GUIDELINES & PERFOMAS FOR SITE INSPECTION

RELATED TO MONITORING & EVALUATION

1 Brief Instructions

1.1 General Instructions

Sr.
Major Activities Instructions
No.
1 Coordination  Projects will be seleted as per the directions of the higher
officials from the Punjab ADP List of for the relevant sector.
 Key personnel of the projects will be contacted for getting the
Basic information such as the contact numbers, Project
location and general status of the project.
 Letter will be dispatched for getting the relevant documents
for project review
2 Documents review  Minutes of Meeting of PDWP/DDSC/DDWP/DDC
 PCI, PC II & PC IV documents.
 List of Procurement
 List of hiring staff etc.
3 Approval of visit  After the confirmation of Project details and status, the project
is approved by the higher officials.
 Noting will be furnished by the Evaluator to higher authorities
for allocation of time, budget and transportation facility for
site visit.
 After the directions of higher authorities the intimation letter
for visit along with accommodation request in government
residential premises is dispatched.
4 Tools/Apparatus  Evaluator is required to be equipped with relevant tools/
for the Evaluator equipment for the site visit along with relevant documents.
5 Field Visit  Meeting will be conducted with the concerned officials
before the start of visit and briefing is taken from them about
the project.
 Perfomas will be filled for the required activities as per the
relevant drawings & specifications
 Observations will be recorded and any information related to
project is noted.
 Visual inspection & measurements of any dimension will be
taken.
 Field testing will be required for any major activity for
finding the quality/quality of the material.
Sr.
Major Activities Instructions
No.
 Samples of materials for any major activity may be collected
for Laboratory Tests.
 Snaps/Photos will be taken for any major
Observation/evidence or any discrepancy noted.
 Questionnaire will be drafted as per project requirements.
Interviews will be conducted with beneficiaries/Stakeholders
if required for getting the updates of the project.
6 Report  Data will be complied after the visit and relevant information
& documents will be collected from relevant departments or
from any other major source.
 Laboratory testing of any material will be conducted if
required.
 Analysis of the data will be done based on given details and
in the light of project objectives.
 Draft Report will be written having all major components of
the project.
 Draft report will be submitted for review to the higher
officials.
 Corrections or alterations in report will be done after the
given instructions
 Presentation will be given to DG M&E and report will be
discussed in pre ECM meeting
 Finalized report will be issued to the concerned departments
and project stakeholders
 Fallow up will be taken from the concerned departments
related to the progress of the project.
1.2 Brief Instructions Related to Material used in construction
Note: Check the record of material supply order & record of tests conducted on site and in laboratory of
all materials before the start of material inspection.

Sr. Type of Instructions

No. Material
Material Related to Building Construction
1 Cement Check whether the cement is as per the approved list of concerned
department.
Check whether the cement is fresh by noting the delivery date at site as per
the site record.
Throw a small quantity of cement in a bucket of water. It should sink and
should not float on the surface.
Thrust your hand into the cement bag and it should give cool feeling. It
indicates that no hydration reaction is taking place in the bag.
Open the bag and see that lumps should not be present in the bag. It will
ensure that no setting has taken place and dampness is not there.
2 Sand Check visually whether the sand is finer or Coarser.
It should be free from stones/gravels & other unsuitable material.
Check for organic impurities in sand may be either due to decayed
vegetation, humus, coal particles, or organic and industrial wastes
depending upon the source of the sand
Check whether the sand is properly stockpiled on clean Platforms/Surfaces
free from silt & clay
3 Crush Aggregates must be clean and free from clay, vegetable and any other
Aggregate organic material. Clay or dirt coating on aggregates prevents adhesion of
cement to aggregate, slows down the setting and hardening of the cement
(concrete) and reduce the strength of the concrete.

