exit locations and assembly points, fire extinguisher and first aid facility locations, emergency and evacuation drills and important/emergency contact telephone UNOPS

9 numbers. Emergency and Evacuation plan to be incorporated into the project site induction briefing and displayed on site notice boards. Trail site evacuation drills will be held once every month, for the purpose of identifying any areas of concern and required improvements. 5. Project Site Induction and Site Safety Rules It is required that all personnel working on the project attend the UNOPS Health and Safety site induction briefing prior to commencing any work on the site. The site specific safety rules will act as the main agenda and content of the induction briefing. The induction briefing should be, as far as possible, two way communication with attendees invited to contribute, comment and ask questions regarding health and safety. The site induction briefing and copy of the site safety rules should be presented in the appropriate language of the attendees. All attendees of the induction briefing will be recorded and included on the UNOPS site induction register. 6. Project Visitors Briefing and Register All Visitors to site must report to the UNOPS site office before entering the site working areas. It is required that all first time Visitors to the site partake in the UNOPS project site visitors health and safety briefing before entering the site proper. All Visitors are required to be registered and logged on the UNOPS visitors registration form. 7. Hazard Identification and Risk Control Assessment Hazard identification and risk assessment is an essential part of any health and safety management system. A hazard identification and risk assessment system is designed to assist with establishing priorities and setting objectives and plans to eliminate construction hazards and to minimize the risk of accidents on site. Infrastructure implementation involves executing a number of potentially hazardous activities, it is essential that these hazards are identified, risk assessed and controls put in place to eliminate, isolate or minimise the hazard. UNOPS 007 Hazard and Risk Assessment provides a staged approach to project/site hazard identification and risk control, thus providing a framework to reduce work related accidents and create a safer working environment. Before each significant or new construction activity/task is undertaken an UNOPS

10 assessment of that activity should take place involving the appropriate supervisory UNOPS staff and employees/ subcontractors of the Contractor responsible for executing the works. No Task is so important that the time cannot be taken to plan a safe way to do it 008 Hazard Prompt Checklist is available as a prompt to identify potential hazards related to the tasks and activities under review on Health and Safety Task and Activity Guidelines is a collection of safe practice guidelines for various infrastructure activities. The guidelines act as a tool to assist in identifying and controlling common hazards found on construction sites and provided information and guidance to incorporate into the project specific Hazard and Risk Assessment procedure ( 007) for controlling the risks. 8. Project Safety Meetings UNOPS project management staff will carry out a specific project safety meeting on a regular basis. The Contractor may be required to attend these meetings in full or in part. UNOPS may also facilitate regular Site Safety meetings for all workers on the project (contractors, subcontractors, suppliers, etc) to review and discuss safety issues relating to the works. 9. COSHH (Control of Substances Hazardous to Health) Many construction materials contain hazardous substances, possibly including micro-organisms and biological agents. There is a need to identify products and materials specific to the project which may be hazardous. Controls need to be identified and put in place to ensure exposure of employees and others to harmful elements is prevented or at very least adequately controlled and isolated. Hazard Identification and Risk Control assessment reviews should be undertaken for each identified hazardous substance ( 007). Particular notice should be given to product labelling and manufactures recommendations regarding hazards present and directions on use, application instructions and storage requirements. Specific training, additional technical information and active record keeping may well be required to mitigate risk. 10. Permit System Certain construction activities will require pre-approval before being carried out due to the inherent risk involved in their execution. The need for thorough planning and review of the UNOPS

11 works before they are carried out is controlled by the UNOPS work permit system. The following UNOPS work permits will be required for tasks on this specific project. Confined Space Entry and Work required yes no Hot Works required yes no Excavation required yes no (& underground services) For lifting Operations required yes no The permit issuer will be a suitable and competent person(s) who must be appointed for the task and is always available on site to issue and control the permit system. 11. Accident and Incident Reporting All accidents and or incidents involving injury, ill health, material damage, services strikes and loss of production should be thoroughly investigated and action taken to prevent recurrence. Incidents that are judged as having the potential for injury, damage or loss but were not realised (a near miss) should also be investigated to prevent possible recurrence. Any investigation should be carried out as soon as possible after the accident/incident to allow the maximum amount of information to be obtained. One of the main reasons for an investigation is to support the improvement of the safety operations on the project by identifying unsafe incidents which may have resulted from an absence or inadequacy in safety controls or the presence of new uncontrolled risks. The detail and depth of the investigation will largely depend on the severity and complexity of the accident/incident and the level of risk it presents. More time should be spent on significant events involving serious injury, harm or loss. The UNOPS project manager responsible for the project will either carry out the investigation or delegate the task to a senior member of the UNOPS site team. For potential incidents, minor harm incidents (defined as on site first aid treatment with no lost work time) and harm incidents (defined as off site medical treatment and rehabilitation/rest for not server or permanent injury but involving lost work time) the UNOPS Accident/Incident Report form ( 012) can be used. 12. Significant Accident and Incident Response UNOPS