Excess of thin, flat, elongated or flaky particles should be avoided, as they

produce harsh unworkable mix. Aggregates with rough surface also
produces weaker concrete.
4 Bricks Check for the dimensions of the bricks that these are as per required
dimensions(General Size;9'’x4.5”x3’’)
A brick is broken and its structure is examined. It should be homogeneous,
compact and free from any defects such as holes, lumps etc.
Check whether there is heavy deposit of
Proper Stalking of the Bricks should be there
Sr. Type of Instructions
No. Material
Colour of all bricks should be same and it should not be under burnt or
over burnt
Two bricks are taken, one in each hand, and they are struck with each
other lightly. A brick of good quality should not break and a clear ringing
sound should be produced.
Two Brick should be dropped from the height of 5 feet approximately
making an angle of 90 degree (T Shaped) and it should not be broken.
5 Steel
Check whether the steel is placed on proper plateform/place under shaded
area in dry condition which should be high above the ground level to
avoid rusting due to dampness.
Check whether the brand logo on Steel bars is as per the approved list of
manufactures by the concerned departments
Check the diameter of steel bar and confirm that the steel bar is not under
gauged/under sized.
Check that the steel bars are not plain but are to be ribbed.
Check the weight of bar on weigh balance and divide by nominal weight
of steel
6 Glass Check the thickness of Glass is as per drawing
Tiles Check the Thickness of at least 3 tiles and compare the mean value with
specifications.
Check the Filling between tiles is proper.
Check the size of tiles is as per specifications.
7 Woodwork Check the thickness as per drawing/Specifications
Knocking will reveal whether the wood is hollow or dense
Aluminum Check the thickness of any Section as per drawing/Specifications
Electrical Check whether the electrical wires are from approved brand (Pakistan
Wires Cable etc.)
Electrical Check whether the electrical fixtures are from approved brands and as per
Fixtures specifications.
Material Related to Road/Bridge Construction
1 Earthwork Sheeps foot roller should be used for the preparation of embankment on
clay soil.
Check whether the soil is from approved source.

2 Subbase Vibrating Roller should be used for The Preperation of Subbase

Check whether the subbase material is as per gradation by sieve analysis.
Sr. Type of Instructions
No. Material
WBM Vibrating Roller should be used for The Preparation of Base Course/WBM
Check whether the WBM is from approved source by sieve nanlysis
3 Bitumen Check the Procurement of bitumen is from approved source of
Department such as Attock refinery
4 Asphalt Steel Roller is used for compation
Pneumatic Tyre Roller are used after the passes of roller for smooth finish
Laying of Pavement is to be in full width.
2 Performa for Inspection
Performa A: Salient Features of the Project

Name of Evaluator: Date of Visit:

Designation: No. of project site Visits:

Salient Features Description

Project Title

ADP No.
Sector
Project Location
Sponsoring Authority
Executing Agency
O & M Agency

PC-I Amount (Proposed) Rs.

PC-I Amount (Approved) Rs.
Project Director Name
Contact No.
Email
Address
Project Duration
Name Consultant
Name of Contractor

Contractor's Mobilization Date

Financial Progress %age
Allocation Release
Utilization

Physical Progress %age

 Performa B: Overall Material Quality of Major Items

Sr.
Description of Materials General Assessment of Material Remarks
No.
1. Specification of material as √
per approved provisions? Yes No
2. Quality of Subgrade Material Good Average √ Poor