12 A Significant Accident or Incident is an event with serious or extreme consequences. Such events would include multiple major injuries, a fatality, a major environmental incident or an extreme failure of a product, structure, element or service. 013 acts as a guide and checklist focusing on the immediate response to a significant accident or incident. H&S Form 014 is the Significant Accident and Incident investigation and reporting template. 13. Site Safety Inspections Regular health and safety site inspections of the project assist in identifying key safety areas requiring immediate attention, while reinforcing and supporting positive and safe working practices. UNOPS will plan to implement regular weekly/fortnightly/monthly safety inspections on this project. Inspections will be carried out by UNOPS site representatives UNOPS

13 (FORMS SHALL BE USED DURING ACTUAL IMPLEMENTATION) UNOPS

14 Project: Rural Renewable Energy Project Construction and electrical works at fifty (50) Community Healthcare Centres across Sierra Leone Implementation Manual (Quality Assurance and Control Plan) Annex F: (Quality Assurance and Control Plan)

15 CONTENTS 1. PROJECT IMPLEMENTATION PLAN PROJECT IMPLEMENTATION FORMS Monitoring and Review log 002 Contract Commencements Meeting 003 Site Establishment Planning Checklist 004 Measuring and Test Equipment Schedule 005 Site Survey Station Detail Sheet 006 Two Weekly Programme/Work Plan 007 Inspection and Test Plan 008 A Project Site Meeting Agenda 008 B Site Daily Report 008 Trade Activity Control Sheets Demolition Excavation (Bulk) Excavation (Backfilling) Concrete Pour Summary Concrete Pour General Reinforcing Steel Formwork Pre-Cast Concrete Install Structural Steel Supply Structural Steel Erection Block and Brick Work Tanking and Waterproofing Timber Framing Internal Linings Roofing UNOPS 2011 i

16 External Windows and Doors Painting and Coatings Plumbing above ground Plumbing below ground Drainage Mechanical Pipe work Mechanical Equipment Electrical 009 Non Conformance Report 010 Non Conformance Register 011 Complaint Report 012 Complaint Register 013 Lesson Learned Report 014 General Taking Over Inspection 015 Room Taking Over Inspection 016 Contractor Submittals 017 Contractor Completion Checklist 018 Defects Liability Period Defect Register 019 Project Documentation Control Plan UNOPS 2011 ii

17 PROJECT IMPLEMENTATION PLAN Project Title: Project Number: Project Location: UNOPS Project Manager: Date of Issue of Plan: To Be Used Forms Distribution: /No 1. Project Overview and Summary 1.1. Project Description (Outline scope of works) 1.2. Project Participants and Stakeholders Donor: Contact: Contact details: Beneficiary: Contact: Contact details: Consultant Architect: Contact: Contact details: Contractor: Contact: Contact details: UNOPS

18 Structural Engineer: Contact: Contact details: Services Engineer: Contact: Contact details: Specialist Engineering: Contact: Contact details: Others: 1.3. UNOPS Project Structure (modify to suit required project delivery structure) Country Director Programme Manager Project Manager Deputy PM/Snr Engineer Finance Finance Human Resource Procurement Site Manager Site Engineer Site Engineer Services Engineer UNOPS