3. Quality of Sub base material Good Average √ Poor

4. Quality of Base Material Good Average √ Poor

5. Quality of Bitumen used Good Average √ Poor

6. Quality of Brick Good Average √ Poor √

7. Quality of Sand Good Average √ Poor

8. Quality of Crush Good Average √ Poor

9. Quality of Cement Good Average √ Poor

10. Quality of Concrete Good Average √ Poor

11. Quality of Steel Good Average √ Poor

12. Quality of Wood Good Average √ Poor

13. Quality of Glass Good Average √ Poor

14. Quality of Tiles Good Average √ Poor

15. Quality of Water Supply Pipes Good Average √ Poor

16. Quality of Sewerage pipes Good Average √ Poor

17. Quality of Electrical Fixtures Good Average √ Poor

18. Quality of Electrical Wires Good Average √ Poor

19. Quality of Pumps/Motors Good Average √ Poor

 Site Inspection Proforma for Roads

Sr. Description of
Description of Sub Activities Observations Remarks
No. Major Activity
All surface objects like trees, stumps, roots
Earthworks and other protruding obstructions has been
removed.
Slush points or Places of over moisture to be
observed
Prior to commencing subgrade preparation,
all culverts, cross drains (including their fully
compacted backfill), ditches, drains and
drainage outlets must be done first.
Normally the maximum compacted thickness
is 150mm for each layer. If therequired
thickness is greater than 150mm, the
materials should be spread and compacted in
two or more layers of approximately equal
thickness.
Sub Base
Should be free of large rocks/stones,
The full width of the roadway should be
properly prepared/compacted.
Normally the maximum compacted thickness
is 150mm for each layer. If the required
thickness is greater than 150mm, the
materials should be spread and compacted in
two or more layers of approximately equal
thickness.
The road surface should be properly shaped
to prevent water accumulation within the
roadway.
Binding Material/ stone dust should be as per
specifications.
Use Straight Edge to measure unevenness of
Surface
Base course
Camber/Cross Slope is as per drawings
Straight edge (tolerance) is as per
specifications
Should be free of large rocks/stones,
 The full width of the roadway should be
properly prepared/compacted.
Normally the maximum compacted
thickness is 150mm for each layer. If
therequired thickness is greater than 150mm,
the materials should be spread and
compacted in two or more layers of
approximately equal thickness.
The road surface should be properly shaped
to prevent water accumulation within the
roadway.
Binding Material/ stone dust should be as per
specifications.
Prime Coat & Loose stones, dust and foreign matter
Tack Coat removed
Bitumen properties are as specified
Spray is not more than 1m height
Correct temperature and weather conditions
prior to spraying
Correct temperature and weather conditions
Asphaltic Base
prior to laying of asphalt which is generally
Course
b/w 140 to 180
Roller type is correct
Riding quality is smooth and to specified
tolerances.
Triple Surface
Thickness of TST
Treatment
Riding quality

Concrete Rigid
Pavement
A. Pre-Construction
Prior to pouring of concrete, the road base
should be well-prepared.
Dowel and tie bars are present with their
specified size and spacing.
Dirty aggregates should not be used.

B. During Construction
Concrete vibrator or concrete screeder with
vibrator should be used during a spreading of
concrete to prevent honeycombs
Generally for every 4.50m length of the
pavement, a contraction joint or weakened
plane joint should be provided.
 For every pouring of concrete, the end of the
pavement should be provided with dowel
bars spaced at 30 cm or 1 foot.
Too much water or too wet concrete mixture
will weaken the structure.
Bedding and Backfill is as specified.(Such as
Culverts
sand, gravels etc.)
There should be a covering/fill of 300mm or
deeper on the top of Slab so that above load
is dispersed.
Inlet and Outlet Of culvert must have proper
wing walls to accommodate surface water.

ROAD FURNITURE AND TRAFFIC CONTROL DEVICES

Size of Posts conform to specification

GUIDE POSTS
requirements
Configuration and dimensions as per
specifications.
Delineators Delineators are as specified
Spacing of Installation is as specified

ROAD SIGNS Types of Road signs as per drawings

Lane Marking Type of Paint

Width of Paint Strip as per drawing
NJ Barrier Dimensions as per drawing
Finish is smooth
Size and quality of kerbstone is as per
Kerbstone
requirements.
 Site Inspection Proforma for Buildings

Sr. Description of Description of Sub Activities Observations Remarks

No. Major Activity

A Anti-Termite Treatment
2 Check packing material/bottle of
Chemicals
B Excavation
1 Are there any underground utilities like
sewers, water pipelines, cables?
2 Check whether the excavated pits are
adequately shored/ timbered?
3 Are the excavated areas provided with
fences/ barricades?
4 Are the excavated material kept from the
edge of the pit/ trench by at least 1m?
11 Check bottom of excavation (indicate
proposed GL/Basement level with respect
to existing road level)

C Concreting
Check for provision of vibrators?
Check the horizontal and vertical
levelling of formwork components
Placement Method (Pump, Tremie,
Chute,Other)
Reinforcement Cover Maintained During
Pour
Formwork Stable During Placing and
Vibration
Concrete Placed and Compacted Within
required temperature and time period
Provision for Closure of
Access/Openings
Forms Free of Foreign Matter Prior to
Pouring
Concrete Finished to Approved
Tolerances
D Masonry
5 Wetting of bricks
6 Door frames, if any, erected in position?
7 Line out rechecked? (Room dimension,
diagonals, alignment with one layer of
brick work, Door opening position &
verticality, etc.,
8 Check whether Mortar Preparation is
fresh & provision of platform
9 Check Mortar Thickness
10 Check Alignment & Straightness
17 Check for proper pointing, packing &
finishing
DPC Check whether horizontal dpc is
provided upto finish floor level to restrict
dampness
Where there is difference of level in the
floors,then the vertical dpc is to be
checked.