19 1.4 Form of UNOPS Contracts for Works in use (information regarding the selection of the most appropriate form of Contract can be found in UNOPS Contracts for Works guidance materials) Minor Works Contract Short Form Construction Contract Measured Price Construction Contract Lump Sum Construction Contract 1.5 Responsibilities UNOPS will perform a central role in managing Health and Safety, Environmental and Quality control issues during the implementation of this infrastructure project. The UNOPS Project Manager shall be responsible for compiling and activating the Project Implementation Plan along with the UNOPS Health & Safety and Environmental Management manuals, tailored to meet the project specific requirements. The UNOPS Project Manager will delegate to the appropriate project staff and site personnel specific responsibilities for the management tasks identified in the UNOPS Project Implementation Plan, Health & Safety and Environmental Management manuals for this project. The UNOPS Project Manager will monitor and review the execution of the Project Implementation Plan, Health & Safety and Environmental Management manuals at least once every two months at a minimum. The reviews should ensure that the objectives and requirements of the plan and manuals are still valid and are being implemented and met. Particular attention should be paid to forthcoming key project tasks and activities ensuring there is pre-planning underway regarding Inspection Test Planning, Hazard and Risk Assessment and environmental management controls. A record of all monitoring and reviews undertaken shall be recorded on the Project Implementation Plan Monitoring and Review Log form ( 001). 1.6 Significant Objectives and Risks Identify and list any significant Donor, Beneficiary and Stakeholder objectives relating specifically to the infrastructure works implementation. Ensure measures are identified and incorporated into the various UNOPS implementation documentation to ensure plans are put in place to meet these objectives. 001 UNOPS

20 Objectives: Promote ownership and sustainability of the project through use of local labour, both skilled and unskilled, where these are available Identify and list the significant risks relating specifically to the infrastructure works implementation. Ensure these issues are incorporated into the appropriate risk assessment processes and procedures detailed within the UNOPS implementation documentation. Risks: Potential conflict with the local population on employability to the project if terms are not clearly spelt out and communicated beforehand by the contractor The list of significant objectives and risks will be regularly reviewed and updated, with appropriate action taken as part of the Project Managers monitoring and review process as detailed in clause 1.5 above. (In addition to identification and management within this document, significant infrastructure implementation risks should also be logged on the overall UNOPS project risk register (log) and processed, monitored and reported on according to the wider project procedures) 2. Contract Commencement Immediately post award of the works contract to the selected Contractor and prior to the Contractor s mobilisation and starting of the works on site, UNOPS will hold a Contract Commencement meeting with the Contractor to address and review the numerous tasks, issues and activities relating to the commencement of the construction project. It is important from the outset of the contract to reinforce and establish expectations, communication lines, processes and controls with the Contractor (as outlined within the bidding/contract documentation) to ensure best possible adherence to the contract conditions and the UNOPS processes and procedures to be adopted to assist in delivering the required project outcomes. The Project Implementation Plan (IPI) form 002, Contract UNOPS

21 Commencement Meeting is to be used as the standard agenda and template for the contract commencement meeting. Initial site establishment and planning activities are an important part of the commencement process. Project Implementation Plan (IPI) Form 003 Site Establishment Planning Checklist is to be used as the standard agenda and template for reviewing initial site establishment requirements. 3. Survey and Set out 3.1 Survey and Testing Equipment The Contractor is responsible for the correct positioning of all the works on the project site. The accuracy of any set out and survey work is reliant on the calibration and condition of the survey and testing equipment used. UNOPS may require (wherever possible and feasible) formal verification and regular monitoring of the condition and calibration of the survey and testing equipment to ensure greater accuracy in the implementation of the works. (Equipment includes dumpy levels, laser levels, EDM s, theodolites, etc). Where appropriate a measuring and test equipment inspection log shall be kept and maintained recording the regular testing and calibration of the equipment used on site. UNOPS 004 Measuring & Test Equipment Schedule is to be used for this purpose. All measuring and testing equipment is to be safely stored while on site to ensure no damage or deterioration occurs. 3.2 Survey/Set out Wherever possible a registered/certified Surveyor should be used to establish the primary site survey control stations in relation to the references specified in the Contact documentation and as agreed. A site set out control plan is required to be produced by the Contractor (and/or their Surveyor) with all the grid lines, datum points and other survey control points noted. All primary site survey control stations will have a suitable permanent mark and must be kept secure. The site set out control plan should be updated regularly to include any secondary survey control points. The Contractor may generate secondary survey control points as required to set out and control local areas of work. These control points shall be periodically checked for accuracy and be clearly identified and protected physically on site. Each site survey control station and secondary station in addition to being located on the overall set out control plan will also be individually detailed using the UNOPS 005 Site Survey yes yes yes UNOPS