E PLASTERING

2 Check for thickness/ level & line

8 Check for waviness

F Painting works
1 Check the material/paints as approved
make
2 Check color shade approved
3 Cleaning of walls to be checked
(Scrapping), Surface finishing
4 Cracks, Dampness, any leakages to be
identified and repaired.
7 Check others materials covered neatly
during the painting work with masking
tape (protection of other materials from
damage like Electrical switches plate,
door/window joints, glass partitions,
wardrobes)
H Shuttering
1 Shuttering Material is New/ Old?
3 Cleanliness of Shuttering?
4 Oiling of Shuttering?
6 Alignment/ Level/ Rigidity OK?
7 Check Props. Are they OK?
9 Check Braces. Are they OK?
I Granite/Marble works
1 Cleaning slab off loose mortar/ material.
3 Proper Stacking of Granite/Marble
1 No material stacked after fixing?
2 Finished surface cleaned properly before
polishing
4 Are there any Cracked, should be
replaced
5 Curing for at least four days after Laying
Check List No.1: Lists of Major Documents Required

Sr. No. Documents/Information Required Details

1. Original/Revised PC-1 Copy of Document

2. Preparation of Bid Documents Date
Date
Submission of Concept Paper for ADP
3. Concept Paper
formulation
Amount (Rs.)
Date
4. Pre-PDWP
MOM
PDWP/DDSC/DDWP/DDC Date
5.
MOM
Date
6. Clearance Letter from P&DD
Copy of Letter
Date
7. Administrative Approval (AA)
AA Copy
8. Audit Copy Date
9. Preparation of Bid Documents Date
10. Advertisements/Tender Notice Newspaper
Publish Date
Date
11. Issuance of Bid Document
Fee of Bid Document
12. Bid Participants No. of Participants
Date
13. Pre-Bid Meeting
MOM
Date
14. Technical Bid Opening
MOM
Date
15. Technical Bid Evaluation
Bid Evaluation Sheet
Date
16. Financial Bid Opening
Bid Evaluation Sheet
Date
17. Bid Negotiation
MOM
Negotiated Amount (Rs.)
18. Issuance of Acceptance Letter
Date
 Copy of Letter
19. IPCs/MBs Copies of Bills
20. Procurement List as per revenue Part of PC-1 Copy of Document
Monitoring & Evaluation Plan/Mechanism by
21. Copy Of Document
Consultant or Client

Check List No.2: List of Salient Features Related to Health & Safety

Sr.
Description Details/Remarks
No.
1. Site office Conditions

2. Drinking water & Sanitation Facilities for Staff

3. Facility of First Aid Box

4. Hats for Head Protection

5. Shoes for Foot Protection

6. Colorful and reflective clothing/Jackets of workers

7. Fire Fighting Equipments/Arrangements

8. Arrangements of Eye and Face Protection

9. Safety Gloves

10. Safety Masks

11. Pedestrian Barrier

12. Trench Cover

13. Road Cones for road Projects

14. Survey Marker Paint

15. Line Marking

16. Temporary Traffic Signs

17. Arrangements for Site Lighting & Power Backup

18. Arrangements for the storage of construction Material

 Site security Systems (CCTV System, Communication &
19.
Warning Devices etc.)P
20. Access Equipment such as Ladder & Lifting Equipment

Checklist No.3: List of Staff for the Project

Sr No. Designation Name/Contact Number

List of Client Staff

1. Executive Engineer

2. Sub Divisional Officer

3. Sub Engineer

List of Consultant Staff

1. Resident Engineer

2. Assistant Resident Engineer

3. Material Engineer

4. Quantity Surveyor

5. Site inspector

6. Laboratory Technician

7. Surveyor
List of Contractor Staff

1. Project Manager

2. Assistant Project Managers

3. Quantity Surveyors
 4. Surveyors

5. Material Engineer

Check List No.6: List of Machinery

Sr No. Type of Machinery Quantity Remarks

1. Vibrating Compactors

2. Sheep foot roller

3. Excavator

4. Graders

5. Paver

6. Smooth Wheel Roller

7. Pneumatic Tyre Roller