22 Station Detail Sheet Programme and Planning 4.1. The Construction programme Once the Contractors programme has been submitted, reviewed and approved in accordance with the Construction Contract conditions, regular review and monitoring of progress of the execution of the works next to the Contract programme is crucial. This project includes requirements for a monthly programme review process as part of a monthly progress report for the project. For project programme and planning it is critical that this review process is implemented and a set review cycle/time is agreed with the Contractor and included in the regular project meeting schedule (as Contract Commencement Meeting 002). Regular formal programme reviews with the Contractor are recommended at least monthly (or more frequent as deemed required) and should be planned for. The approved Contractors programme should indentify the critical path time activities linked through the programme for the works. Establishing and identifying the works critical path is crucial for assessing future impact of variations, delays and possible extension of time claims in terms of overall project duration. 4.2 Two Weekly programme/work Plan A detailed two weekly programme/work plan should be undertaken on all UNOPS projects. This detailed review and planning process ensures accurate monitoring by UNOPS site staff of the Contractors weekly progress and allows early identification of issues impeding the planned works. This review process requires a regular fortnightly meeting between the appropriate UNOPS site representative and the Contractors personal who is responsible for the programme delivery. At the fortnightly meeting UNOPS will review progress relating to the past two weeks of planned work verse what was actually achieved by the Contractor. The Contract will also present the planned work programme for the coming two weeks for discussion and review. UNOPS 006 provides a format for the two weekly programme/work plan. It is critically important that the activities detailed within the two weekly programme/work plan correlate with the overall Contract programme Implementation Controls The documents and procedures outlined within this section of the plan are to be used to assist with ensuring the works is implemented in accordance with the technical specifications, acceptable trade practice UNOPS

23 and identified testing requirements. The documents provide a planning, monitoring and recording tool for implementation Inspection & Test Plan (ITP) All inspections and testing to be undertaken throughout the project to ensure processes and outcomes meet the specified requirements need to be planed and quality records maintained. An Inspection & Test Plan for each trade and/or significant work activity identifies the key performance criteria for the works and allows allocation of appropriate implementation control measures to assist achieving the required outcomes. Any specified hold points and approvals are incorporated in the activity planning along with allocation of the personnel responsible to monitor and implement. The Inspection & Test Plan provides a framework for the works to be packaged into controllable portions where specific risk and specification requirements can be identified and controlled. 5.2 Trade/Activity Control Sheet Where applicable Trade and Activity Control Sheets can be used in addition to and in support of the Inspection & Test Plan. The Trade and Activity Control Sheet acts as a prompt, checklist, record and tool to control the implementation of a specific construction task in detail, ensuring specific specification requirements are met and risk managed, reducing the likelihood of defective work and need for costly repairs and rework. While compiling the Inspection & Test Plan for a particular activity, the appropriate Trade and Activity Control Sheets to be used to control the task should be identified. Standard Trade and Activity Control Sheets have been complied for a majority of the implementation operations on a typical construction site. These sheets should be adjusted and modified to suite the project specific requirements. The Project team is encouraged to develop additional and new Trade and Activity Control Sheets for tasks not covered by existing sheets. 008 is a list/index of the standard Trade and Activity Control Sheets available. 5.3 Project Site Meeting Regular site meetings attended by the Contractor and UNOPS (and when applicable the Consultants, Donors and Beneficiary) is a vital communication, monitoring and planning forum for the project. Meetings should be scheduled to meet project specific requirements. Crucial issues such as progress next to programme, resourcing, quality, environmental and health & safety matters, coordination, administrative and financial requirements are regularly discussed and reviewed with appropriate points of action moving forward defined. 007 s 008 UNOPS

24 008A is a suggested Project Site Meeting Agenda for use. 5.4 Site Daily Report The project daily diary is an important element in recording site activities. Informative daily/shift diaries are required for the duration of the contract. The diary is a record of what has taken place on site and is an important reference for the future. It is a clear and concise written report confirming what operations have been undertaken on site, by whom and what has affected production and why. 008B is a template Site Daily Report format for use. 6. Non Conformance, Complaints and Lessons Learned 6.1 Non Conformance Where a product, work or service on the project fails to meet specified and/or industry standard requirements the UNOPS non-conformance procedure will be used. Details of the non-conformance are to be recorded so notice can be given to the concern parties that a nonconformance has occurred and that remedial work is required to be undertaken. 009 Non Conformance Report is to be used as a recording, reporting and control document for communicating the Non Conformance and the process of rectification. 010 Non Conformance Register can be used as a summary record and log of all project non conformances raised. The register facilitates reporting and simple analysis of non conformance issues. 6.2 Complaints A complaint report and register system is to be used to record, investigate and respond to any formal complaints received regarding the project activities. 011 and 012 are to be used to process complaints. 6.3 Lessons Learned Any significant issue or event that required remedial or corrective action on the project is to be recorded and reported for the purpose of eliminating reoccurrence in the future on other UNOPS projects. Along with lessons learned, any suggested improvements to the UNOPS infrastructure project implementation process should also be detailed and recorded as part of the Lessons Learned process. 013 Lesson Learned Report is to be completed and forwarded to the UNOPS Infrastructure Practice Lead for review, collation and action as required. 7. Completion Procedures 008A 008B & 012 UNOPS

25 As the infrastructure works near completion on the project various Taking Over requirements such as inspections, testing, defects management and submittals require processing and collation. The control documents in this section can be used to assist in ensuring the terms and conditions for Taking Over in accordance with the contract are verified as complete and have been executed to the required standard. 7.1 Taking Over/Substantial Completion Inspections The Contractor in accordance with the form of Contract will notify UNOPS that the works are ready for inspection as part of the works completion process. The General Taking Over Inspection form and/or the Room Taking Over Inspection form can be used to assist and record this inspection process (see 014 and 015). 7.2 Contractors Submittals Nearing completion of the works the Contractor is required to submit various technical documentation including as-built drawings, operational manuals, spares and guarantees/warrantees as detailed within the Contract. To assist in identifying, monitoring and recording the submission and approval of the required submittals, 016 can be used as a register for this process. 7.3 Contractor Completion Checklist A Contractor Completion Checklist can be used to ensure the various documentation, submittal and close out activities and issues are planned for and addressed ( 017) 7.4 Defects Liability Period It is important that a procedure is established for managing defect notification and carrying out repair works during the contract defects Liability period. Clear lines of communication between the End User, UNOPS and the Contractor are required for any defect notification and protocol for access to carry out investigation, remedial and inspection of repaired works will need establishing. The Defects Liability Period Defects Register ( 018) allows for monitoring and tracking of defects through the Liability period. 8. Document Control All project documentation and correspondence is required to be part of a document management plan in terms of referencing, logging, filing, tracking and archiving. UNOPS does not currently operate a fully integrated electronic document creation, distribution and filing/archive system, however the procedures outlined in this section represent the various document control measures within the organisation at present for project use. 8.1 Project Document Centre & UNOPS

26 In response to various UNOPS Organisational Directives (OD s), the Project Document Centre is an archiving tool which holds the UNOPS Project Blue File. The required documentation to be uploaded and stored on the Blue File system is generally the wider project documents relating to the overall project proposal, negotiation, award, planning and reporting in terms of donor liaison and internal UNOPS requirements. Largely the detailed project specific infrastructure documentation is not part of the current Blue File system and will require its own project specific management, control and archiving. The UNOPS Project Management Practice has set of standard document templates covering the wider project management documents in terms of donor liaison and internal requirements. These templates should be reviewed and incorporated into the project as applicable. 8.2 Contract Notices UNOPS has an extensive library of standard notices and letters relating to specific clauses and obligations detailed within the various forms of UNOPS Construction Contracts. The standard notices and letters are available online for the UNOPS team to use as applicable to the project. 8.3 Standard Forms and Templates Standard forms and templates within the Health & Safety, Environmental Management and Project Implementation manuals are available for use as applicable to the project. 8.4 Documentation Control Plan 019 Project Document Control Plan is available as a template to organise and establish the specific document control system for the project. 019 UNOPS

27 (FORMS SHALL BE USED DURING ACTUAL IMPLEMENTATION) UNOPS